Zimbra Collaboration Suite Advanced Web Client User Guide. Version 5.0

Zimbra Cllabratin Suite Advanced Web Client User Guide Versin 5.0

Zimbra Web Client User Guide Cpyright Ntice Cpyright 2008 Zimbra, Inc. All rights reserved. This dcument cntains cnfidential, prprietary infrmatin f Zimbra, Inc. Unauthrized cpying, reprductin, r disclsure f any prtin f the cntents f these materials by any means including printed r duplicated materials, n screen publicatin, r Web dcumentatin is expressly frbidden. Zimbra and the Zimbra lg are trademarks f Zimbra Inc. Any ther trademarks are the prperty f their respective wners. Release ZWC 5.0 Released 6/03/2008

Cnventins Abut this Guide Cnventins Used The fllwing icns will be used in the End User Guide: Icn Descriptin Imprtant cncept Nte Tip fr success 3

Table f Cntents Table f Cntents Abut this Guide... 3 Cnventins Used... 3 1 Getting Started with the Zimbra Web Client... 11 Advanced and Standard ZWC... 11 Features f the Zimbra Web Client (ZWC)... 12 Zimbra Web Client Cmpnents... 14 Brwser Cmpatibility... 17 Lgging In... 17 Frget yur passwrd?... 18 If Yur Sessin Expires... 19 Navigating the Zimbra Web Client... 19 User Interface Features and Shrtcuts... 21 Zimbra Assistant... 23 ZWC Keybard Shrtcut Keys... 25 2 Receiving and Managing Email... 27 Custmizing Yur Initial Email Page... 27 Email Views... 28 Parts f the Cntent Page View... 29 Hw D Cnversatins Wrk?... 30 Reading Email... 31 The Reading Pane... 32 Displaying HTML in Email Messages... 33 Parts f an Email message... 34 Viewing an Attachment... 35 Marking an Email as Unread... 36 Virus Safety... 37 Printing an Email Message... 37 Organizing Email Messages Using Flders... 39 Mail System Flders Overview... 39 Sharing Yur Mail Flders... 40 Mving Email Messages... 41 Srting Messages in the Cntent Pane... 42 Deleting a Message: The Trash Flder... 42 Purging an Email Message frm the Trash Flder... 42 Managing Junk Email & Spam: The Junk Flder... 43 3 Cmpsing and Sending Email... 45 Cmpsing a New Email Message... 45 Cc and Bcc Addresses... 47 Using HTML Editr... 48 Using Spell Check... 49 5

Zimbra Web Client User Guide Adding an Attachment... 50 Attachment File Types Supprted... 51 Autmatic Address Cmpletin... 53 Using Autcmplete... 54 Saving Yur Wrk... 54 Saving Messages Yu Send: The Sent Flder... 55 Replying t an Email Message... 56 Frwarding an Email Message... 57 Optinal Email Features... 58 Email Signatures... 58 Undeliverable Email... 60 Setting a Frwarding Address... 61 4 Using Tags and Flders t Organize Yur Mailbx... 63 Wrking with Tags... 63 Creating Tags... 63 Assigning a Tag t Messages and Other Items... 66 Deleting a Tag... 68 Flagging an Email Message... 69 Using Flders: General Techniques... 69 Creating a Custm Flder... 70 Renaming a Flder... 71 Deleting a Flder... 72 5 Create Filters t Autmate Email Handling... 75 Filter Cnditins & Actins... 75 Using Any and All... 77 When Filters are Used... 77 Filter Order... 77 Creating a Filter... 77 Creating a Filter frm the Mail Filters Tab... 78 Creating a Filter frm an Email Message... 81 Editing a Filter... 82 Filter Cnditins and Actins Supprted... 82 Cnditins... 82 Actins... 85 Multiple Actins... 86 Filter Wildcards... 86 Asterisk (*)... 86 Questin Mark (?)... 87 Escape Character is Slash: \... 87 6

Table f Cntents 6 Custmizing Yur Email Features... 89 Setting a New Email Ntificatin... 89 Creating an Away Message... 90 Managing Yur Accunt Identities... 91 Creating a Persna... 92 Retrieving Email frm an External Accunt... 94 Infrmatin Yu Need... 95 Receiving Messages frm Yur External Accunt... 95 Adding an External Accunt... 96 Subscribe t an RSS... 98 Mailbx Qutas... 100 Changing Yur Default Time Zne... 101 7 Managing Yur Address Bks... 103 Viewing Yur Cntact Infrmatin... 103 Adding a New Cntact... 105 Adding a new cntact frm the tlbar... 105 Adding a new cntact frm an existing email message:... 106 Adding Names t Email frm an Address Bk... 108 Adding Cntacts Autmatically... 110 Creating a Grup Cntact List... 110 Imprting an Address Bk... 112 Exprting an Address Bk... 113 Printing a Cntact Name r Address Bk... 114 Editing Cntact Infrmatin... 115 Deleting Cntacts... 116 Sharing Yur Address Bks... 117 8 Managing Yur Calendar... 119 Displaying the Calendar View... 119 Creating a Calendar... 119 Adding Clr t a Calendar... 122 Viewing Multiple Calendars... 122 Imprting Yur ical Calendar... 124 Exprting Yur ical Calendar... 124 Sharing Yur Calendars... 126 Printing a Calendar... 126 Deleting a Calendar... 127 9 Scheduling Appintments, Meetings, and Events... 129 Creating an Appintment r Meeting... 129 Opening the Appintment Details Tab... 130 Opening the QuickAdd Appintment Dialg... 131 Creating a QuickAdd Appintment... 132 Creating a Meeting Using the Appintment Details Tab... 134 7

Zimbra Web Client User Guide Scheduling Attendees: The Find Attendees Tab... 138 Viewing Free/Busy Times: The Schedule Tab... 139 Scheduling a Lcatin: The Find Lcatins Tab... 140 Scheduling Resurces: The Find Resurces Tab... 141 Scheduling an All Day Event... 142 Creating a Recurring Appintment... 143 Changing an Appintment r Meeting... 145 Deleting an Appintment r Meeting... 146 Deleting a Meeting... 146 Deleting a Recurring Meeting... 148 Printing an Appintment r Meeting... 148 Creating a Meeting Using Drag and Drp: Turning a Message r Cntact int a Meeting Request... 149 Turning a Message r Cnversatin int a Meeting Request... 149 Turning a Cntact int a Meeting Request... 150 Respnding t a Meeting Invitatin... 151 Changing Yur Respnse t a Meeting Invitatin... 153 10 Using the Preferences Tabs... 155 Saving, Canceling, and Reverting Changes t Preferences... 155 General Tab... 156 Mail Tab... 157 Cmpsing Messages Tab... 159 Signatures Tab... 161 Address Bk Tab... 162 Accunts Tab... 163 Mail Filters Tab... 163 Calendar Tab... 164 Shrtcuts Tab... 165 11 Using Task Lists... 167 Creating a New Task List... 167 Creating a New Task... 168 Adding a Task Quickly... 171 Changing r Updating a Task... 172 Mving a Task... 173 Deleting a Task... 175 Srting Tasks... 175 Sharing Task Lists... 176 12 Wrking in Dcuments... 177 Creating a New Ntebk... 177 Creating a New Page... 179 Frmatting a Ntebk Page: Overview... 180 8

Table f Cntents Frmatting a Page Using the Rich-Text Editr... 181 Frmatting Using HTML Surce... 185 Sharing Yur Dcuments Ntebks... 185 13 Briefcase... 187 Creating Briefcase Flders... 187 Adding Files t Yur Briefcase Flders... 188 Viewing Files in Briefcase... 189 Wrking in Briefcase... 191 Opening files in Briefcase... 191 Mving files... 191 Tag files... 191 Send an email with a link t a file... 192 Sharing Yur Briefcase Flders... 192 14 Searching Yur Accunt... 193 Search Syntax... 193 Using Quick-Search... 194 Advanced Search Criteria... 195 Searching fr Messages with Quick Search... 196 Searching fr Messages with Advanced Search... 197 Advanced Search Example... 198 Using * as a Wildcard in Search... 199 Saving a Search Query... 199 Search Examples... 200 15 Sharing Yur Accunt Flders... 203 Selecting Access Privileges... 203 Hw Sharing Wrks... 204 Sharing Yur Mail Flders... 205 Sharing Address Bk Cntact Lists... 205 Sharing Calendars... 206 Sharing Task Lists, Dcuments Ntebks, Briefcase Flders... 206 Setting Up Shared Flders... 206 Changing r Cancelling Access... 207 Accepting an Invitatin t Share Items... 209 Wrking within a Shared Flder... 210 Linking t Shared Items... 211 Appendix A: Standard Zimbra Web Client... 213 Overview... 213 Features Available n the Standard ZWC... 213 Navigating the Standard Zimbra Web Client... 225 Mve t... 226 Mre Actin... 227 Navigatin Functins Nt Available... 227 9

10 Zimbra Web Client User Guide

Getting Started with the Zimbra Web Client 1 Getting Started with the Zimbra Web Client The Zimbra Web Client (ZWC) is a full featured messaging and cllabratin applicatin that ffers reliable, high perfrmance email, address bks, calendaring, task lists, and Web dcument authring capabilities. This chapter explains hw t Select the versin f ZWC t use Lg in and lg ut Navigate yur accunt Use Zimbra Assistant Learn abut the availability f shrtcut keys Sme accunts will nt include all the features mentined in this guide. Check with yur administratr t see which features are enabled fr yur accunt. Advanced and Standard ZWC The ZWC has tw versins: Advanced Web Client ffers the full set f Ajax based Web cllabratin features. The advanced Web client wrks with newer brwsers and faster Internet cnnectins. Standard Web Client is a gd ptin when Internet cnnectins are slw r users prefer HTML based messaging fr navigating within their mailbx. This user guide describes the advanced ZWC. Many f the same features are available fr the standard ZWC but may nt be accessed as described in this guide. The differences between the advanced and standard versins f the ZWC are summarized in Appendix A: Standard and Advanced ZWC. Refer t the Help in the ZWC fr mre infrmatin abut these features. 11

