Zimbra Collaboration Suite User Guide Part 15

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1 INTER-UNIVERSITY CENTRE FOR ASTRONOMY AND ASTROPHYSICS (An Autnmus Institutin f the University Grants Cmmissin) Zimbra Cllabratin Suite User Guide Part 15 Sharing Yur Accunt Flders

2 Sharing Yur Accunt Items 15 Sharing Yur Accunt Flders This chapter explains hw t Share flders frm yur Mail, Address Bk, Calendar, Tasks, Dcuments ntebks, and Briefcase flders Set up sharing with thers Cancel a shared flder Accept a share invitatin Wrk in shared flder Link t a shared flder Yu can share yur mail flders, address bks, calendars, task lists, Dcuments ntebks, and Briefcase flders. Sharing yur ZWC items lets yu cllabrate with thers, letting them make changes t r just view the flder details. The prcess t share an flder is as fllws: The grantr selects the flder t share: flder, address bk, calendar, ntebk, task list, r Briefcase flder. The grantr decides with whm t share and the access privileges, manager r viewnly, the grantee can have, and then sends them an invitatin. The grantee accepts the invitatin and gets access t the shared flder. Selecting Access Privileges Frm within the apprpriate applicatin, yu select the flder and specify the type f access privileges t give the grantee. Yu can share with internal users, wh can be given cmplete manager access t the flder r nly the ability t view the flder. Yu can set permissins per user r grup, s everyne des nt have t have the same permissins t yur shared flder. Yu can share with the fllwing: Internal users r grups. Yu select the type f privileges (rle) t grant t internal users. The user r grup must have a valid address in yur cmpany s mail server. 203

3 Zimbra Web Client User Guide Viewer. The grantee can read the cntents f the shared flder, but cannt make changes t the cntent. Manager. The grantee has full permissin t view and edit the cntent f a shared flder, create new sub flders, edit and delete files in the shared flder. Nne. An ptin t temprarily disable access t a shared flder withut revking the share privileges. The grantee still has the shared flder in his mailbx but cannt view r manage activities n the grantrʹs flder. Nte: Yu can share yur Mail flders nly with internal users r grups. External guests. Yu create a passwrd fr the shared flder that guests must enter t view the cntent. They cannt make any changes t the infrmatin they view. Public. Anyne that knws the URL t the flder can view the cntent. They cannt make any changes t the infrmatin. Hw Sharing Wrks The access privileges fr each applicatin is described in the fllwing sectins. 204

4 Sharing Yur Accunt Items Sharing Yur Mail Flders Yu can share any f yur mail flders, including the Inbx flder and sub flders, with valid users within yur rganizatin. Yu cannt share yur mail flders with external users r with the public. A cpy f the shared flder is put in the granteeʹs Flder list n the Overview pane. When the flder is selected, the cntent displays in the Cntent pane. The grantee d nt need t lg int the grantrʹs mailbx. Grantees that has the manager rle have full permissin t view and edit the cntents f the shared mail flder, create new sub flders, send n the grantr s behalf, and delete messages. Scenaris fr sharing a mail flder Yur sales department wants ne central mailbx fr all messages requesting infrmatin abut yur prduct, and everyne in sales shuld be able t view messages immediately when they cme in. Yu can give everyne in the department permissin t view the mail flder and they can cpy the messages t their mailbx, r yu can give them permissin t manage the mail flder and they can reply n behalf f this address. A manager is ften ut f the ffice and des nt have time t respnd t her messages. When the manager delegates access t her Inbx mail flder, her assistant (grantee) can manage the cntent f her mail, respnd t messages n her behalf, create flders t rganize message in that mail flder, and delete messages. Instead f sending messages t dzens f addresses every time yu have an annuncement, yu can identify ne f yur flders as a public flder that cntains the annuncements. Yu can create shared access t nly specific addresses and set a passwrd that must be entered t view the cntent, r yu can make it a public URL fr anyne wh has the URL can view the cntent. Sharing Address Bk Cntact Lists Yu can share any f yur address bks with ther peple in yur ffice, with external guests, and with the public. Depending n the rle yu assign t the grantee, the shared cntacts list can be view nly r manager which has full access privileges t edit, add, and delete cntacts in the address bk. Sharing yur address bk is useful if yur address bks are fr specific categries f cntacts and yu want ther users t have access t the names. 205

5 Zimbra Web Client User Guide Sharing Calendars Yu can share yur calendars with ther peple in yur ffice, with external guests, and with the public. Depending n the privileges yu assign t the grantee, the shared calendar can be view nly r manager which has full access privileges t create meetings, accept r decline invitatins, and edit and delete activities n the shared calendar. Sharing Task Lists, Dcuments Ntebks, Briefcase Flders Yu can share yur task lists, Dcuments ntebks, and Briefcase flders with ther peple in yur ffice, with external guests, and with the public. When yu share yur flders with internal users, yu can select the type f access the internal users can have: either manager, which gives full access t view and mdify the cntent f the shared flder; r viewer, which gives read nly access. External guests and the public nly can have read nly access. Setting Up Shared Flders When yu select the item t share, yu can select the tp level flder r yu can select a specific flder under the flder. If yu select t share the tp level flder, all flders within that flder are als shared. 1. Right click n the flder yu want t share. Nte When yu share yur mail flders, yu cannt share the Trash r Junk flders. 2. Click Share Flder. The Shared Prperties dialg displays. Select whm t share with; Internal user r grups, External guests, r Public. 206

