Notes on using the Zmail web client at UTD. Table of Contents. Using

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1 Table of Contents Notes on using the Zmail web client at UTD...1 What is Zmail?...2 Browser Compatibility...2 Accessing Zmail...2 The Main Interface...2 Check , compose and save drafts...3 Mailbox Folders...5 Searching and saving...9 Application Tabs Address book and contacts Calendar Appointments Tasks Zimlets Documents Briefcase Setting up your account Preferences Keyboard shortcut keys Subscribing to an RSS Configure Desktop Clients (POP/IMAP settings) Zmail assistant Notes on using the Zmail web client at UTD This how- to has borrowed heavily from

2 What is Zmail? Zmail is a customized deployment of Zimbra, the open source and collaboration suite. Zmail is intended to be accessible using any browser, on any platform, all without feature degradation. While the emphasis is on the functionality, many might find the collaboration features equally powerful. With the "Zimlet" infrastructure provided by Zimbra, additional functionality might be brought to Zmail over time. Browser Compatibility While Zmail has been tested and should work with Internet Explorer, Firefox, and Safari, overall the best user interaction might be experienced by using Mozilla Firefox 2 or newer. In general the very latest version of Mozilla Firefox should be used, both for performance and security. Follow these general guidelines when using the Zmail Web Client within a browser: 1. The browser s Back button takes you to the previous page you were viewing. You can also use the Forward button. 2. Do not use the browser s Reload (Refresh) button. Doing so will restart your session. Accessing Zmail Zmail can be accessed in one of two ways: 1. Through the url 2. Using the desktop client from The remainder of this document relates to Zmail access through the web client. The Main Interface You can sign- in to your Zmail account using your netid and password. Once logged in to your account, the main page displays the Inbox by default. To end your Zmail session click Log Out on the top left corner of the screen. 2

3 Using Navigate between mail folders by clicking the folder names on the left pane. The number in parentheses beside the folder name indicates the number of unread messages. The Overview Pane The top left corner displays the account's name along with your usage. Moving your mouse over the meter displays the quota usage. Right click the section headers to display the available options. To expand other items, click the triangle icon next to its name. Clicking it again collapses the selection. Check , compose and save drafts To check , click under the Mail tab. Unread messages are displayed in bold. By default incoming messages are grouped by subject. The size field indicates the size of each Conversation. Each conversation can span multiple folders and lasts 30 days. Double click a conversation to see all messages under it, to 3

4 return to the Folder click. To view each message, click once to read in the same pane or double click to open in a separate tab. Switching Views To switch between conversation and single message view select the option from the View drop down list below the Application tabs. To make the setting permanent, go to Preferences > Mail tab. Scroll down to Displaying Messages and choose the desired setting under Group mail by. Composing messages To compose a new message click New under the Mail tab or click Reply with a message already selected. A new tab opens alongside any tabs already open. Choose the desired formatting by clicking Options. Click Send once you are finished. By default messages are formatted as HTML. This can be changed from Preferences > Mail > Composing. Quick Tip: To insert inline images in ensure you are composing in HTML mode (This is the default). 1. Click Add attachment button above the To: field. 2. Select the images from either your system or the Briefcase. 3. Check Show images in message body. 4. You can click and drag images anywhere within the message. Just look for the cursor under the mouse where you hold and pick up the image when moving it. 4

5 Drafts If you want to save the message as a draft instead, click. You can continue composing and the message is saved in your Drafts folder. Adding names from the Address book To lookup names from your Address book hit the To, Cc or Bcc buttons and pick names from the contact list. Quick tip: Hit Tab on your keyboard to quickly select a name from the auto complete list when composing messages. Mailbox Folders When you login for the first time the system folder list is displayed at the top of the left pane. These default system folders cannot be deleted or renamed. To create a new folder 1. Click the New Folder button on the left pane. 2. Then click either Folders to place the new folder at the root of your path. Or select an existing folder (in this example Inbox or Work) to create subfolders. 5

6 You can also right- click an existing folder name and select New Folder from the menu. Tags Tags are labels that you can choose to associate with messages, contacts or files. To attach a tag, right click any object and select the Tag option from the list. Your list of tags is visible under the Tags header on the left hand side pane. User Interface Features Flagging messages 1. For the message you want flagged click the mouse under the flag field from the message display list. 2. To unflag click the flag icon on the message again from the same message display list. 6