Zimbra Web Client User Guide Features f the Zimbra Web Client (ZWC) The features f the ZWC are summarized in the fllwing table. Functin Feature Name Descriptin Safety and Security Features Spam Prtectin SpamAssassin Besides using predefined rules t cntrl spam, the SpamAssassin filter learns what users cnsider spam and nt spam frm messages they specifically mark as Junk r Nt Junk in their mailbx. Extra email identities Persna The name and address cnfigured fr the accunt creates the primary accunt persna. Users can create up t 20 additinal email identities (persnas) t manage different rles. Functin Feature Name Descriptin Capacity and Flexibility Features Quickly see all related messages with the same subject Cnversatin View Users can see all their messages in a thread inbx, sent, filed, and even trash in ne view. Filter incming Email Email Filters Users can set up different filters t srt and priritize incming email. Manage the mailbx quta Quta Users can stre email messages up t the quta set fr their mailbx. They can see their quta usage frm their mailbx main page. 12

Getting Started with the Zimbra Web Client Functin Feature Name Descriptin Access messages cming in t ther email accunts POP3 access With POP3 access, users can dwnlad their email messages frm email prgrams such as Outlk Express, Outlk, Eudra, r Netscape Mail int the ZWC. Send messages frm mre than ne accunt Chice f Frm addresses Users can send all their email frm ne place but make it lk like it s cming frm different email addresses. This is useful if users are replying t messages sent t them at a different email address, via POP3 access. Autmatically frward Email Set Frwarding address Users can redirect their email t anther email accunt. They chse whether r nt t have the frwarded message saved t their ZWC accunt. Psitive Member Experience Features Keep drmant accunts Accunts may remain drmant Users are nt required t sign in t keep their accunt active. 13

Zimbra Web Client User Guide Zimbra Web Client Cmpnents The main ZWC cmpnents are Email, Address Bk, Calendar, Tasks, and Dcuments. User Preferences and Zimbra Assistant are als pwerful ZWC features. The features f each cmpnent are included in the fllwing table. Cmpnent Features Cmpse and send new email messages Include attachments with yur message Read and reply t email messages Frward email messages t ne r mre recipients Track email exchanges using the Cnversatin feature (t view an entire message thread at nce) r traditinal message view Email Search email messages, attachments, and ther ZWC areas Create yur wn flders t rganize email Create tags t rganize yur email, cntacts, etc. Create filters t rute incming email t designated flders Cnfigure yur ZWC accunt t receive email frm yur POP3 accunts Share yur email flders Create and manage multiple address bks Address Bk Easily add cntacts frm email messages yu receive Imprt and exprt cntact lists Share yur address bks 14

Getting Started with the Zimbra Web Client Cmpnent Features Create and manage multiple calendars Create appintments, meetings, and events Calendar See attendeeʹs free/busy schedules Imprt and exprt calendars Share yur calendars Create multiple tasks lists Create t d tasks Tasks Add attachments t yur tasks Manage a task, set the pririty, and track the prgress Share yur task lists Create multiple ntebks t rganize yur Web dcuments Dcuments Design pages using an HTML editr, create tables and spreadsheets, add graphics, and create links t Web pages Share yur ntebks Briefcase Uplad any type f file t yur briefcase s that yu can access the file whenever yu lg n t ZWC Create flders t rganize files that yu uplad Share yur Briefcase flders 15

Zimbra Web Client User Guide Cmpnent Features Manage hw yur mailbx features wrk fr Email, Address Bk, and Calendar Create email filters Set up frwarding t anther email accunt Preferences Create ntificatin messages, such as a vacatin message, and designate when t turn them n and ff Chse a different language t view a mailbx user interface Assign shrtcut keys t quickly access email flders, saved searches, and tags Use different accunt identities (persnas) and addresses t manage different rles in yur jb r persnal life Use keybard shrtcuts t: Create new appintments Zimbra Assistant G t a specific date in yur calendar Create new cntacts Send a new email message withut leaving the applicatin yu are using 16

Getting Started with the Zimbra Web Client Brwser Cmpatibility The Zimbra Web Client is designed t wrk within an Internet brwser. The recmmended brwser is Mzilla Firefx 2.0 r later. Nt all brwsers are supprted, s check with yur administratr if yu have questins. Fllw these general guidelines when using the Zimbra Web Client within a brwser: The brwserʹs Back buttn takes yu t the previus page yu were viewing. Yu can als use the Frward buttn. D nt use the brwserʹs Relad (Refresh) buttn. Ding s will restart yur sessin. Lgging In Open a brwser windw and enter the URL prvided by yur administratr. In mst cases, Advanced is the default client and is pened autmatically when yu lg in. Befre yu enter yur name and passwrd, yu can switch t the standard web client r t the mbile client. Yu can change the default frm yur Preferences General tab after yu lg in. T change the default t standard after lgging in: 1. Select the Preferences > General tab. 2. Select either Advanced r Standard in the Lgin Optins sectin. 3. 4. Click Save. 17

Zimbra Web Client User Guide The next time yu lg in, yur selectin will be the default. T lg in 5. Open a brwser windw and enter the URL prvided by yur Zimbra administratr. Fr example: http://mail.dmain.cm/zimbra/mail 6. When the lgin screen appears, type yur user name. Yu may be required t type yur full email address as the user name and yur passwrd. Example f a full email address, type: T lg ut myra@example.cm myra123 Yur passwrd displays as ****** n screen, t prtect yur privacy. T be remembered n this cmputer until the sessin expires r yu lg ut, check Remember me n this cmputer. If yu check this, yu will nt have t lg in every time yu restart the brwser during a day. When this is checked and yu d nt lg ut, yur sessin remains active until the sessin expires. The system administratr cnfigures hw lng a sessin is active. Nte: If yu leave yur web client pen in yur brwser but d nt access yur mailbx fr a perid f time, yur sessin may time ut and then yu will need t lg back in. If yu d nt want the default client type, change the versin displayed. 7. Click Lg In. T prevent thers frm lgging in t yur email accunt, yu shuld always use the Lg Out link t clse yur sessin. Frget yur passwrd? If yu frget yur passwrd, cntact yur administratr t reset it fr yu. 18

Getting Started with the Zimbra Web Client If Yur Sessin Expires Yur system may be cnfigured with a sessin time ut that autmatically lgs yu ut if yur sessin is inactive fr a pre cnfigured perid f time. Yur administratr may als set a maximum sessin length, e.g.., a maximum amunt f time that yu can be lgged in, regardless f whether any activity ccurs r nt. Therefre, yu may peridically see the lgin screen, even if yu are already lgged in. If that happens, simply lg in again and cntinue wrking. Navigating the Zimbra Web Client When yu lg in yu see a full screen view similar t the ne shwn belw. The view changes when yu use anther ZWC applicatin. This view is the Mail view. Refer t the fllwing table when viewing the ZWC. Number Descriptin 1 Windw Header. Displays the fllwing: Search Bar including the Save and Advanced buttns fr ZWC searches 19

Zimbra Web Client User Guide Number Descriptin and are displayed n the right 2 Tlbar. Displays the fllwing: Tls Tabs click a tab t access the different ZWC tls available fr yur accunt. In this example, Email is pen. Actin Buttns click an actin buttn t perfrm a task available fr the applicatin yu are currently using. In this example, the Email actin buttns are displayed in the tlbar. 3 Overview Pane. Displays the fllwing: User Name the user name under which yu lgged in Quta Display yur mailbx quta Flders including system flders (Inbx, Sent, Draft, Junk, Trash) and flders yu created Searches search queries that yu created and saved fr future use Tags any tags yu have created. Click n a tag t quickly see all messages that are tagged with that tag. Zimlet links that may have been created t integrate with third party applicatins frm within yur mailbx. Depending n yur cnfiguratin, yu may nt have access t Zimlets frm the Overview Pane. Mini Calendar ptinal. Yu can disable the mini calendar using the Preferences > Calendar tab. 4 Cntent Pane. The cntent f this area changes depending n what applicatin is in use. In the Inbx view, it displays all messages r cnversatins in yur Inbx. 20

Getting Started with the Zimbra Web Client Number Descriptin 5 Reading Pane. Email messages are displayed in the Reading Pane. In the email message shwn here, yu can see: Cntact Zimlet: Click a name in any email message t quickly add the name as a cntact in an address bk. Meeting Zimlet: Click a meeting r appintment in any email message t quickly add the meeting t yur calendar. User Interface Features and Shrtcuts The Zimbra Web Client interface includes many cnvenient features. Dwn arrw menus. Sme buttns have a small dwn arrw icn next t them. Click n the buttn t perfrm ne actin (such as pen a new cmpse windw). Click n the dwn arrw icn t display a drp dwn menu f additinal chices, as shwn here. Drag and drp. Click n and drag messages, cnversatins, tasks, etc. between flders. Mvable sash. Fr split pane windws such as the Cnversatin view, yu can use the sash t increase r decrease the relative sizes f the upper and lwer panes. Click and drag n the bar separating the panes. 21

Zimbra Web Client User Guide Clickable items. Zimbra fllws standard brwser cnventins by changing the muse cursr t a hand when it passes ver an active link. Tl tips. Passing yur muse cursr ver items, such as cmmand buttns, cnversatins, r email addresses in message headers, displays a small text bx f descriptive infrmatin abut the item. Paging. Use the left and right arrws in list windws t page back and frth if the list is t lng t fit int a single windw. Nte that the paging buttns may behave differently n different screens. The numbers represent the sequence f items n that page. Use the Tl tips display t identify what the paging will d n yur current screen. Right click menus. Right click n items (such as flders, cnversatins, messages, r items in email headers) t display a menu f functins that yu can perfrm n that item. This is an example f the right click menu n a user name in the Inbx Frm clumn. The menu chices displayed depend n the type f item. Right clicking n the fllwing displays right click menus: Cnversatins. Yu can mark cnversatins as read r unread, apply tags t cnversatins, delete cnversatins, r mve cnversatins between flders. Messages. Yu can reply t r frward messages, mark as read r unread, apply tags t a message, delete a message, mve it t anther flder, print, shw riginal header infrmatin, and create a new filter. Names in message headers. Yu can perfrm searches n the name, begin cmpsing a new Email message addressed t that persn, r add the persn t yur persnal Cntacts list. If the name is an existing cntact, yu can edit the cntact entry. 22

