Technical Support for ZCO/Outlook 2010

Transcription

1 Technical Support for ZCO/Outlook 2010 Intended Audience Set up ZCO/Outlook 2010 Other support topics o Create new calendar o Share calendar o View calendar someone else shared with you o View Calendar in Zimbra Web Client that a ZCO/Outlook user is sharing with You o Slow Download of GAL o Local Failure Notice or Server Failure Notice o Change Settings to Improve Performance o Create pst file o Additional Documentation Intended Audience The intended audience is UL Computing Center staff and UL lab managers who provide technical support for employees using ZCO (Zimbra Connector for Outlook)/Outlook Set up ZCO/Outlook 2010 If the computer is not in the WIN domain, download the latest Zimbra Connector for Outlook from the Help Desk web site. You will need to enter your clid and password (not machine admin id and password) before you can download the connector. Disable Outlook addins such as itunes. To manage/disable addins: 1. File > Options > Add Ins 2. At the bottom of the window, in the Manage dropdown list, select Com Add Ins and select Go. 3. Make the change (uncheck an Add In) and click OK. 4. You might need to re start Outlook for the change to take effect. Step 1: Set up Mail Profile (Windows 7) Before you open Outlook 2010 for the first time, go to the Control Panel, and in the Large icons view, select Mail, select Show Profiles, and configure the new profile: 1. Add new profile, naming it Zimbra 2. Check Manually configure server settings or additional server types, and Next 3. In the next window select Other: Zimbra Collaboration Server, and Next 4. Fill in the server information: zimbra.webmail.louisiana.edu: Fill in the user: clid@louisiana.edu 6. Fill in the password, and click OK 7. Outlook will attempt to connect to the server, if you encounter an error, either the user is not on Zimbra or the CLID, password is not correct 8. In the Mail profiles window, select Always use this profile 11/1/2011 1

2 Step 2: Sync Outlook with Zimbra Start Outlook 2010 and let the user s data on the Zimbra server sync with Outlook (Mail, Contacts, Calendar, Tasks) If you need to check the sync progress: Have the user log into the Zimbra web client ( and compare the data in the web client to the data in Outlook. Click the Zimbra tab, in the Syncing group, select Show Zimbra Progress icon, uncheck Don t show this dialog box during Send/Receive so you can view the progress. View the progress of the tasks and select a task to see a more detailed description. Make sure the GAL completes: In the Zimbra Send/Receive Progress window, select the task Downloading GAL. You should see the message that it is downloading the GAL, either Total xxmb transferred or Completed successfully. If not, select the Zimbra tab, in the Syncing group, select Sync Global Address List icon, select Update Global Address List. Step 3: PST and Archive Files 1. Select File > Open > Open Outlook Data File. 2. Note the path of this folder and put the pst and archive file in this folder. Open the pst if the user so desires (File > Open > Open Outlook Data File) 3. If the user has an archive file, check the auto archive settings and make sure the archive location points to the existing archive file (File > Options > Advanced > AutoArchive Settings button). Step 4: Re create any signature Background: You will need to create a new signature file for the new Mail profile. 1. If the user is upgrading from an earlier version of Outlook, open the Sent folder. Check and copy the signature, if one exists. 2. Select Home tab, and in the New group, select New E Mail. 3. In the Message tab, in the Include group, select Signature, and select Signatures to open the Signatures and Stationary window. 4. Select New, name the signature, and create a new signature or paste/edit the existing signature from an in the Sent folder (Step 1). 5. In the upper right, select when you want to use the signature (New Messages, Replies/Forwards) 6. Save the signature Step 5: Change the Reading pane view if desired The default Reading pane view for a new profile is Right. To change the Reading pane view, select the View tab, in the Layout group, select the Reading Pane button, and change the view from Right to Bottom or Off (customer preference). 11/1/2011 2