7 Drag and drop messages or objects 1. Select objects. 2. Drag and drop objects into destination folder. Right-click menus View the list of available options by right clicking the section header. Or right click messages: 7

8 Folder Options Right- click folder name to display available options. Creating new objects 8

9 Click the downward arrow on the New button to display all the different types of objects that can be created. Searching and saving To perform a quick search, enter a query in the Search box located on the top of your screen. Click the Search button to execute the search. Quick tip: it is possible to perform a wildcard search by using the asterisk * character. For example searching cal* will display all objects containing calcium, calls, calendar etc. Click Advanced to display more search options. You can enter additional criteria to further refine the search. Once done hit Save to be able to run the same query later. Saved searches are displayed under a separate category in the Overview pane to the left of your screen. 9

10 To see the actual query being executed, it is recommended to check the box Search Language option under Preferences > General. Application Tabs Zmail provides a tabbed interface for easy navigation. For instance double clicking a message opens it in a new tab within the interface. Now click the Mail tab to navigate back, while retaining the open tab. You can also look through your Address book, Calendar or Tasks and return to the open message. Quick tip: To quickly return to the messages you were browsing under the Mail tab, hit ESC on your keyboard from within any open message tab. Address book and contacts You can view the contact names by clicking the Address Book tab. The names are displayed in a list or as detailed cards. To choose the settings for one session use the View Drop- down menu on the toolbar. The default setting can be changed from Preferences > Address Book tab. The left pane displays the two default Address books. The ed Contacts address book is populated automatically when you send an to a new address that is not in one of your other address books. You can disable this feature by removing the check from Enable auto adding of contacts under the Preferences > 10

11 Address Book tab. The Contact address book lets you keep a separate miscellaneous address book from other address books with random addresses. To add a contact: 1. Click the button on the toolbar. 2. Enter details in the New Contact form and click. 11

12 You can also add new contacts from an existing message from the Sent By, To, Cc and Bcc fields. Right- click the name and choose Add to contacts. Group Contact List When you a group contact name, everyone whose address is included in the group list is automatically added to the address field of the message. To create a group contact list click the drop- down arrow on the New button and select Contact Group. 12

13 1. Enter a name for the group and choose which address book you want to save in. 2. Add member names by typing the first few characters in the Find box on the right of the screen, choose which contact list to lookup by clicking the in drop- down list. 3. Double click contact names or click the Add button. 4. Finish by clicking the button. The group will now appear in your contacts and auto- complete list when composing messages. 13

14 Import/ Export contacts You can import existing contacts into Zmail from a comma- separated (.csv) file. You can also choose to export your list of contacts as a.csv file. To do this go to Preferences > Import/Export tab. To print from address books: Select an Address Book. To print either: 1. Select a specific contact name and click the Print icon. 2. Click the arrow next to the print icon and select Print Address Book. 14

15 Moving Contacts You can move contacts between address books by clicking on the toolbar. Or you can drag and drop selected contacts to a different address book. Deleting Contacts You can delete an existing entry by any of the following methods: 1. From an address book, select the contact to be removed, and click on the toolbar. 2. Drag the contact name to the Trash folder. 3. Right- click on the contact and select Delete. When contact names are deleted, they no longer appear in your address book and information is not available from the name tool tips for the address auto- completion or from the address search dialog in the compose window. Sharing address books You can share any of your address books with other people in your office, with external guests, and with the public. Depending on the role you assign to the grantee, the shared contacts list can be view- only or manager, which has full access privileges to edit, add, and delete contacts in the address book. Calendar To open the Calendar view, select the Calendar tab in the web client. The Work Week view is the default and is displayed when Calendar is opened the first time. You can change which view is displayed when Calendar is opened from the Preferences > Calendar tab. Creating a Calendar One calendar is created by default and you can create additional calendars as follows: From the web client click the Calendar tab and then either: 1. Right- click Calendars in the Overview pane and select New Calendar. 15

16 2. Right- click on the toolbar and select New Calendar 3. Complete the Create New Calendar dialog and click OK. 4. The new calendar appears in the Calendar list. To display multiple calendars, make sure the check box beside the calendar name is selected in the Overview pane. The Work Week view is displayed by default, as shown above. You can change your view: For this session only by clicking options on the Calendar toolbar. 16