Getting Started with the Zimbra Web Client Flder Infrmatin. If yu hver the cursr ver a flder, the number messages in the flder and the size f the flder are displayed. Applying an Actin t Multiple Selectins When yu view a flder by clicking n the flder name in the Overview pane, the cntents f the flder display with ne item selected (highlighted). Yu can select ne r mre items t perfrm actins as fllws: Click t select ne item at a time. Click n anther item t de select the previus ne. Duble click t pen an item. Right click an item t display a menu f actins that can be applied t this item. Yu can als right click after selecting multiple items, t apply the same actin t all f them at nce. Cntrl click selects multiple items. Can als be used t de select the current item, leaving nthing selected. Shift click selects multiple items in sequence. Click n ne item and then Shift click anther item further dwn the list. All items between the tw selected items are highlighted. Yu can select multiple items, and with ne right click, chse t Mark as Unread, Tag, Delete, r Mve all selected items. Zimbra Assistant Zimbra Assistant is an advanced user feature that prvides a quick way t interact with the ZWC using the keybard t d the fllwing tasks: Create new appintments G t a specific date in yur calendar Create new cntacts Send a new Email message withut changing the applicatin yu are currently using Yu can pen Zimbra Assistant frm any ZWC view except the Preferences tab. 23

Zimbra Web Client User Guide The keybard shrtcut t pen Zimbra Assistant is ` (back qute) r shift~ (tilde) tilde key can be fund belw the Escape (Esc) key. The Shift ~ (tilde) des nt wrk when using Safari r Firefx frm a Mac OS X. The back qute (`) des wrk. T use Zimbra Assistant: 1. Use a shrtcut key (either the back qute r shift tilde) frm within the ZWC t pen the Zimbra Assistant dialg. 2. Click Help fr detailed help n Zimbra Assistant. 3. Enter ne f the fllwing cmmands int the dialg: T create an appintment, type appintment. Yu can then enter a subject in qutes, the time, a date and day f week, and any ntes fr the appintment. Click OK. Nte: If yu want mre advanced appintment features, click Mre details t g t the Calendar Appintment page. T g t a specific date in yur calendar, type calendar and the date, r the day f the week. Click OK. Nte: After the date yu can enter the Calendar view yu prefer: day, wrk week, week, r mnth. The Calendar pens in that view. 24

Getting Started with the Zimbra Web Client T create a new cntact, type cntact and enter the cntact infrmatin. Click OK. Nte: If yu want t pen the Cntacts detail frm, click Mre Details. Use this frm t specify which address bk yu want t add the cntact name t. T send an email withut pening a cmpse windw, type mail. Enter the subject in qutes; type t:name@address; and then type the bdy f the message. Click OK. ZWC Keybard Shrtcut Keys Shrtcut keys can be used t navigate in the Zimbra Web Client (ZWC) and yu can create yur wn shrtcut key cmbinatins. Use the Preferences > Shrtcuts tab t see the list f shrtcut keys and t create yur wn shrtcut keys. The fur Shrtcuts tabs display the fllwing: Shrtcut List includes a list f shrtcuts fr all applicatins. Email Flder Shrtcuts lets yu create and assign shrtcuts t access email flders. Saved Search Shrtcuts lets yu create and assign shrtcuts t yur saved searches. Tag Shrtcuts lets yu create and assign shrtcuts t tags that yu have created. 25

Receiving and Managing Email 2 Receiving and Managing Email This chapter explains hw t Custmize yur email page Navigate the email views Receive and read email messages Organize email messages Custmizing Yur Initial Email Page By default, yur mailbx pens with the Inbx view. In this view, all messages in yur Inbx are displayed in the Cntent pane. Yu can change the initial view t be any f the flders, searches, r tags in the Overview pane. Change yur initial view using the Preferences > Mail tab. T display nly specific messages when yu pen yur mailbx, use the Default Mail Search field n the Preferences > Mail tab. 27

Zimbra Web Client User Guide Here are sme examples f hw yu can display nly specific messages when yu pen yur mailbx: T display nly unread messages, type is:unread in the default mail Search field. T display messages that are tagged with specific tags, type tag:<tagname> in the default mail Search field. Fr example, t display nly messages marked with the TD tag, type tag:td. Tags are cvered in Chapter 4. T display messages that yu sent t a specific flder via an email filter, type in:<fldername> in the Default Mail Search field. Fr example, t display messages in the Wrk flder, type in:wrk. Filters are cvered in Chapter 5. Use qutes if the flder r tag is mre than ne wrd. Fr example in:ʺunread Email.ʺ Email Views If yu receive a few email messages a day, yu prbably can quickly view the cntent f yur mailbx t find the message yu are lking fr, but if yu receive dzens f email messages a day, yu may want t grup them t mre quickly find what yu are lking fr. Yur ZWC mailbx ffers tw ptins fr viewing the messages in yur mailbx. Message view. Messages can be displayed in the Inbx by date. This is the traditinal message view, where messages received tday display the hur received, messages received in previus days shw the date received. Cnversatin view. The Cnversatin view displays yur messages gruped by subject, as shwn belw. Because all messages in a cnversatin have the same subject, the subject displays nly nce in the cnversatin view pane. All messages related t the cnversatin are displayed, even if they are stred in different flders. 28

Receiving and Managing Email Parts f the Cntent Page View Each message, in message r cnversatin view, has a separate line that displays the fllwing clumns f infrmatin. Check bx. Use the checkbx t select ne r mre messages t perfrm the same actin n, such as delete, mve, mark as read. Check the bx in the header will autmatically check all the messages n the page. Cnversatin indicatr. Is this email part f a cnversatin? If is displayed, the message is part f a cnversatin. Flag indicatr. Did yu flag this message t indicate an actin needed item r t therwise distinguish the message r cnversatin frm a larger number f ther items f lesser imprtance? Pririty indicatr. Did the sender mark this message as high pririty? Tags. Did the message get marked by a Tag yu defined? Status. Open r clsed envelpes indicate whether a message has been read. Bld text als indicates that a message has nt been read. Frm. Name r email address f the sender. Attachment indicatr. A paper clip indicates that a message has an attachment. Subject. Brief descriptin f the email message. If Snippets is enabled in yur accunt, the first line f an email message is displayed. Flder. Shws the name f the flder where the message is lcated. Fr cnversatins, n flder name is displayed because messages can span multiple flders. When yu pen the cnversatin, this clumn displays where the message is lcated. 29

Zimbra Web Client User Guide Size. Size f the message r number f messages in the cnversatin. Received. Date r time the message was received. Hw D Cnversatins Wrk? The Cnversatin view displays yur messages gruped by subject, as shwn belw. Because all messages in a cnversatin have the same subject, the subject displays nly nce in the cnversatin view pane. All messages related t the cnversatin are displayed, even if they are stred in different flders. The number f messages in the cnversatin is displayed in parentheses in the Size clumn (after the subject). Each cnversatin cnsists f the riginal message and all replies. Cnversatins cntaining unread messages are shwn in bld. Messages in a Cnversatin Yu can read messages gruped tgether in cntext and rdered by date, including replies and frwarded messages. Messages gruped in a cnversatin have the same subject. Fr example, the fllwing subject lines wuld be cnsidered part f the same cnversatin. Wh's in charge f the prject? Re: Wh's in charge f the prject? Fwd: Wh's in charge f the prject? If yu change the subject t whʹs in charge f the prject? ask Mike, the message wuld nt be included in this cnversatin. Cnversatins d nt cntinue indefinitely. If the last message in the cnversatin is 30 days ld r lder, messages sent with the same subject begin a new cnversatin. 30

Receiving and Managing Email Cnversatins Can Span Flders If a cnversatin includes three email messages, ne f thse messages culd be in yur Inbx, yur reply (which is als part f the cnversatin) will mst likely be in yur Sent flder, and anther message culd be in a custm flder. If yu search fr email messages and ne message is fund that matches yur search, but that message is in a cnversatin with several ther messages that d nt match yur search, the entire cnversatin and all messages within it are listed under the search results. When yu pen the cnversatin, nly messages that match yur search criteria are highlighted. The same cnversatin may appear t exist in mre than ne flder. This can happen if the email messages are in different flders, either because yu mved them there, r yu applied a filtering rule that put them there when they were received. Because a cnversatin is a grup f related messages, if yu mve a cnversatin frm ne flder t anther, all messages within that cnversatin are als mved t that flder. Sent messages, hwever, are nt autmatically mved. They remain in yur Sent flder. Reading Email T read an email message: Using Message view. If yu have the Reading pane n, click n a message t display its cntents in the Reading pane. If yu d nt have the Reading pane n, duble click n a message t display it in a separate windw. Using Cnversatin view. Click the arrw in the cnversatin rw cntaining the message. The Cntent pane changes t shw the individual messages in the cnversatin. The Subject clumn shws the first line f the message bdy. If yu have the Reading pane n, click the line that cntains the message yu want t read. The message bdy appears in the Reading pane. 31

