Zimbra Accessibility University Information Technology Services Learning Technologies, Training & Audiovisual Outreach
Copyright 2016 KSU Division of University Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - UITS Division is expressly prohibited. Published by Kennesaw State University UITS 2016 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use.
University Information Technology Services Zimbra Accessibility Table of Contents Introduction... 4 Learning Objectives... 4 Modifying Preferences in Zimbra... 5 General... 5 Appearance... 6 Search... 8 Signatures... 8 Out of Office... 9 Calendar... 10 Changing the Default View... 10 Notifications... 11 Keyboard Shortcuts... 11 Spellcheck... 14 Entering Search Preferences... 14 Additional Help... 15
Introduction This document has been developed to provide you with information about accessibility and Zimbra. In this document, you will learn about the tools available for accessibility. You will also learn how to control the visual appearance of your environment. Learning Objectives After completing the instructions in this booklet, you will be able to: Understand the tools available within Zimbra Change the appearance of your display screen Change preferences How to obtain additional assistance Revised 5/20/2016 Page 4 of 15
Modifying Preferences in Zimbra The Preferences tab is used to modify settings within Zimbra. In the Overview Pane of the Preferences tab, you will find a list of folders containing screens to allow you to customize the display and behavior of your Zimbra tools. Figure 1 - Preferences Overview Pane General In the General folder, you will see various screens including Sign In, Appearance, Time Zone and Language, Search, an Other Settings. To make changes, simply click on the appropriate drop-down or radio button and make your desired changes. Figure 2 - General Folder Page 5 of 15
Appearance In the General folder, the Appearance window is used to modify the display settings such as color scheme and default font size and style within Zimbra. Use the drop-down boxes to modify the theme, font, display font size, and print font size. Figure 3 - Appearance Window 1. To change the Theme, click the drop-down box and make a selection from the available themes. This will change the display color scheme throughout your Zimbra display screens. Figure 4 - Themes 2. To change the font style, click the drop-down box next to Font. Figure 5 - Font Style Page 6 of 15
3. To change the display font size, click the drop-down box next to Display Font Size. Figure 6 - Display Font Size 4. To change the display print font size, click the drop-down box next to Print Font Size. Figure 7 - Print Font Size 5. Click Save when you have made all of your changes. Figure 8 - Save Changes 6. A pop-up window appears to confirm that you want to reload Zimbra with the new theme and font selections. Click Yes. Figure 9 - Reload Application 7. The screen will now appear with the new theme. Page 7 of 15
Search In the General folder, the Search window is used to define additional folders to include in your search, such as Spam, Trash, and Shared folders not normally included when using the Search tool. To include a folder, click the radio button next to the folder you want to include in your search. Signatures Figure 10 - Additional Search Options In the Signatures folder, you will see windows designed to help you create signatures for your mail messages. You may define up to 20 signatures to use for various recipients and groups as well as assign different signatures to new mail messages or replies and forwarded messages. To define a signature: 1. Under Preferences, click on the Signatures folder. 2. The Signatures window will appear to allow you to define your signature. Figure 11 - Signatures Window Page 8 of 15
3. Enter the name you want to use in the Name field. 4. Retain the plain text format or click the drop-down box to change to Format to HTML. 5. Enter your signature text. 6. Click the New Signature tab to create more signatures if needed and follow steps 3 through 5. Figure 12 - Format Signature 7. Under the Using Signatures window, click the drop-down boxes to make selections for New Messages and Replies & Forwards and check the radio buttons to select a placement location for your signature. 8. Click Save. Figure 13 - Using Signatures Out of Office Figure 14 - Save Changes In the Out of Office folder, you will see a window designed to help you create automatic out of office messages for your mail messages when you are away from the office. To activate an out of office message: 1. Click the Send auto-reply message radio button (see Figure 15). 2. Enter your message in the Auto-Reply Message dialog box (see Figure 15). 3. Click the Time Period check-box and enter Start and End date/time information for your message (see Figure 15). 4. Check the Show free/busy as check-box and make a selection from the drop-down box (see Figure 15). Page 9 of 15
5. If you want an away message to be sent to external senders, check the External Senders checkbox (see Figure 15). Calendar Figure 15 - Out of Office Settings Changing the Default View Calendar events can be displayed using various views, such as: Work Week View, Day View, 7 Day Work Week View, Month View, and List View. To change the default view: 1. Under Preferences, click Calendar. 2. You will see a view screen to allow you to change elements of your calendar. Click the dropdown box next to Default View to make a selection. Figure 16 - Change Calendar View Page 10 of 15
Notifications You may set preferences to receive an email notification for calendar appoints. 1. Under Preferences, click the Notifications folder and enter the email address you want to receive appointment notifications. 2. Click Save. Figure 17 Notifications Window Keyboard Shortcuts In the Shortcuts folder, you will see keyboard shortcut keys to help you perform actions in Zimbra with just a few keystrokes. To view available shortcut key combinations: 1. Under Preferences, click the Shortcuts folder. Figure 18 - Shortcuts 2. You may scroll through the list or use the Print button at the top right corner of the screen to print the list. Figure 19 - Zimbra Keyboard Shortcuts Page 11 of 15
3. To use the shortcuts, click the keyboard combinations displayed next to the action. For example, if you want to go directly to your mailbox, click G+M on your keyboard. Figure 20 - Go to Mail 4. To view shortcuts for composing email, scroll to the Compose grouping in the list. Figure 21 - Compose Shortcuts 5. To view shortcuts for the most commonly used mail handling shortcuts, scroll to the Mail grouping in the list. Figure 22 - Mail Shortcuts Page 12 of 15
6. To view shortcuts for the most commonly used calendar handling shortcuts, scroll to the Calendar grouping in the list. Figure 23 - Calendar Shortcuts 7. To view actions for most commonly used mail handling shortcuts, scroll to the Mail grouping in the list. Figure 24 - Address Book Page 13 of 15
Spellcheck Spellcheck is a feature available for composing mail messages. There are two ways to activate spellcheck before sending your messages: 1. Click the Spellcheck button in your New Message window. 2. Click ALT+X on your keyboard. Entering Search Preferences Figure 25 - Spellcheck Button The Search tab is used to perform a search of items located anywhere in Zimbra. You may use a combination of terms, filters, and conditions to locate the items you are looking for. 1. Click the Search drop-down box to select the folder to search for your item. Figure 26 - Select Search Folder 2. Then, enter your search term. 3. If you want to search all folders and define a complex search, click Run the Search on the Search bar. Figure 27 - Run the Search Page 14 of 15
a. The Search tab opens to allow you to define your search parameters. Select Basic filters, Advanced Filters, and/or Conditions (see Figure 28). b. Your search parameters appear in the Results bar (see Figure 28). c. The resulting items appear in the Results window (see Figure 28). Additional Help Figure 28 - Search Tab For additional support, please contact the KSU Service Desk: KSU Service Desk for Faculty & Staff Phone: 470-578-6999 Email: service@kennesaw.edu Website: http://uits.kennesaw.edu Page 15 of 15