17 For the default view using the Preferences > Calendar tab. The views are as follows: is one day s activities. displays Monday through Friday activities. displays seven days of activities. Select which day is the first day of the week view using the Preferences > Calendar tab. displays a month s activities. displays each calendar in a separate column. Importing/Exporting Calendars You can import icalendars (ical) calendars that are saved in the.ics format. icalendars are the standard for calendar data exchange over the Internet, and.ics is the standard format for icalendar information. You can also export calendars in the.ics format. To do this 1. Click the Preferences > Calendar tab. 2. Scroll down to the Import / Export area. 3. Select either of the operation to be performed. Sharing 17

18 You can share your calendars with other people in your office, with external guests, and with the public. This can be useful if you maintain different calendars and want others to know your schedule. When you share your calendars with internal users, you can select the type of access the internal users can have, either manager, which gives full access to view and modify the calendar, or viewer, which gives read- only access. External guests and the public have read- only access. Appointments Activities you schedule on a calendar are either appointments, meetings, or events. 1. Appointments. An appointment is an activity without other people. When you schedule an appointment, no is sent to confirm the appointment. You can set recurring appointments. QuickAdd can be used to quickly create an appointment. 2. Meetings. Meetings are appointments that include other people. When you create a meeting, you select attendees and send an invitation to them. You can reschedule meetings and set up recurring meetings. 3. Events. An event is an activity that lasts all day. Events do not display as time on the calendar they appear as banner at the top of the calendar schedule. All three types of activities can be entered in several ways. You can schedule an appointment from any calendar view. Create an Appointment or Meeting There are several ways to create an appointment: 1. Using the Appointment Details tab. 2. Using the QuickAdd appointment dialog. 3. Drag- and- drop a message into the mini- calendar. Appointment Details Tab On the toolbar click the arrow on and select New Appointment. 18

19 This opens the Appointment Details tab. Enter the appointment details. You can search for attendees and view their schedule by using the tabs inside the dialog. Also you can choose whether it s a recurring event or an all day event. Once you are done finish by clicking. Creating a QuickAdd appointment The following three methods open the QuickAdd Appointment dialog. 19

20 1. Right- click on either the mini- calendar or the start time in one of the calendar views. You can select to create New Appointment or a New All Day Appointment. 2. Within an message, certain text is interpreted as a date and triggers the ability to right- click to create an appointment. Text such as today, tomorrow, a day of the week, or an exact date are highlighted in messages. Hover the mouse over this type of text to see if you have an appointment scheduled. Click on the highlighted text to open your calendar. 3. Enter appointments directly on the calendar. In any calendar view, except Month, either: Click on the start time and drag through the end time. Double- click the start time. 20

21 The QuickAdd Appointment dialog opens. Enter the details of the appointment and finish by clicking OK. 21

22 Creating a Meeting Using Drag and Drop: Turning a Message or Contact into a Meeting Request You can quickly create a meeting request by simply dragging and dropping a message, conversation, or contact to a date on the mini- calendar. When you drag and drop a message or conversation, the information in the message is used to populate many of the fields on the Appointment page. The Subject of the appointment is the subject of the message. The attendees are the addresses in the To and Cc fields of the message or for conversations, the most recent message in a conversation. When you drag a contact from your Contacts list to the mini- calendar, the contact s first address is added to the attendee field. The text of a message or the text of all messages in a conversation thread becomes the text of the invitation. Message attachments are not attached to the appointment request. Responding to a Meeting Invitation When you receive an notification for a meeting, the meeting is added to your calendar and marked New. You can quickly respond to the invitation either from the Inbox or from the Calendar List pane. To respond to a meeting invitation: 1. Open the message that contains the meeting request by either: 2. Clicking on the invitation in the Inbox. 22

23 3. Right- clicking the appointment in the Calendar List pane and select New. The meeting invitation appears. 4. Respond by clicking any of the option buttons on the invitation. A response message is sent immediately. 5. If you would like to add comments when responding to a meeting invitation click the arrow on the action and select Edit Reply. This is can also be done from the Calendar list pane. Right- click the appointment and select Edit Reply. Changing your response If you decide to change your response to a meeting invitation, for example, if you want to accept a previously declined meeting: 1. Right- click the meeting in your calendar. 2. Select Accept from the menu. 23