Zimbra Web Client User Guide If yu d nt have the Reading pane n, duble click the line that cntains the message yu want t read. The message bdy will fill the Cntent pane. The Reading Pane The Reading pane is the area belw the messages in yur Inbx. If yu have the Reading pane n, when yu click n an email message, the message displays in a pane belw the message header infrmatin, and the message is marked as read. T adjust the size f the Reading pane, click and drag the divider bar up r dwn. By default, viewing messages in the Reading pane is n. T turn the Reading pane ff: Fr this sessin nly Click the arrw next t View n the tlbar, and select Reading Pane. Fr the default view Use the Preferences > Mail tab. Uncheck Display Message Reading Pane. 32

Receiving and Managing Email If yu have the Cnversatins view feature, the default view is cnversatin. T change views: Fr this sessin nly Click the arrw next t View n the tlbar, and select the view yu want. The Reading pane ptin tggles the Reading pane n and ff. Fr the default view Use the Preferences > Mail tab. Displaying HTML in Email Messages Yu can view email messages in tw frmats: Plain text. Plain text messages are messages that cntain n HTML frmatting cde. Messages sent in plain text can always be read by ther email clients. Yu can view messages in plain text mde even if it cntains HTML. The HTML tags are displayed in the bdy f the message in the plain text view. HTML. HTML messages can have text frmatting, numbering, bullets, clred backgrund, and links which can make messages easier t read. Sme email clients may nt accept messages frmatted in HTML. T always view yur email messages in HTML: 1. Use the Preferences > Mail tab. 2. Check Display Mail As HTML (when pssible). Messages will nw be displayed in frmatted layut, if they were sent in HTML. 33

Zimbra Web Client User Guide Parts f an Email message An email message is shwn belw. A ZWC email message has tw main sectins: 1. Header. The message header cntains infrmatin cncerning the sender and recipients, including the fllwing infrmatin: Subject. Descriptin f the tpic f the message. A subject line culd be smething like 2007 cmpany missin statement r, if yur spam filtering applicatin is t lenient, Lse weight fast!!! Ask me hw. Sent By. Sender s name and/r email address. This is the email address that becmes the recipient if yu click. If the sender has specified a Reply t address, yur reply will be sent t that address instead. On. Date and time the message was received. T. Name and/r email address f the email recipient (where the message was actually sent). Attachments. Any files that were included in the email message. Bdy. The bdy f a message cntains the cntent f the email. The message bdy als may include signatures r autmatically generated text that is inserted by the senderʹs email system. 34

Receiving and Managing Email Viewing an Attachment Email messages can include attached files, such as the fllwing: Wrd prcessing dcuments Spreadsheets Text files.zip files Images (.bmp,.jpg, etc.) Executable applicatins Any ther type f cmputer file that resides n the senderʹs cmputer netwrk Messages cntaining an attachment have an icn displayed next t the subject. Sme types f files, such as JPEG images r text files, can be pened n almst any cmputer system. Others, such as Micrsft Wrd dcuments, must be pened using the same applicatin that created them. T view an attachment, click n either the name f the attachment r the dwnlad link. 35

Zimbra Web Client User Guide Click the name f the attachment t pen the attachment (if yu have the crrect applicatin available). Click the view as html link (if it is displayed) t pen the attachment even if the applicatin is nt installed n yur netwrk. This feature is set by yur administratr. Click the dwnlad link t pen a dialg prmpting yu t pen r save the file. If yu chse Save t Disk, a brwse dialg appears shwing yur file system. Chse a lcatin and save the file. Yu can then pen the file utside f yur email client. Marking an Email as Unread The Zimbra Web Client (ZWC) marks messages that yu pen as read. Cnversatins cntaining unread messages are shwn in bld. T change a messageʹs status back frm read t unread: Right click the message. Chse. Yu can als mark a cnversatin as unread. Marking a cnversatin as unread marks all messages within that cnversatin as unread. Marking a single message as unread marks the cnversatin that cntains the message as unread. 36

Receiving and Managing Email T change a message r cnversatin status back t read, d either f the fllwing: Open the message r cnversatin. Right click the message, and chse. Virus Safety Cmputer viruses can spread thrugh email attachments. It is standard practice fr Email administratrs t implement virus filtering fr incming Email as well as virus scanning fr persnal cmputers. Hwever, there is always a chance that a virus culd get thrugh. Many email viruses are activated when a file attachment cntaining the virus is pened r viewed. Many f these viruses have been knwn t spread themselves using entries in usersʹ address bks. Therefre, use care when pening file attachments, even frm senders wh yu knw. Printing an Email Message T print an email message: 1. Click n the message yu want t print. 2. Click in the tlbar. A standard print dialg appears. 3. Chse a printer. 4. Click. The message is sent t the selected printer. D nt use the brwserʹs File > Print feature. The page will nt be wellfrmatted, and yur message may be difficult t read. T print a cnversatin (all messages): 1. Right click the cnversatin t be printed, and select Print. Yu must be in Cnversatin view. 37

Zimbra Web Client User Guide Tw windws appear: One windw, as shwn belw, shws all the messages in the cnversatin in a single scrlling windw, and the ttal number f messages t be printed is displayed at the tp. A standard print dialg. In the print dialg: 8. Chse a printer. 9. Click OK. The message is sent t the selected printer. 10. Clse the windw. 38

Receiving and Managing Email Organizing Email Messages Using Flders ZWC prvides the fllwing methds fr rganize email messages. Yu can use these alng with the Search feature t quickly lcate and retrieve messages. Flders. Yu can create flders t rganize yur messages, and yu can mve email between flders. Use f flders is cvered in this chapter. Filters. In the Preferences > Mail Filters tab, yu can create rules fr classifying inbund email accrding t items in the subject line, sender, recipient, r ther characteristics. Filters are cvered in Chapter 5. Tags. Yu can use tags as labels n email messages and then use the Search feature t shw all email with a certain tag. Tags are cvered in Chapter 4. Mail System Flders Overview The mail system flders are Inbx, Sent, Drafts, Junk, and Trash. Yu cannt mve, rename, r delete these flders. System flders are always displayed at the tp f yur flder list, fllwed by any flders yu create. Refer t the fllwing table fr mre infrmatin n the ZWC mail system flders. Flder Name Inbx Sent Drafts Descriptin New email arrives in the Inbx. Yur Inbx is displayed by default after yu lg in. A cpy f each message yu send is saved in the Sent flder. Messages yu have cmpsed but have nt sent can be saved in the Drafts flder. Messages are autmatically saved t the Drafts flder as yu cmpse. If yu navigate away frm an unsent message, yu will be asked if yu want t save the message as a draft. 39

Zimbra Web Client User Guide Flder Name Junk Descriptin Mst filtering f unslicited autmated email (als knwn as spam r junk mail) is handled by a spam filter befre thse email messages reach yur Inbx. Email that might pssibly be junk mail, but isnʹt certain t be junk, may be placed in yur Junk flder. Yu can review these messages and either mve them r delete them. If yu dnʹt delete them, they will be purged after a perid f time, as specified by yur administratr. Trash Deleted items are placed in the Trash flder and remain there until yu manually empty the trash r until the flder is purged autmatically. Email is purged frm this flder after a specified perid f time, as specified by yur administratr. If yur email accunt was migrated frm anther email system, such as Micrsft Outlk, yu may see extra flders that represent flders frm the previus email system. Sharing Yur Mail Flders Yu can share any f yur mail flders, including the Inbx flder and sub flders. Yu can share with internal users wh can be given cmplete manager access t the flder r nly the ability t view the flder. When internal users share a mail flder, 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. Yu d nt need t lg n t the Grantrʹs mailbx. Scenaris fr sharing a mail flder Yur sales department wants ne central mailbx fr all email messages requesting infrmatin abut yur prduct, and everyne in sales shuld be able t view email 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 40

Receiving and Managing Email 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 email 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 email 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 email annuncements. Yu can create shared access t nly specific email 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. T learn hw t share yur mail flders, see Chapter 15, Sharing Yur Accunt Items. Mving Email Messages Yu can transfer email messages r entire cnversatins frm ne flder t anther using ne f tw methds: Drag and drp the item t the desired flder in the left hand Overview pane. Select the item(s), right click, and select. The Mve Message dialg appears. Select a destinatin flder, and click OK. 41

Zimbra Web Client User Guide If yu are mving a few messages within a cnversatin, the cnversatin appears in bth places. The Cnversatin Detail View windw shws the new lcatin f the message that was mved. Srting Messages in the Cntent Pane Any pane cntaining email messages, such as yur Inbx, can be srted by the Frm, Subject, and Received clumns. Srtable clumns are highlighted as yu pass yur muse cursr ver them. T srt by a particular clumn, click the clumn title. The clumn shws an arrw indicating whether the srt is in ascending rder (up arrw) r descending rder (dwn arrw). Yu can nly srt by ne clumn at a time. Deleting a Message: The Trash Flder When yu delete a message, it is mved t the Trash flder. T recver a deleted message: Drag and drp the message frm the Trash flder int anther flder. In the example abve, the message frm Dan Demuser is being dragged frm the Trash flder int the Inbx flder (highlighted in Flder pane). Purging an Email Message frm the Trash Flder Yu can purge messages in Trash, which means the messages are permanently deleted and cannt be recvered. T purge r delete messages frm Trash: Right click n the Trash flder and select Empty Trash. All messages are permanently deleted. 42

Receiving and Managing Email Autmatic Purge Yur administratr sets the plicies fr yur site regarding hw lng messages remain in yur flders befre autmatic purge ccurs. Managing Junk Email & Spam: The Junk Flder Mst filtering f unslicited autmated email (als knwn as spam r junk mail) is handled by a spam filter befre thse email messages reach yur Inbx. Email that might pssibly be junk mail, but is nt certain t be junk, is placed in yur Junk flder. Yu can review these messages and either mve them ut f the Junk flder r delete them. If yu dnʹt mve r delete the messages, they are purged after a number f days as specified by yur administratr. Spam If yu find that yu are receiving a large number f unwanted email messages, ften referred t as spam, cntact yur administratr. Reprting email as spam helps yur email administratr t fine tune any spam filtering that may be in use at yur site. Marking an Email as Junk T mark an email as junk: 1. Select the message in yur Inbx. 2. Click n the tlbar. 43