3 Step 6: Is there an autocomplete file (Zimbra.NK2 or Outlook.NK2) Background: Outlook 2003 and Outlook 2007 store autocomplete information in an NK2 file. Outlook 2010 does not use an NK2 file. Instead, the NK2 information is stored in Suggested Contacts. If the user has an NK 2 file, do the following: 1. Close Outlook 2. Copy the NK2 file to C:\Users\%username%\AppData\Roaming\Microsoft\Outlook 3. The NK2 file must have the same name as the profile. If you called the profile Zimbra when you created the mail profile (Control Panel > Mail > Show Profiles) then the NK2 file must be Zimbra.NK2 4. Select the Orb (start button) 5. Type Run (to search for the Run application) 6. Select the Run program and type the following command: Outlook.exe /importnk2 (there is a space before the slash) and OK 7. Outlook will start. Start a new and see if the autocomplete function works. 8. After Outlook imports the file, it adds old to the end of the filename, i.e. Zimbra.NK2.old 9. The Suggested Contacts (a new feature of Outlook 2010), contains the contents of the NK2 file. Step 7: How to use the GAL In the Home tab, in the New group, select New , and select To. Show the user how to select the Contacts folder or GAL and search for an address. Other Support Topics Create New Calendar 1. In Calendar, right click the Calendar folder, select New Calendar 2. Assign a name to the new calendar 3. Place the folder under Zimbra User 4. Select OK Share Calendar 1. In Calendar, right click the Calendar folder, select Properties 2. In Calendar Properties window, select Sharing tab 3. Select Add, select the user from the GAL (clid@louisiana.edu). If you do not see the user in the GAL, refer to Step 2, Update Global Address List of this document. 4. Assign Reviewer, Delegate, or Administrator permission 5. Click OK 11/1/2011 3

4 View Calendar Someone Else Shared with You 1. Select the Zimbra tab 2. In the Sharing group, select Open Other User s mailbox 3. Select the user from the GAL Address Book (not the Contacts address book). If you do not see the user in the GAL, refer to Step 2, Update Global Address List of this document. 4. Select OK If you don t immediately see the folders, in the Send/Receive tab, select Send/Receive all Folders to force a synchronization of your files. You can also select the Share Status, in the Sharing group, to see which users have shared folders with you View Calendar in Zimbra Web Client that a ZCO/Outlook user is sharing with You 1. Login to the Web Client and select the Calendar tab. 2. Right click Calendars (above the list of calendars) to bring up a menu. 3. Select Link to Shared Folder. 4. In the Link to Shared Folder window, enter the user s (clid@louisiana.edu). In the Path box, type the calendar s name, such as Calendar. Select OK. After you see the shared calendar, you can right click the calendar and select Edit Properties to rename the calendar. Slow Download of the GAL For server performance reasons, Outlook pauses as it loads the GAL. You can temporarily change the setting, download the GAL, and then change the setting back to the preferred configuration setting. 1. In the Zimbra tab, in the Support Group, select Advanced 2. Change the Sleep Time from 20 to 0 3. Ignore the error message Error 5 setting timeout value 4. Select the Zimbra tab, in the Syncing group, select Sync Global Address List icon, select Update Global Address List. 5. Click the Zimbra tab, in the Syncing group, select Show Zimbra Progress icon, uncheck Don t show this dialog box during Send/Receive so you can view the progress. In the Zimbra Send/Receive Progress window, select the task Downloading GAL. You should see the message that it is downloading the GAL, either Total xxmb transferred or Completed successfully. You should download the entire GAL within 5 minutes (19 M) 6. Change the Sleep Time back to 20 after you download the GAL. 11/1/2011 4

5 Local Failure Notice or Server Failure Notice ZCO creates Local Failure Notices when it cannot process some data. In most cases, the data is bad (such as a recurring appointment with a recurring id that is unable to be found). Server Failure Notices occur when the client cannot access the server. Attachments are generated when failures occur. You can view the failure attachments and often determine the problem. The error notices go into the Conflicts folder or the Inbox. To redirect the messages: select the Zimbra tab, in the Syncing group, select Error Reports. Select Save in Inbox or Save in Conflicts folder. If you continue to get these messages, or you find that you are not receiving any new , contact the Help Desk. Change Settings to improve Performance Synchronization with the server can affect performance. 1. First check the progress. Click the Zimbra tab, in the Syncing group, select Show Zimbra Progress icon, uncheck Don t show this dialog box during Send/Receive so you can view the progress. View the progress of the tasks and select a task to see a more detailed description. 2. It may be necessary to turn off the automatic update of the Global Address List: Select the Zimbra tab, in the Syncing group, select Sync Global Address List icon, select Manual. At intervals of your choosing, Update Global Address List. If you continue to experience performance issues, contact the Help Desk for further assistance. Create.pst file If you configure Outlook 2010 with ZCO, by default you do not have a.pst file. Follow these instructions to create a.pst. You can then store any s in the local.pst and free up Zimbra quota. 1. In Outlook 2010, select the File tab. Click the Account Settings down arrow and select Account Settings See the Account Settings window, and the E mail tab is selected. Select the Data Files tab. 3. Click Add. 4. The file type is.pst, click OK. 5. Enter a file name (your choice) and click OK. 6. The pst file is created and below your Zimbra folders. Now you can create folders under the pst and drag s to those folders. Additional Documentation The Zimbra Connector for Outlook Administrator Guide is available on the Help Desk web site. 11/1/2011 5