24 An automatic response is sent to the meeting organizer to indicate that you have accepted the meeting. Deleting an Appointment or Meeting If you created a meeting, you can cancel or delete it. If you created a recurring meeting, you can delete one occurrence or the entire series of meetings. An is sent to attendees to inform them of the cancelled meeting. You cannot undo a delete. 1. Right- click on the meeting in any calendar view and select Cancel. 2. Click a meeting in a calendar and click on the toolbar. 3. To delete a recurring meeting right- click and choose Instance or Series and, and select Delete. 24

25 Tasks You can use task lists to create and track the progress of a task. In addition, you can add notes and attach files for easy access from within the task. This is useful when you want to share your task list with other users. Your task lists are displayed under the Tasks section on the left side pane. Create a new task list You can create new task lists in one of the following ways 1. Click the arrow on New in the toolbar and select New Task Folder 25

26 2. From within the Tasks tab, click the New Task List button on the left pane. After completing the subsequent dialog box, the new task list appears on the left side pane. Create a new task 1. To create a new task click from within the Tasks tab or select New Task by clicking the arrow on the same button. 2. Specify the task details. Add notes, attach files or run a spell check. 3. Click the button to save the task under the desired task list. Quick add a new task 1. Select a task list in the Tasks area of the Overview pane to open the task list. 2. Click the text Click here to add a new task. 3. Type a task name and press Enter. This adds a task without giving any details. Editing a task 26

27 To edit tasks double click the task name and change the details of the task. Finish by clicking. You can also click the task name and click. Moving a task You can move a task to another list in one of the following ways: 1. Using the Move option from the right- click menu 2. Using drag- and- drop. 3. Editing the task details. Deleting a task To delete a task either: 1. Right- click the task name and select Delete 2. Click the task name and click on the toolbar. Share task lists You can share your task lists with other people in your office, with external guests, and with the public. When you share your task lists with internal users, you can select the type of access the internal users can have, either manager which gives full access to view and modify a task, or viewer, which gives read- only access. External guests and the public have read- only access. Zimlets Zimlets are a mechanism for integrating the Zimbra Collaboration Suite (ZCS) with third party information systems and content as well as creating "mash- up" user interfaces within the Zimbra suite itself. Zimlets save end users time by condensing common tasks, which typically force them to open multiple applications, into simple contextual ones within ZCS- - such mashing up calendar information to appear within your . The list of Zimlets available are visible in the Overview pane under the Zimlets header. Disclaimer: TBD Documents Zmail Documents is a document sharing and collaboration application that gives you a central place on the web client to develop and organize information. Images, spreadsheets, and other rich Web content objects can be embedded into Document 27

28 pages. External documents can also be uploaded. The pages display in your browser. Documents are made up of notebooks with individual pages that are organized in a table of contents. Creating a New Notebook By default, every account includes one notebook. You can create as many additional notebooks as you need. To create a new notebook: Under the Documents tab click New and select New Notebook. You can also click on the New Notebook button above Notebooks in the Overview pane. 28

29 Enter a name for the notebook, select a color and click OK. Create a New page You can create a page in a notebook. On any page, you can: Design the content layout using either rich- text format tools or HTML tags. Check the spelling on the page Use keywords to easily create links to other pages To create a new page in a notebook: 1. Open the notebook to which you want to add a page. Double- click on the notebook in the Notebooks area of the Overview pane to open a notebook. The table of contents page displays in the Content pane. 2. Click on the toolbar. A blank page appears. 29

30 3. Enter the name for the new page in the Page field in the header. This name displays in the table of contents. 4. Compose the content of the page. 5. Later you can use either of the following to format this page. Default rich text editor to add styles, color, tables, and spreadsheets. HTML tags 6. Click to save the page. You can now proceed to format the page, or click to return to the table of contents page. Quick tip: All notebook names must be unique within the hierarchy of your mailbox folders. Notebooks cannot have the same name as any top- level folder in your , calendar, or address book. Sharing Your Documents Notebooks You can share your notebooks with other people in your organization, with external guests, and with the public. When you share your notebooks with internal users, you can select the type of access the internal users can have, either manager which gives full access to view, create and edit the notebook s content, or viewer, which gives read- only access. External guests and the public have read- only access. Briefcase The Briefcase application lets you copy files from your computer to your Zmail account. You can also create Documents, Spreadsheets and Presentations online from within the web browser. These files can be accessed whenever you log in to your Zmail web client account from any computer and you can share these files with others. Note: Files in your Briefcase can also be accessed from a WebDAV Client. 30