Zimbra Web Client User Guide The email is mved t yur Junk flder. Smetimes messages may be put in the Junk flder that are nt really junk mail. Drag thse messages t anther flder. T empty the Junk flder: 1. Right clicking the Junk flder and select Empty Junk. The cntents f the Junk flder are autmatically purged after an administratin cnfigured number f days. Cntact yur administratr t find ut hw ften yur messages are purged. 44

Cmpsing and Sending Email 3 Cmpsing and Sending Email This chapter explains hw t Cmpse a new email message Add attachments t messages Reply t email messages Frward email messages Cnfigure ptinal email features Set up email signatures Set a frwarding address Cmpsing a New Email Message The ZWC uses standard email functinality with several enhancements. Using the ZWC, yu can take advantage f the fllwing features: Use autmatic address cmpletin t cmplete addresses fr yu (frm yur Address Bk cntacts) as yu type int the T, Cc, and Bcc fields. Attach ne f the many file types supprted by the ZWC. Create custm signatures fr use in yur email messages. T cmpse a new email message, either: Click n the tlbar. Right click n a sender (in the Frm clumn) in the Inbx, and select. A blank cmpse page pens. 45

Zimbra Web Client User Guide Depending n yur email preferences, the blank cmpse page pens in the Zimbra cntent pane (as shwn abve) r pens as a separate cmpse windw. T cmplete the email: 1. Enter the email address f the persn r persns t whm yu are sending the message in the T and Cc fields. Either type the address int the field, r click t search thrugh yur cntacts r the glbal address list. 2. Add Bcc addresses (if necessary) by clicking Optins > Shw BCC Field n the cmpse tlbar. 3. Enter the subject f the email in the field. 4. Type the bdy f the email in the text area belw the frmatting icns. Frm the cmpse tlbar: 5. Click t check the spelling in the message. 6. Click t add an attachment. 7. Click t send the email. 46

Cmpsing and Sending Email 8. Click t save the message as a draft (t send later). The message is saved in the Drafts flder. T retrieve a draft, pen the Drafts flder and click n the message. Yu can cmpse and send the cmpleted message as nrmal. When sent, the message is remved frm the Drafts flder. 9. Click t select a signature yu have defined fr use in this message. Creating signatures is cvered in the Optinal Email Features sectin. If yu have mre than ne email identity (als knwn as a persna) cnfigured, a Frm drp dwn list will be displayed. Chse the identity t use fr this message frm the Frm drp dwn list. Mre infrmatin n email identities and persnas is prvided in Chapter 6, Custmizing Yur Email Features. If yu supply a first and last name that is nt in the frm f a valid Internet address (name@dmain.cm), a cnfirmatin dialg appears advising yu that the address des nt appear t be valid. Yu can chse t send the email anyway, even thugh it may nt be deliverable. Cc and Bcc Addresses The abbreviatins Cc and Bcc stand fr Carbn Cpy and Blind Carbn Cpy, respectively. Cc. Lets yu send a cpy f a message t smene whʹs interested but is nt the primary recipient. All Ccʹed recipients see the entire list f addressees when they read the message. Bcc. Lets yu send a cpy f an email message t smene withut their address appearing in the cpies f the message sent t ther recipients. Yu can send a message withut any addresses in the T field, as lng as there is at least ne address in either the Cc r Bcc fields. 47

Zimbra Web Client User Guide Using HTML Editr Yu can cmpse yur messages using HTML as the rich text editr. Messages created using HTML can have text frmatting, numbering, bullets, clred backgrund, tables, and links which can make messages easier t read. T quickly change the frmat fr this message nly: Click Optins > Frmat As HTML t frmat yur message with different fnt styles, tables, clr, etc. Click Optins > Frmat As Plain Text t prduce text with n style r frmatting. Yu can set the HTML editr as yur default editr and set the default fnt settings (including style, size and clr) using the Cmpsing Messages area f the Preferences > Cmpsing tab. Sme email clients may nt accept messages frmatted in HTML. 48

Cmpsing and Sending Email Using Spell Check T check the spelling f yur message: 1. Click n the tlbar. Wrds in the email message that are unknwn t the spell checker are highlighted. 2. Right click n a highlighted wrd. A drp dwn menu displays suggested crrectins. 3. Select the crrect wrd. The wrd is highlighted in anther clr. 49

Zimbra Web Client User Guide 4. Click at the tp f the bdy t accept yur changes and clse the spell checker. Befre yu clse the spell checker yu can change a crrected wrd back t the riginal spelling. Click n the highlighted wrd and select the initial spelling frm the tp f the pp up. Adding an Attachment Email messages can include attachments. Yu can attach dcuments, spreadsheets, pictures, slide shws, and ther types f files. T attach a file t a message: 1. Cmpse the email message. 2. Click. The Attach File(s) dialg appears. 3. Click t lcate the file. 4. Select the file and click Open. The file name appears in the Attach File 1 field. 5. Click t attach anther file. 50

Cmpsing and Sending Email 6. Repeat steps 3 and 4 fr each attachment. 7. Click. The cmpse windw appears with the attachment(s) in the header. 8. Click t send the message and the attachment(s). Recipients f yur email message must have the apprpriate sftware t pen and read the file. Fr files created in cmmnly used packages such as Micrsft Office, ther users n a typical desktp system will be able t pen them. Cmmn file frmats, such as text files, HTML files, and images such as GIF r JPEG files, can be pened in a variety f prgrams. Attachment File Types Supprted Yu can attach any file n yur file system that yu can find using. Yu can pen any file attachment directly frm the ZWC, prvided that yu have the right applicatin and the extensin is nt blcked by yur administratr. Fr example, t pen a dcument created using Micrsft Wrd, yu must have Micrsft Wrd n yur cmputer. On mst cmputers, the file type is indicated by the extensin, which is usually a perid fllwed by a three letter cde. Examples culd include files such as expenses.xls r New Items.dc. If the file type is ne that is supprted by the installed sftware n yur cmputer, yu can typically duble click the file and yur cmputer will autmatically launch the right applicatin fr reading that file. Many types f files can be pened directly frm yur brwser using varius plug ins. Usually, if yu click a file link n a page, yur brwser autmatically detects whether r nt yu have the right plug in and prmpts yu t dwnlad it. Nte that yur system administratin plicies may nt permit end users t dwnlad and install any srt f sftware. On Windws cmputers, the cmputer assumes that the file type in the filename matches the actual frmat. Even if the file is crrectly frmatted internally, if it des nt have the right file type extensin in the filename, yur cmputer may nt be able t recgnize it and pen the right applicatin. An increasing number f cmputer viruses have been designed t spread via file attachments. Therefre, in sme envirnments, system administratrs have pted t blck incming email cntaining certain types f attachments, mst ntably files with the extensin.exe r.zip as 51

Zimbra Web Client User Guide part f their filename. If yu send an email message t smene whse email system has been cnfigured t blck certain types f attachments, yu may nt receive any ntificatin if the email was blcked. Fr yur reference, here are sme widely used file extensins: File Extensin.txt Descriptin Indicates a text file, which is a file cntaining nly text infrmatin. Text files can be pened and read using a wide variety f text editrs, including Ntepad, WrdPad, Wrd, cmmand line editrs, brwsers, and even spreadsheet prgrams..htm.zip Indicates an HTML file, a special type f text file that is usually pened using a Web brwser. Indicates a file that has been cmpressed using ZIP cmpressin. Yu will need WinZip r anther cmpressin prgram that can read and expand the ZIP file..exe Indicates an executable r prgram file. Duble clicking r pening such a file usually launches the applicatin..dc.jpg Indicates a Micrsft Wrd dcument file, which can be pened with Micrsft Wrd r OpenOffice. Indicates a graphical image in the JPEG frmat. Yu can pen JPEGs in a brwser r by using ne f a variety f graphics prgrams such as Paint r Adbe Phtshp..gif Indicates a graphical image in the GIF frmat. Yu can pen GIFs in a brwser r with a graphics prgram. 52

Cmpsing and Sending Email.mpg Indicates a mvie clip r animatin in the MPEG frmat. MPEGs are ften playable with a brwser plug in r a player such as Windws Media Player..wmv.pdf Indicates a mvie clip in the WMV frmat, which is a Windws nly frmat. Indicates a dcument in PDF frmat. Yu can typically pen it frm within yur brwser using an Adbe plug in. Autmatic Address Cmpletin The autcmplete feature suggests names as yu type int the T, Cc, and Bcc fields in a new message. A list f pssible addresses frm yur cntacts list that start with the text yu typed is displayed. As yu cntinue t type int the T field, the list f matching addresses becmes smaller as fewer matches are available. The list disappears if there are n matches. The autcmplete feature matches the text yu type against the fllwing: First name Last name Email address Fr example, yu want t send an email message t David Brinks, whse email address is dbrinks@acme.cm. When yu type D int the T field, a list appears shwing all pssible matches, with the matching prtins highlighted. In this case, it might display: Dale Edwards <ded@acme.cm> David Brinks <dbrinks@acme.cm> Erica Ddd <erica878@xyz.cm> As yu type mre characters int the T field, the list f matches grws smaller. T cntinue the previus example, when yu type Da int the T field, the list wuld display: 53

Zimbra Web Client User Guide Dale Edwards <ded@acme.cm> David Brinks <dbrinks@acme.cm> Using Autcmplete When yur text matches ne r mre f yur cntacts, the matches are displayed in a list belw the field yu are currently editing. By default, the first match will be highlighted. Several keys yu can type trigger special behavir. The muse may als be used t select a match. The cmma, semicln, Return/Enter, and Tab keys all trigger cmpletin. The text yu have typed will be replaced by the currently selected match. ESC hides the list. The up and dwn arrw keys change the selectin in the list. Mving the muse cursr ver the list als changes the selectin. Clicking the muse n a match selects it fr cmpletin. T use a single key t quickly enter an address: 9. Type a few characters that will cause a certain cntact t be the first match. Fr example, type s t cause <Sam Sample> t be the first match. 10. Press a quick key. Fr example, press Enter r the semicln. The address appears. Saving Yur Wrk The Zimbra Web Client is a graphical user interface (GUI) that includes windws, buttns, and text entry fields. 54