6 Sharing Yur Accunt Items 3. Depending n with whm yu share, yu d the fllwing: Fr Internal users r grups, enter the addresses and in the Rle area select the access privileges. Fr External guests, enter guestʹs addresses and the passwrd t enter t view yur mail flder. Fr the Public, direct the public t the URL that displays in the URL area. Fr example, yu culd cpy and this URL t thse yu want t view the page. 4. In the Message area select which type f message t send. This message can be sent t internal users and t external guests. The ptins are as fllws: D nt send mail abut this share. N message is sent. Send standard message. The standard share ntificatin message is sent t the address. This message includes the name f the mail flder that is being shared, yur address, the granteeʹs address and the rle assigned, with a list f the allwed actins. Add a nte t standard message. Yu can add additinal infrmatin t the standard message. Cmpse in new windw. Create and send a new message. 5. Click OK. Nte: Remember, if yu selected Public, yu will need t ntify the public f the URL. Changing r Cancelling Access Yu can cancel the share privileges and edit the granteeʹs rle frm the Share Prperties dialg. 207

7 Zimbra Web Client User Guide T change access permissins 1. Frm the apprpriate applicatin, right click n the shared flder t change. 2. Select Edit Prperties. The Flder Prperties dialg pens. This dialg displays the names that share the flder. 3. In the Sharing fr this flder sectin, click Edit by the name t change. The Share Prperties dialg pens. Yu can change the privileges. Viewer. The grantee can read the cntents f the flder, but cannt change it. Manager. The grantee has full permissin t view, edit the cntents f a flder, add new pages and remve pages. Nne. This is an ptin t temprarily disable access t a grantrʹs shared flder withut revking the share privileges. The grantee still has the flder in their list, but cannt view r manage activities in the flder. 4. An message will be sent t ntify the user, r yu can select t either nt send an message r t send a standard r cmpsed message. 5. Click OK. T cancel access 1. Frm the apprpriate applicatin, right click n the shared flder. 2. Select Edit Prperties. The Flder Prperties dialg pens. This dialg displays the names that share the flder. 3. Click Revke. A Revke Share dialg pens. An message will be sent t ntify the user, r yu can select t either nt send an message r t send a custmized message. 208

8 Sharing Yur Accunt Items 4. Click OK. The user can n lnger access yur flder. The user can delete the flder frm their Overview pane list. Accepting an Invitatin t Share Items If yu receive an ntice that yu have been granted access t share anther persnʹs mail flder, yu can accept r decline the share. When yu accept the share, the shared flder displays in the specified applicatin s list in the Overview pane. T accept 1. Click Accept Share in the . The Accept Share dialg pens and describes the rle granted t yu. 2. Befre yu accept, yu can change the flder name and select a clr t high light the flder. 3. (Optinal) Select t send a cnfirmatin back t the Grantr. 209

9 Zimbra Web Client User Guide 4. Click Yes. The flder is added t the granttee s Overview pane. The message is mved t yur Trash flder. Wrking within a Shared Flder When yu accept t share a grantrʹs flder, the flder is displayed in yur Overview pane. When yu pen the flder, yu see the cntent f the flder. This infrmatin is nt actually saved in yur mailbx. When sharing a Mail flder, the grantees can pen the and if they were granted permissins f Manager, they can reply t, frward, r delete the message. Cpies f the messages the grantee sends are saved in the grantrʹs mailbx, and if the grantee delete smething frm the grantrʹs mailbx r marks it as spam, the message is mved t the grantrʹs Trash flder r Junk flder. If the grantee has access t mre than ne f the grantrʹs flders, the grantee can Mve the cntents frm ne flder t anther flder in the grantrʹs mailbx. Cpy an message frm the grantrʹs flders t the grantee s mail flders. The grantrʹs mail flder als retains a cpy. Create flders within the shared mail flder and the new flder appears in the grantrʹs mailbx. When sharing an Address Bk flder, the grantee with manager s permissin can add, delete, and edit cntacts in the address bk. When sharing a Calendar flder, the grantee with manager s permissin can add, delete, and edit meetings and appintments n the calendar. When sharing a Task list, the grantee with manager s permissin can add, edit, and delete tasks in the task list. When sharing Dcuments ntebk, the grantee with manager s permissin can add pages, edit and delete pages in the ntebk. The versin cntrl lets users knw when a page was last updated and wh updated it. 210

10 Sharing Yur Accunt Items When sharing a Briefcase flder, the grantee with manager s permissin can add new files t the flder, edit existing files if they have the apprpriate sftware, and delete files. The detailed infrmatin shws when a file is mdified and wh mdified it. Linking t Shared Items In additin t accepting ntificatin that yu have been granted access, yu can als establish links t shared flders by using the Link t Shared dialg. Fr example, this may be the case when yur rganizatin has public ntebks that yu want t view but nt manage. Nte: The access privileges yu have are set by the grantr. 1. In the apprpriate applicatin, right click n the applicatin header and select Link t Shared. A dialg pens. 2. T add the shared flder link, yu must knw the address f the wner and the name f the shared flder. Fr example, created a ntebk called Prjects with secnd ntebk under Prjects called Prject 1. Jde then shares Prject 1 with yu. In rder t access Prject 1, enter the infrmatin as fllws:

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