31 Creating Briefcase Folders 1. Click the Briefcase tab. 2. Click New Briefcase on the toolbar. 3. In the Create New Briefcase dialog type a name for the briefcase folder. The briefcase folder name must be unique within the hierarchy of your all of mailbox folders. This name cannot match any top- level folder in your mailbox, calendar, or address book. For example, if you have a calendar named Holidays, you cannot name a top- level briefcase Holidays. Holidays could be a name of a briefcase within another briefcase. 31

32 4. Select the folder hierarchy, either under Folders or under another briefcase folder. You can create a new top- level briefcase, or you can place it under an existing briefcase. 5. Click OK. The new briefcase displays in the Overview pane. Adding files to Your Briefcase Folders Uploading a file transfers a file from your personal computer to your Zmail account. This makes the file available any time you log into your account. You can upload files in the following ways: Clicking attachments you receive with your messages. Using the file upload tool when working in Briefcase Using WebDAV Client tools Upload from within Briefcase 1. Open Briefcase, select the destination Briefcase and click Upload File on the toolbar. 2. In the Upload dialog, clock Browse to find the file to upload. 3. To add another file, click Add. 4. When all files are uploaded, click OK. The file is displayed in the Briefcase. Quick Tip: If you selected the wrong briefcase, you can use drag and drop to easily move the file to the correct briefcase folder. If the file is too large, a warning is displayed. Files that you upload impact your account quota. To upload attachments to Briefcase attachments can quickly be added to your briefcase. 1. To add the attachment, click the add to briefcase link in the message header next to the Attachments link. 32

33 2. In the Add to Briefcase dialog, select the destination folder or create a new briefcase folder. 3. Click OK. Viewing Files in Briefcase You can select how to view your files in your Briefcase folders. On the Briefcase toolbar select one of these options from the View menu. Explorer View. Files are displayed as thumbnails. Detail View. Files are displayed in a horizontal line with the file size, date uploaded, owner, if a shared file this may not be you, and which folder the file is in. Column Browser View. Files are displayed vertically. In this view you can click on a file to see information about the file, including size, create date, creator, modified date and modifier. 33

34 Working in Briefcase While working on files within a Briefcase you can perform the following actions from the toolbar. Click any of the following three buttons to create files from right inside your web browser. These are saved in the Briefcase and you can download them to your personal computer. For example to quickly create a presentation, you can select multiple files, right click and choose Create Slide Show. You can also click New Presentation on the toolbar to create a blank presentation. This opens a new tab with a default presentation template containing the files you just selected. You can edit, save and preview the presentation from within the browser. It will now display under the Briefcase folder in which it was created. Tags 34

35 To apply tags right- click the file and select the desired tag from the Tag File option. You can also click on the toolbar and choose a tag to apply to the selected file. Tags only display in the Detail view. Sending files You can send an that has a link to a file in Briefcase or you can end the file as an attachment. With the files selected, click the arrow on the Send button and choose the action. Incase you are sending links click OK on the confirmation dialog that appears. A new compose message opens with the link displayed in the body of the message. Complete the message and click Send to mail the message. Sharing your Briefcase Folders You can share your Briefcase folders with other people in your office, with external guests, and with the public. When you share your briefcase folders with internal users, you can select the type of access the internal users can have, either manager which gives full access to view, edit, and add files to the shared folder s content, or viewer, which gives read- only access. External guests and the public have read- only access. Setting up your account Preferences All account related settings can be changed from under this tab. For instance create multiple signatures, setup filters, IM settings and Keyboard shortcuts to make life easier. 35

36 Forwarding and Vacation messages 1. Click the Preferences tab; select Mail from the left pane. 2. To forward Zmail messages to an external account enter a valid address in the Forward a copy to text box. 3. Scroll down to Receiving Messages section. Check Send auto-reply message; type your desired Out of office reply and the start and end dates. 4. Remember to click Save once you are done! Managing your Account Identities 36