Cmpsing and Sending Email With a GUI that uses Internet brwser technlgy t display and perate the user features, it is nt always pssible fr the applicatin t detect when yu have dne smething that yu might want t save. Within the ZWC, the fllwing rules apply: If yu are in the middle f cmpsing an email message, and yu click anther prtin f the Zimbra screen, yu are prmpted t save yur wrk. Yu can subsequently find the message in yur Drafts flder. Emails yu are cmpsing are peridically saved t yur Drafts flder by default. Yur administratr sets the frequency f the aut saves. Saving Messages Yu Send: The Sent Flder By default, a cpy f every email yu send is saved in the Sent flder. Yu can delete email frm the Sent flder at any time. T change the default t nt save a cpy f messages yu send: 1. Select the Preferences > Cmpsing tab. Select D nt save sent messages in the Sent Messages area. 2. Click. 55

Zimbra Web Client User Guide Replying t an Email Message Yu can reply t the sender f a message r yu can reply t the sender and all recipients f the message. Click this buttn in the tlbar t pen a new email cmpse windw with the T field ppulated with the name f the persn wh sent yu the riginal message. Click this buttn in the tlbar t pen a new email cmpse windw with the T, Cc, and Bcc fields ppulated with the names f all recipients f the riginal message. Use this ptin if yu want everyne wh received the riginal message t receive yur respnse. Bth ptins include the bdy f the riginal message in the reply. Hwever, attachments frm the riginal message are nt included in the reply. Depending n hw yu set yur user preferences, the text frm previus messages may have a character shwing the number f previus exchanges that have ccurred since this text was written. Fr example if the reply is part f an nging cnversatin, and yu have the ptin Include riginal message with this prefix set t use the > character, the text frm each part f the exchange is shwn with angle brackets: > Previus message > > Message befre previus message > > > And s frth If the message is in a cnversatin, changing the Subject line will cause yur reply t appear in a new cnversatin. 56

Cmpsing and Sending Email T reply t a message: 1. Select the email yu want t reply t. 2. Click r in the cntrl bar. A new cmpse windw is displayed with the address(es) in the header and the riginal message in the bdy. 3. Type yur reply. 4. Click n the tlbar if yu want t change hw the riginal message is included in the reply. The ptins include: Dn t Include Original Message Include Original As Attachment Include Original Include Original With Prefix Include Last Message Only Yur default ptin is marked but yu can change it fr this email nly. 5. Click. If yu add yur signature autmatically t yur messages, yur signature is autmatically placed in the message accrding t the preference yu enabled: either at the end f all messages in the cmpse windw r at the end f the message yu cmpse, abve the quted text. Frwarding an Email Message Yu can Frward an email message t smene else. Frwarding a message includes all file attachments, whereas Reply preserves the bdy text but des nt include the attachments. T frward a message: 1. Select the email yu want t frward. 57

Zimbra Web Client User Guide 2. Click n the tlbar. A cmpse windw pens. The text f the frwarded message appears in the bdy unless yu have chsen t frward messages as attachments using the Preferences > Mail tab. 3. Enter addressees in the T, Cc, r Bcc fields. 4. Add a few lines f new text at the tp f the message t let the recipient knw why yu decided t frward the message. 5. Click. Optinal Email Features There are several ptinal email features available when using the ZWC. Fr example, yu can: Create an email signature Frward yur Zimbra email t anther email address Custmize yur initial email page Email Signatures An email signature is clsing text included at the end f an email. A signature can include yur name and any additinal text r graphics allwed by yur email accunt. Cntact yur system administratr if yu have questins abut what is allwed by yur email accunt. Fr example, a signature culd read: Jhn Smith Vice President f Engineering Widgets Divisin Acme Crpratin, Inc. 303 555 1212 x111 jhn.smith@example.cm If yu create multiple email identities (als knwn as persnas), yu can create different signatures and assign them t specific addresses. Mre infrmatin n email identities and persnas is prvided in the Managing Email chapter. 58

Cmpsing and Sending Email T create a signature: 1. Use the Preferences > Signatures tab. 2. Type an identifiable name in the Signature Name field. Yu can create multiple signatures, s using an identifiable name here is imprtant. 3. Type the signature text exactly as yu want it t appear in the text bx. 4. Specify where yu want yur signature displayed in the Using Signatures sectin. Select Abve included messages t add yur signature at the end f the yur cmpsed, replied t, r frwarded text. Select Belw included messages t add yur signature at the end f the message. 5. Click Add Signature. T apply this signature as the default signature fr yur accunt name: 1. Use the Preferences > Accunts tab. 2. Select the signature name frm the Signature drp dwn menu at the bttm f the screen. 59

Zimbra Web Client User Guide Undeliverable Email Smetimes a message bunces, meaning it cannt be delivered fr a reasn such as: Recipient is nt a valid r existing email address. Verify that yu have the crrect email address. Recipientʹs email system rejects the email fr ne reasn r anther. Recipientʹs mailbx is full. If a message is rejected, yu will receive an undeliverable mail message that includes: At least part f the cntents f yur riginal message Sme system generated errr messages that prvide mre infrmatin as t why the email has bunced. Try t crrect the prblem and re send the email. If the email bunces due t a bad email address, but yu are certain that the address is valid: Cntact the recipients using ther means. Have the recipients reslve the issue with their system administratrs. Cntact yur administratr if: Every email message yu try t send is rejected. Email bunces with user unknwn r bad address messages fr addresses that yu used frm yur crprate address list. Yu start receiving bunce messages fr email yu did nt send. 60

Cmpsing and Sending Email Setting a Frwarding Address Yu can identify an email address t frward yur messages t and chse t retain the message in yur mailbx r autmatically delete the message when frwarded. T frward yur email: 1. Use the Preferences > Mail tab. Scrll dwn t the Receiving Messages sectin. 2. Type a cmplete frwarding address in the When a message arrives: Frward a cpy t field. 3. If yu want t autmatically delete the email frm yur accunt, enable Dnʹt keep a lcal cpy f messages. 4. Click. 61

Using Tags and Flders t Organize Yur Mailbx 4 Using Tags and Flders t Organize Yur Mailbx This chapter explains hw t Create and use tags Flag email messages Use flders Create custm flders Wrking with Tags Tags are yur persnal classificatin system fr email messages, cntacts, tasks, and appintments. Using tags is an aid fr finding items. Fr example, yu might have ne tag fr Immediate Turnarund and anther fr Medium Pririty. Sme f the advantages f tags include: Yu can srt email using tags. Yu can search fr a tag and all messages with that tag will be displayed, n matter what flder they are in. Yu can create as many tags as yu want. Yu can apply multiple tags t the same email message and cntacts. Creating Tags Yu can create a New Tag using any f the fllwing: 1. Right click Tags in the Overview pane, and select New Tag. 2. Select a message, click in the tlbar, and select New Tag. 63

Zimbra Web Client User Guide 3. Right click an item in a list view, chse Tag Message, and select New Tag. 4. Right click n Tags r a tag in the Overview pane and chse New Tag. T create a new tag using any f the previusly mentined methds: 1. Select New Tag. The Create New Tag dialg is displayed. 64

Using Tags and Flders t Organize Yur Mailbx 2. Type a name fr the tag in the Tag name field, and chse a tag clr frm the drpdwn menu. 3. Click. Tag names can have any character except the fllwing : (cln) / (frward slash) ʺ (duble qutes) The new tag is listed under Tags in the Overview pane and can be applied t any email messages r cntacts. Yu can assign multiple tags t a message. If a message has multiple tags, they are layered and multi clred. 65

Zimbra Web Client User Guide Assigning a Tag t Messages and Other Items Tagging is similar t flagging, except that yu can create and apply multiple tags t a single item t classify it under several categries simultaneusly. After yu create a tag, yu can apply it t cnversatins, messages, r cntacts. T tag an item using drag and drp: Drag and drp the tag frm the left hand Overview pane nt the item n the Cntent pane. T apply a tag t an item using menus: 1. Right click the item frm the Cntent pane. 2. Chse Tag Message (r Tag Cnversatin, Tag Cntact, etc.). 66

Using Tags and Flders t Organize Yur Mailbx 3. Chse the tag name frm the list that appears. Only tags nt already applied t the selected item are listed. T remve a tag frm an item: 1. Right click the item frm the list and chse Remve Tag. 2. Select the tag yu want t remve, r chse All Tags t remve all tags at nce. T apply/remve a tag t multiple items at nce: 1. Select all the items t be tagged using Cntrl Click r Shift Click. 2. Right click ver any ne f the selected items, and chse an existing tag, New Tag, r Remve Tag. T find tagged messages quickly: Click a tag in the Overview pane. All messages with the selected tag are displayed in the Overview pane. In the example belw, all messages with the Dem tag are displayed. 67

Zimbra Web Client User Guide T search fr tags, type ne f the fllwing int the Search field: tag: <"tag name">. Displays all tags with this name. tag: "clr". Displays all tags with this clr. Deleting a Tag T delete a tag: 3. Right click the tag name n the Overview pane. 4. Click Delete. Deleting a tag remves the tag frm any item that had that tag. The items themselves are nt deleted. 68

