Basics Managing Your Inbox

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1 Basics Managing Your Inbox The following are provided to help keep your Zimbra and calendar usage consistent, professional, and up-to-date. Viewing Options Using a Reading Pane Turn Reading Pane On/Off Using Folders Create a Folder Move an Message Print an Message Print a Conversation Viewing Options Zimbra offers two options for viewing messages. You can toggle between the two views by clicking View and selecting either of the views. By default, Zimbra opens in conversation view. Conversation view. The Conversation view displays your messages grouped by subject. Because all messages in a conversation have the same subject, the subject displays only once in the conversation view pane. All messages related to the conversation are displayed, even if they are stored in different folders. The toolbar shows how many conversations you are now viewing in the Content pane and the numbers in parentheses indicate the number of messages in a conversation. Message view. Messages can be displayed in the Inbox by date. This is the traditional message view, where messages received today display the hour received, and messages received in previous days show the date received.

2 The toolbar shows how many messages you are viewing and how many message are in your inbox. You can scroll through the Content pane to see more messages. Using a Reading Pane You can use the Reading Pane to preview messages in your Inbox and other folders. If you have the Reading Pane on, when you click on an message, the message displays in the Reading Pane and the message is marked as read. To adjust the size of the Reading Pane, place your pointer on the divider bar and drag the bar. Turn Reading Pane On or Off The Reading Pane lets you read messages from your Inbox without opening the . Depending on your view, the Reading Pane can be at the bottom or on the right, or turned off. 1. On the Mail tab toolbar, click the View drop-down menu. 2. Select the Reading Pane option. Using Folders Folders are used to organize your incoming and outgoing messages. You can create your own folders, or use the system defined folders: User-defined folders. Folders you create to organize your are displayed in the Folders list in the Overview pane. -level folder names cannot be the same as any other top-level folder in your , calendar, or address book folders. System folders. System folders cannot be moved, renamed, or deleted. The following are system folders: Inbox. New arrives in the Inbox. Sent. A copy of each message you send is saved in the Sent folder. Drafts. Messages you have composed but have not sent are saved in the Drafts folder.

3 Junk. Most filtering of unsolicited automated (also known as spam or junk mail) is handled by a spam filter before those messages reach your Inbox. that might possibly be junk mail, but isn't certain to be junk, can be placed in your Junk folder. Trash. Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically. Create a Folder You can create a standalone user-defined folder or a folder inside another folder, including system folders. You cannot create two folders with the same name within the same parent folder. For example, you cannot have two folders named Shopping inside your Inbox folder, but you can have one folder named Shopping inside your Inbox folder, and another folder with the same name inside the Sent folder. 1. Go to the Mail>Folders page and click the Folders gear icon. 2. Select New Folder. 3. Enter the new folder Name and select a folder Color. Folder names can include any character except a colon (:), forward slash (/), and quotation mark ("). 4. In the Folders tree, select the placement of the new folder. 5. Click Folders to have the new folder displayed at the top of the list. 6. Click an existing folder to place your new folder within that folder.

4 Move an Message You can transfer messages or entire conversations from one folder to another using one of two methods: 1. Drag and drop the item to the desired folder in the left-hand Overview pane. 2. Select the item(s), right-click, and select. The Move Message dialog appears. 3. Select a destination folder, and click OK. If you are moving a few messages within a conversation, the conversation appears in both places. The Conversation Detail View window shows the new location of the message that was moved. Note: If you move a message to a folder, you can immediately undo this action by clicking Undo that appears at the top of the page. The message is moved back to its original location. Print an Message The default font size used when a message is printed is 12 points. You can change this from the Preferences tab>general page. Do not use the browser's File>Print feature. The page will not be well-formatted, and your message may be difficult to read.

5 1. Right-click on the message and select Print. The message opens in a new window. A standard print dialog appears. 2. Choose a printer. 3. Click OK. The message is sent to the selected printer. 4. Close the message window. Alternately, you can select Print from the Actions link on the toolbar. Print a Conversation (all messages) 1. Right-click the conversation to be printed, and select Print. The conversation opens in a new window. A standard print dialog appears. 2. Choose a printer. 3. Click OK. The conversation is sent to the selected printer. 4. Close the conversation window. Alternately, you can select Print from the Actions link on the toolbar. Print One Message in a Conversation 1. Open the conversation and select the message to print. 2. At the end of the message, click the gear icon and select print. The message opens in a new window. A standard print dialog appears. 3. Choose a printer. 4. Click OK. The message is sent to the selected printer.

6 5. Close the message window. Note: Do not use the browser's File > Print feature. The page will not be well-formatted, and your message may be difficult to read.

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