37 There are two different aspects to account identities in Zmail: Account Identities. These are also known as personas, within your Zmail account External accounts. These are other accounts you may have besides your Zmail account When you send new or reply to or forward an message, one identity is always associated with the . This is the default identity or persona created as your account name and is used unless you set up different identities. Creating different account identities, called personas, allow you to use multiple addresses from your mailbox. You might want to do this to manage different roles in your job and personal life from this single account. You can also add external account addresses to your Zmail account to retrieve from your other POP accounts. You can configure the external account settings so that when you reply to those messages, a specific address is shown in the From field. If you have set up more than one persona or added external accounts, when you open a new compose window, your identities are listed in the Account field in the header. 1. To setup personas or external accounts, click Preferences >Mail > Accounts Your default account settings are listed. 2. Click either of the buttons to create the different identities, and complete the settings for each based on your preferences. 3. When completed click the button to finalize changes. Junk Mail Settings 1. To mark an as junk: 2. Select the message in your Inbox. 37

38 3. Click on the toolbar. 4. The is moved to your Junk folder. 5. Occasionally messages that are not really junk mail may end up in your Junk folder. You can manually move them back. 6. To empty the Junk folder, right- click and select Empty Junk. To block Junk based on origin 1. Click Preferences > Mail 2. Scroll down to Junk Mail Options 3. Enter details for the domains/ addresses you would want to block or allow selectively. Finish by clicking. Keyboard shortcut keys Shortcut keys can be used to quickly navigate in the web client. Click Preferences > Shortcuts to see the complete list of shortcut keys. 38

39 filters You can filter based on your desired criteria and perform an action on selected messages. Common actions include tagging or moving messages to a folder other than the Inbox. Note that multiple actions can be performed on the same message by clicking the + icon next to each action name. To setup a filter click Preferences tab and select Filters from the left pane. 39

40 Create a filter from an message To quickly create a filter from an message: 1. Right- click on the message and choose New Filter. 2. The Edit Filter dialog displays with From, To, and Subject set with information from the message. 3. If the filter conditions are correct, enter a name for the Filter and click OK. Filter Wildcards Wildcards can be used in comparisons that use the Matches pattern comparison operator. The two wildcard characters that can be used as part of the search string are * and? Asterisk (*) The asterisk is a placeholder for zero or more characters of any type. Example: banana*float matches bananafloat, banana- leaf casserole float but not super- banana- float. Question Mark (?) The question mark is a placeholder for exactly one character. Example: banana?boat matches banana!boat, banana boat but not bananaisboat Escape Character is Slash (\) To specify a wildcard as itself rather than a substitution for other characters, use the backslash (\) immediately before the character. 40

41 For example the search string \*\*\**\*\*\* specifies a subject with three asterisks before and after any string in the middle (including spaces). This will messages with subjects *** MORE MONEY ***, *** FREE Gift *** and so on. Sharing your Account Folders You can share your mail folders, address books, calendars, task lists, Documents notebooks, and Briefcase folders. Sharing your Zmail items lets you collaborate with others, letting them make changes to or just view the folder details. The process to share a folder is as follows: The grantor selects the folder to share: folder, address book, calendar, notebook, task list, or Briefcase folder. The grantor decides with whom to share and the access privileges, manager or view- only, the grantee can have, and then sends them an invitation. The grantee accepts the invitation and gets access to the shared folder. 1. Right- click the folder you want to share and select the Share option. 2. In the Share Properties add addresses of grantees and their role. You can also choose to send a custom message with your share invitation. 41

42 3. Click OK to complete sending the . Selecting Access Privileges From within the appropriate application, you select the folder and specify the type of access privileges to give the grantee. You can share with internal users, who can be given complete manager access to the folder or only the ability to view the folder. You can set permissions per user or group, so everyone does not have to have the same permissions to your shared folder. You can share with the following: 1. Internal users or groups. You select the type of privileges (role) to grant to internal users. The user or group must have a valid address in the mail server. Viewer. The grantee can read the contents of the shared folder, but cannot make changes to the content. Manager. The grantee has full permission to view and edit the content of a shared folder, create new sub folders, edit and delete files in the shared folder. Admin. The grantee has full permission to view and edit the content of a shared folder, create new sub folders, edit and delete files in the shared folder and administration rights. None. An option to temporarily disable access to a shared folder without revoking the share privileges. The grantee still has the shared folder in his mailbox but cannot view or manage activities on the grantor s folder. Note: You can share your Mail folders only with internal users or groups. 2. External guests. You create a password for the shared folder that guests must 42