Using Tags and Flders t Organize Yur Mailbx Flagging an Email Message The flag icn in the message list is a yes/n indicatr that dentes whether the email message has been flagged. This can be used t indicate an actin needed item r t distinguish the message r cnversatin frm ther items f lesser imprtance. T turn the flag n: 1. Place yur cursr ver the flag clumn fr the message r cnversatin. The flag icn appears in a shadwed frm. 2. Click nce directly ver the flag icn. The flag icn appears in its active frm. T turn the flag ff: Click n an active flag. Using Flders: General Techniques There are tw types f flders in the ZWC: System flders. System flders cannt be mved, renamed, r deleted. Examples include the Inbx, Sent, and Trash flders. User defined flders. Yu can create flders t rganize yur email. Flders yu create are displayed in the Flders list in the Overview pane. Tp level flder names must be unique. The name cannt be the same as any ther tp level flder in yur email, calendar, r address bk flders. 69

Zimbra Web Client User Guide Creating a Custm Flder Yu can create custm flders. Custm flders can be created inside ther flders, including system flders. Yu cannt create tw flders with the same name within the same parent flder. Fr example, yu cannt have tw flders named Shpping inside yur Inbx flder, but yu culd have ne flder named Shpping inside yur Inbx flder, and anther ne with the same name inside the Sent flder. T create a new flder, either: 1. Click at the tp f the Overview pane, r Right click in the Overview pane in the flders list, and select New Flder. A Create New Flder dialg appears. 70

Using Tags and Flders t Organize Yur Mailbx 2. Type the flder name int the Name field. Select where t place the new flder. Either: Click Flders t have the new flder displayed at the tp f the list. Click an existing flder t place yur new flder within that flder. 3. Click. Renaming a Flder T rename a user-defined flder: 1. Right click n the flder, and chse Rename Flder. A Rename Flder dialg appears. 2. Type the new name fr the flder int the New name field. 3. Click. 71

Zimbra Web Client User Guide Flder names can have any character except: : (cln) / (frward slash) ʺ (duble qutes) Deleting a Flder T delete a user-defined flder, either: 1. Drag the flder t the Trash. In this example, the Zach s Frum Psts flder is being dragged t the Trash. 2. Right click the flder, and chse Delete. When yu delete a flder, its cntents are mved t the Trash. Yu can recver cntents frm the Trash by dragging and drpping them t anther flder. If yu want t save sme f the messages in a flder befre yu delete the flder, mve the messages t anther flder. 72

Using Tags and Flders t Organize Yur Mailbx The Trash flder is purged n a regular basis, which is set by yur administratr, s items in the Trash d nt stay there frever. 73

Create Filters t Autmate Email Handling 5 Create Filters t Autmate Email Handling This chapter explains hw t Create filters Understand the cnditins and actins f a filter Use wildcards when creating filters Email filtering allws yu t define rules t manage incming email. Filtering applies a set f rules t incming email and then executes a specified actin. Yu can filter yur incming email messages t: Srt them int flders Autmatically tag them Frward them Discard them Fr example, yu culd create rules as fllws: All email frm yur supervisr ges int yur Management Directives flder. All email frm the crprate events mailing list is tagged with the Events tag. All email frm a specific address ges int the Trash flder. Filter Cnditins & Actins Each filter rule cnsists f ne r mre cnditins and ne r mre actins. Cnditins Fr example, if yur supervisr sends yu emails frm mre than ne address, such as jane.smith@cmpany.cm r jane smith23@yah.cm, yu culd create ne filter called Supervisr which has tw cnditins, ne fr each email address. 75

Zimbra Web Client User Guide Cnditins include: Specific addresses in the Frm, T, Cc addresses in the email header Email messages that are under r ver a specific size. Size can be specified as B, KB, r MB Date is befre r after a specified date The presence r absence f file attachments Specify that addresses that are r are nt in yur Address Bk. Wrds r character strings in the subject r bdy f the email message All the cnditins allw yu t specify nt as a negative cnditin. Fr example, yu can specify email that des nt cntain a particular wrd. Yu can cmbine cnditins t search fr email with mre cmplex characteristics. Actins Each filter rule can specify ne r mre actins. Actins include: Leave the message in the Inbx (n actin) Mve the message t anther specified flder Tag the message Mark the message as read r as flagged Discard the message. This actin drps the email message silently, which means that the message des nt reach yur mailbx. It is nt the same as the Delete actin n yur menu. Deleting an item mves it t the Trash flder. Frward the message t a specified email address Check D nt prcess additinal filters t prevent the applicatin f any ther filter rules t email messages that match this current rule. If it is nt checked, subsequent filter rules are evaluated fr the email message even if the current filter is a match. Yu prbably dn t want t have the same message match mre than ne filter rule and underg multiple, perhaps cntradictry actins. 76

Create Filters t Autmate Email Handling Using Any and All Cnditins within a filter rule can be gruped using Any r All. The use f these terms is similar t And versus Or type searches, with Any being Or and All being And. Any. A message that meets any ne f the cnditins is cnsidered a match. All. Every cnditin specified in that filter rule must match in rder fr that message t match the filter. When Filters are Used All filters currently defined are listed n the Preferences > Mail Filter tab. The Active check bx allws yu t turn filters n r ff withut having t delete the filter rules. Each incming message is tested against yur active filter rules when it is delivered, and the filter actins are applied t matching messages at that time. Filter Order Filters are applied in the rder they are listed n the Mail Filters tab. Yu can change that rder at any time using and. The cnditins are used t test each email message. If the message meets the cnditins cllectively (using the Any r All designatin as specified in the filter rule), it is a match. The rder f the cnditins within each filter is nt imprtant. If the message matches the cnditins, all actins assciated with that filter rule are applied, in the rder in which they appear in the filter. Creating a Filter Yu can create a filter in tw ways: Using the Preferences > Mail Filters tab Using a message in the Inbx 77

Zimbra Web Client User Guide Creating a Filter frm the Mail Filters Tab T create a new filter using the Preferences > Mail Filters tab: 1. Select the Preferences > Mail Filters tab. 2. Click. The Add Filter dialg displays. 3. Type the name fr the rule int the Filter Name field. 4. In the If the fllwing cnditins are met area, chse a gruping preference. Any means that if any f the cnditins in the filter are met, apply the actin. All means that all f the cnditins in the filter must be met t apply the filter actin. Steps 5 11 can be repeated t set up multiple cnditins and actins within a single filter: 5. Select frm the first drp dwn list which part f the email t filter. Fr example, chse an email field, a prtin f an email message, r an email address. 78

Create Filters t Autmate Email Handling In the abve example, Subject is selected. Therefre, the Subject f all incming emails will be filtered. 6. Chse a cmparisn methd. The ptins shwn depend n yur chice in the previus step. In the abve example, cntains is selected. Therefre, the filter will lk fr Subjects that cntain certain text. 7. Enter a wrd r phrase t cmpare against in the text field. Fr example, enter Staff Meeting t filter all messages cntaining Staff Meeting in the Subject. 8. Click t add mre cnditins, if needed. Yu can cntinue t add mre cnditins r prceed t add ne r mre actins. 79

Zimbra Web Client User Guide 9. Chse an actin frm the drp dwn list in the Perfrm the fllwing actins area. In the abve example, Tag with is selected. Therefre, the filter will tag email messages with a Subject cntaining Staff Meeting. 10. Specify a flder r tag name, if necessary. What yu specify depends n the actin yu chse in the previus step. In the abve example, the Zimbra tag is selected. Therefre, all incming email messages that have a Subject cntaining Staff Meeting will be tagged with the Zimbra tag. 11. Check (upper right crner f Add Filter bx) t turn n the filter rule. 12. Click t add mre actins r click t finish. 80

Create Filters t Autmate Email Handling The filter will be applied autmatically t all new incming email messages as they arrive. Creating a Filter frm an Email Message T create a new filter frm an email message: 13. Right click n the message and chse New Filter. 14. The Edit Filter dialg displays with Frm, T, and Subject set with this infrmatin frm the email message. 15. If the filter cnditins are crrect, enter a name in the Filter Name field and click. Yu can change the cnditins and actins as necessary using the drp dwn menus in the Edit Filter dialg. 81

Zimbra Web Client User Guide Editing a Filter T edit a filter: 1. Select the Preferences > Mail Filters tab. 2. Click. The Edit Filter dialg displays. 3. Use the drp dwn menus and fields t edit the filter as necessary. 4. Click. Filter Cnditins and Actins Supprted This sectin describes the cnditins and actins supprted by ZWC filters. Filter rules are nt case sensitive, s the rules ignre capitalizatin. Cnditins Cmparisn fields include thse in the fllwing table. Cmparisn Field Frm T CC Descriptin Use this t specify a Frm name in an email message. Same as Frm, but lks fr specified names in the T header. Same as Frm, but lks in the Cc header. 82

Create Filters t Autmate Email Handling Cmparisn Field Subject Header Named Descriptin Lks in the messageʹs Subject header. When this ptin is selected, an additinal text input field appears befre the cmparisn peratr (the cntains prtin). This ptin allws yu t specify any email header. Yu can specify the standard fields f T r Frm and Date, Reply T, r ther custm fields that may be included in the message header. Yu culd use this ptin t filter ut email messages that have malfrmed headers, meaning they d nt cntain certain infrmatin that is nrmally cnsidered standard fr an email message. Smetimes spam, which is autmatically generated, mits infrmatin such as the Sender r Reply T fields. Use the secnd text field (the field immediately t the right f the cmparisn peratr) t specify the header t test fr. Size Date Bdy Attachments Address In Use this t select email messages that are larger r smaller than a specified size, including any file attachments. Yu can use this t discard email messages that are t large. Use this ptin t specify email messages sent befre r after a specified date. The ptins fr Bdy are Cntains and Des nt cntain. This allws yu t specify matching wrds in the bdy f the email. Yu cannt filter fr wrds in file attachments. Yu can filter fr email messages with r withut attachments. Tests fr an address in yur cntacts and allws yu t specify an address. 83