43 enter to view the content. They cannot make any changes to the information they view. 3. Public. Anyone that knows the URL to the folder can view the content. They cannot make any changes to the information. Sharing Your Mail Folders You can share any of your mail folders, including the Inbox folder and sub- folders, with valid users within your organization. You cannot share your mail folders with external users or with the public. A copy of the shared folder is put in the grantee s Folder list on the Overview pane. When the folder is selected, the content displays in the Content pane. The grantee does not need to log into the grantor s mailbox. Grantees that have the manager role have full permission to view and edit the contents of the shared mail folder, create new sub- folders, send on the grantor s behalf, and delete messages. Sharing Address Book Contact Lists You can share any of your address books with other people in your office, with external guests, and with the public. Depending on the role you assign to the grantee, the shared contacts list can be view- only or manager which has full access privileges to edit, add, and delete contacts in the address book. Sharing your address book is useful if your address books are for specific categories of contacts and you want other users to have access to the names. Sharing Calendars You can share your calendars with other people in your office, with external guests, and with the public. Depending on the privileges you assign to the grantee, the shared calendar can be view- only or manager which has full access privileges to create meetings, accept or decline invitations, and edit and delete activities on the shared calendar. Sharing Task Lists, Documents Notebooks, Briefcase Folders You can share your task lists, Documents notebooks, and Briefcase folders with other people in your office, with external guests, and with the public. When you share your folders with internal users, you can select the type of access the internal users can have: either manager, which gives full access to view and modify the content of the shared folder; or viewer, which gives read- only access. External guests and the public only can have read- only access. Changing or Cancelling Access You can cancel the share privileges and edit the grantee s role from the Share Properties dialog. To change access permissions 1. From the appropriate application, right- click on the shared folder to change and select Edit Properties. 43

44 2. After making the changes click OK to finish. An message will be sent to notify the user, or you can select to either not send an message or to send a standard or composed message. To cancel access 1. From the appropriate application, right- click on the shared folder. 2. Select Edit Properties. The Folder Properties dialog opens. This dialog displays the names that share the folder. 3. Click Revoke. A Revoke Share dialog opens. An message will be sent to notify the user, or you can select to either not send an message or to send a customized message. 4. Click OK. The user can no longer access your folder. The user can delete the folder from their Overview pane list. Accepting an Invitation to Share Items If you receive an notice that you have been granted access to share another person s mail folder, you can accept or decline the share. When you accept the share, the shared folder displays in the specified application s list in the Overview pane. To accept: 1. Click Accept Share in the . The Accept Share dialog opens and describes the role granted to you. 2. Before you accept, you can change the folder name and select a color to high light the folder. 3. (Optional) Select to send a confirmation back to the Grantor. 4. Click Yes. The folder is added to the grantee s Overview pane. The message is moved to your Trash folder. Working within a Shared Folder 44

45 When you accept to share a grantor s folder, the folder is displayed in your Overview pane. When you open the folder, you see the content of the folder. This information is not actually saved in your mailbox. 1. When sharing a Mail folder, the grantees can open the and if they were granted permissions of Manager, they can reply to, forward, or delete the message. Copies of the messages the grantee sends are saved in the grantor s mailbox, and if the grantee deletes something from the grantor s mailbox or marks it as spam, the message is moved to the grantor s Trash folder or Junk folder. If the grantee has access to more than one of the grantor s folders, the grantee can Move the contents from one folder to another folder in the grantor s mailbox. Copy an message from the grantor s folders to the grantee s mail folders. The grantor s mail folder also retains a copy. Create folders with in the shared mail folder and the new folder appears in the grantor s mailbox. 2. When sharing an Address Book folder, the grantee with manager s permission can add, delete, and edit contacts in the address book. 3. When sharing a Calendar folder, the grantee with manager s permission can add, delete, and edit meetings and appointments on the calendar. 4. When sharing a Task list, the grantee with manager s permission can add, edit, and delete tasks in the task list. 5. When sharing Documents notebook, the grantee with manager s permission can add pages, edit and delete pages in the notebook. The version control lets users know when a page was last updated and who updated it. 6. When sharing a Briefcase folder, the grantee with manager s permission can add new files to the folder, edit existing files if they have the appropriate software, and delete files. The detailed information shows when a file is modified and who modified it. Linking to Shared Items In addition to accepting notification that you have been granted access, you can also establish links to shared folders by using the Link to Shared dialog. For example, this may be the case when your organization has public notebooks that you want to view but not manage. Note: The access privileges you have are set by the grantor. 45

46 1. In the appropriate application, right- click on the application header and select Link to Shared. A dialog opens. 2. To add the shared folder link, you must know the address of the owner and the name of the shared folder. For example, Jdoe@example.com created a notebook called Projects with second notebook under Projects called Project 1. Jdoe then shares Project 1 with you. In order to access Project 1, enter the information as follows: .jdoe@example.com Path.projects/project1 Name. The name auto- completes with the name and the path. You can change this. Color. Select a color from the list (optional) 3. Click OK. The notebook is added to your Notebooks list. 46

47 Subscribing to an RSS You can subscribe to Web sites that provide your favorite RSS (Really Simple Syndication) and podcast feeds to send updated information directly to your mailbox. You are required to know the URL for the RSS before proceeding. To subscribe to an RSS Feed: 1. Click next to the Folders heading in the Overview pane. You must create a separate folder for each RSS feed. The Create New Folder dialog appears. 2. Fill in the name of the RSS feed folder. 3. Check Subscribe to RSS/ATOM feed. 4. Enter the URL field and select where to add the RSS feed folder in the folder menu and click OK. 47

48 5. The feed now displays as a folder in your Overview pane. The contents are displayed in the contents pane. Configure Desktop Clients (POP/IMAP settings) POP access? IMAP? What gives? When using POP access, the server messages are downloaded and stored onto your computer. Use POP access if you will check mail using only one computer. POP should not be used if you plan to access your from different applications, at different locations, possibly simultaneously. POP was never meant for that. Instead, use IMAP. The following steps illustrate how to connect to the Zmail server using your favorite mail client. We setup IMAP access using Mail.app and Outlook 2007 in this example. Mail.app settings: 1. From the Mail.app menu, click File > Add Account. Enter your name, UTD address and password. Click Continue. 48

49 2. Choose your account type (POP or IMAP). We use IMAP in this example. Use zmail.utdallas.edu as the Incoming mail server. Make sure you enter your netid and password again. Click Continue. 49

50 3. Use smtpauth.utdallas.edu as the Outgoing Mail Server. Check Use Authentication and enter your netid and password. Click Continue. 4. Your settings are displayed. Make sure SSL setting is on. Click Create to finish setting up your account. 50

51 Outlook 2007 settings: 1. Under Tools -> Account Settings click New from the tab. 2. Enter your name, netid and password. Make sure Manually configure server settings or additional server types is checked. Click Next. 51

52 3. The Incoming mail server is zmail.utdallas.edu. The outgoing mail server is smtpauth.utdallas.edu. Remember to enter netid, password and check the option Require logon using Secure Password Authentication. 4. Click More settings to configure the connection ports and encryption type. First configure the SMTP authentication setting. 52

53 5. Click the Advanced tab. Use 993 for IMAP (995 if you selected POP3) and SSL as the encryption type. Enter 587 for the SMTP ports and select TLS as the encryption type. Confirm the settings and click OK. 6. On the following screen click Next and click Finish to complete setting up the account. Zmail assistant Zmail Assistant provides a quick way to interact with the Zmail Web Client using the keyboard to do the following tasks: Create new appointments Go to a specific date in your calendar Create new contacts Send a new message without changing the application you are currently using. You can open Zmail Assistant from any view except the Preferences tab. The keyboard shortcut to open Zmail Assistant is `(back quote) or Shift + ~ (tilde) key found below the Esc key. 53

54 Quick Tip: Shift ~ (tilde) does not work when using Safari or Firefox from a Mac OS X. The back quote (`) does work. To use Zmail Assistant: 1. Use a shortcut key to open the Zmail Assistant Dialog. 2. Click Help for additional usage information. 3. Enter one of the following commands into the dialog: To create an appointment, type appointment. You can then enter a subject in quotes, the time, a date and day of week, and any notes for the appointment. Click OK. Note: If you want more advanced appointment features, click More details to go to the Calendar Appointment page. To go to a specific date in your calendar, type calendar and the date, or the day of the week. Click OK. Note: After the date you can enter the Calendar view you prefer: day, workweek, week, or month. The Calendar opens in that view. To create a new contact, type contact and enter the contact information. Click OK. Note: If you want to open the Contacts detail form, click More Details. Use this form to specify which address book you want to add the contact name to. To send an without opening a compose window, type mail. Enter the subject in quotes; type to: name@address; and then type the body of the message. Click OK. 54