Zimbra Web Client User Guide Cmparisn peratrs include thse in the fllwing table. Cmparisn Operatr Matches exactly/des nt match exactly Descriptin Specifies an exact match. Fr example, specifying Subject matches exactly Banana wuld nly match Banana and nt Bananas r A truck full f banana leaves. Cntains/des nt cntain Specifies that the subject line must cntain the specified substring. Fr example, specifying Subject cntains Banana wuld match Iʹm ging bananas. Matches wildcard cnditin/des nt match wildcard cnditin Specifies that the subject must match the specified string, which includes wildcards. Fr example, specifying bana* wuld match banana and banana tree but nt free bananas. The wildcard * is a character used in the email filter cmparisn field t represent ne r mre characters in the filter. Exists/des nt exist Under/nt under, ver/nt ver Befre/nt befre, after/nt after In/nt in Matches if the specified field is present in the message. Used with the Header Named and Attachment fields. Used fr cmparisn against the Size field. Used fr cmparisn against the Date field. Used t test fr presence f an address in yur cntacts. 84

Create Filters t Autmate Email Handling Actins Available actins include thse in the fllwing table. Actin Keep in Inbx File int Flder Discard Frward T Stp Evaluatin Mark Tag with Descriptin Saves email t Inbx. If nne f the filter rules match an email message, this actin takes place by default. Mves the email t a specified flder. Deletes the email message withut delivering it. The message is nt in any f yur flders, nt even Trash. Frwards email t the address yu specify. This actin prevents subsequent filter rules frm being applied t any message that matches the current ne. Select as Read r as Flagged. Yu can tag matching messages with a selected tag. 85

Zimbra Web Client User Guide Multiple Actins A filter rule can specify multiple actins. The cmbinatins f actins are interpreted as described in the fllwing table. Multiple Actin Discard Stp Evaluatin File int flder Tag/Mark Keep in Inbx Descriptin If cmbined with ther actins, discard is ignred and the ther actins take place. Actins specified after this ne are ignred. Multiple file int actins results in multiple cpies f the message being stred in different flders. If a specified flder des nt exist, the message is saved t the Inbx. These actins apply t the message returned frm the nearest preceding actin. In the case f multiple file int actins, this culd result in sme cpies f the message stred withut a tag, and thers stred with a tag. Multiple keep actins can be specified, but nly ne cpy f the message is saved t the Inbx. Filter Wildcards Wildcards can be used in cmparisns that use the Matches pattern cmparisn peratr. The tw wildcard characters are * and? Asterisk (*) The asterisk is a placehlder fr zer r mre characters f any type. Example Subject line search string: banana*flat Match Subject lines such as bananaflat, bananas, banana leaf casserle flat but nt superbanana flat 86

Create Filters t Autmate Email Handling Subject line search string: w*bandanna Subject lines such as white bandanna r whse bandanna but nt whse bandanna is this? Questin Mark (?) The questin mark is a placehlder fr exactly ne character. Example Subject line search string: banana?bat Match Subject lines such as bananasbat, bananabat, banana!bat, r banana bat Escape Character is Slash: \ There may be times that yu want t specify an exact match n a string that cntains characters that nrmally are cnsidered wildcards. Fr example, yu might want t specify a match n a subject line where the main heading is surrunded n bth sides by three asterisks, such as: ***MORE MONEY!!!*** ***FREE GIFT*** T specify a wildcard as itself rather than a substitutin fr ther characters, use the backslash \ immediately befre the character. Fr example the cmparisn string \*\*\**\*\*\* specifies a subject with three asterisks befre and after any string in the middle (including spaces). 87

Custmizing Yur Email Features 6 Custmizing Yur Email Features This chapter explains hw t Set up new mail ntificatin Create away messages Manage yur accunt identities Change yur default time zne The ZWC ffers several email features that yu may chse t use when managing yur mailbx. The advance email features include: New Email Ntificatins. Send email t anther email message t ntify yu when yu receive email in yur Zimbra mailbx. Away Messages. Send ut f ffice aut reply messages when yu are away. Persnas/Other Email Identities. Create separate email identities, als called persnas, t manage different types f email. Fr example, yu can create a business persna fr yur business email and a persnal persna fr yur persnal email. External Accunts. Cnfigure yur Zimbra mailbx t check email at ther, external email addresses. RSS Feeds. Create a flder t receive RSS (Really Simple Syndicatin) feeds directly int yur Zimbra mailbx. Mailbx Qutas. Manage the size f yur Zimbra mailbx, s yu d nt exceed yur quta. Setting a New Email Ntificatin Yu can cnfigure yur email ptins t ntify yu at anther email address when yu receive email t yur Zimbra mailbx. This feature may be useful if yu d nt receive a lt f email 89

Zimbra Web Client User Guide t yur Zimbra accunt, but when yu d receive email, itʹs imprtant enugh t require a timely respnse. T set ntificatin: 1. Select the Preferences > Mail tab, and scrll t the Receiving Messages area. Check Send a ntificatin message t. 2. Enter the email address. 3. Click. Creating an Away Message This feature is als knwn as an ut f ffice aut reply message. Yu can set an away message that autmatically replies t peple wh send yu messages when yu are ut f the ffice fr an extended perid f time. The aut reply message is sent t each recipient nly nce, regardless f hw many messages that persn sends yu during the designated vacatin perid. T set an away message: 1. Select the Preferences > Mail tab, and scrll t the Receiving Messages area. 90

Custmizing Yur Email Features 2. Check Send aut reply message. 3. Enter the message t be sent in the text bx, such as the message shwn abve. 4. Click. Remember t turn ff the away message when yu return. T turn ff the away message, uncheck Send aut reply message. The away message is disabled immediately. Managing Yur Accunt Identities There are tw different aspects t accunt identities in ZWC: Accunt identities. These are als knwn as persnas, within yur Zimbra accunt External accunts. These are ther email accunts yu may have besides yur Zimbra accunt When yu send new email r reply t r frward an email message, ne identity is always assciated with the email. This is the default identity r persna created as yur accunt name and is used unless yu set up different identities. Creating different accunt identities, called persnas, allws yu t use multiple email addresses frm yur mailbx. Yu might want t d this t manage different rles in yur jb and persnal life frm this single email accunt. 91

Zimbra Web Client User Guide Yu can als add external accunt addresses t yur Zimbra accunt t retrieve email frm yur ther POP accunts. Yu can cnfigure the external accunt settings s that when yu reply t thse messages, a specific address is shwn in the Frm field. If yu have set up mre than ne persna r added external accunts, when yu pen a new cmpse windw, yur identities are listed in the Accunt field in the header. Creating a Persna Creating different persnas allws yu t use multiple email addresses frm yur mailbx. Fr example, yu culd use yur default persna fr yur business email crrespndence and yu can create a new persna fr yur persnal email crrespndence. T create a persna: 1. Select the Preferences > Accunts tab. Yur default accunt infrmatin is shwn at the tp f the tab. 2. Click. A new accunt name appears, and the Persna Settings area appears. 92

Custmizing Yur Email Features 3. Cmplete the fields in the Persna Settings area, as shwn n the next page. 4. Click n the tlbar t save yur new persna. Cmplete the fields in the Persna Settings area, as shwn in this example where a Training Persna is created t manage all emails related t training. 5. Enter a name fr this persna in the Persna Name field. This is the name used t identify the persna in the Frm list when yu are cmpsing an email. It des nt appear in the email message. 6. Specify the Frm infrmatin fr this persna: Type the name that shuld appear in the Frm field f yur utging email messages. This is the friendly name that is shwn befre yur email address. Select the email address frm which t send messages int the secnd field. If this field is nt editable, yu d nt have additinal external accunts identified. 7. T direct replies t emails frm this persna t a name and address different frm that which yu cnfigured in Frm. Check Set the Reply t field f email messages t. 93

Zimbra Web Client User Guide Enter the name and address that shuld receive replies fr this identity. Fr example, replies t training messages shuld be sent t Team Training at training@yah.cm. 8. Select a signature fr this persna using the Signature drp dwn menu. If yu have nt created the signature, yu can cme back and edit this persna later. If yu d nt want the signature t be applied autmatically, select D Nt Attach Signature frm the menu. 9. T autmatically use this persna when replying t messages sent t a specific email address, r when frwarding messages frm that address: Check When replying r frwarding messages sent t. Type the email address(es) in the field. If yu are entering mre than ne email address, separate addresses with either a cmma r a semi cln. 10. T autmatically use this persna when replying t messages in a specific flder, r when frwarding messages frm this flder: Check Replying t r frwarding messages in flder(s). Click the flder icn t select ne r mre flders frm the list f existing flders r t create a new flder. If yu are selecting mre than ne flder, separate the flder names with either a cmma r a semi cln. T create a signature fr use with this persna, use the Preferences > Signature tab. Refer t Email Signatures in Chapter 3 fr instructins n creating email signatures. Retrieving Email frm an External Accunt Using ZWC, yu can link yur external email accunts t yur Zimbra mailbx. Then, yu can retrieve email frm yur external accunt(s) in yur ZWC, instead f lgging int each external accunt separately. When yu set up yur external accunt n ZWC, yu can: Specify where the messages will be saved 94

Custmizing Yur Email Features Create a persna t be used when yu reply t r frward a message received frm that external accunt Infrmatin Yu Need When yu set up yur external accunt yu need t knw the fllwing details. Yu may need t cntact yur email prvider fr this infrmatin. Accunt type. This is the type f email yu service prvider uses: POP r IMAP. User name n the accunt. This is the user name assciated with this email accunt. Smetimes yur user name is the part f yur email address befre the @ and ther times it is yur full email address. Email server. This is the server name fr yur external accunt. Advanced settings. Yur prvider shuld let yu knw if they d nt use a standard IMAP (143) r POP (110) prt. Enable Use an encrypted cnnectin (SSL) when accessing this server when yu need t cnnect securely t the external server. The prt numbers will change. Receiving Messages frm Yur External Accunt When yu retrieve yur external email messages, the messages and attachments are saved t the flder yu specify when yu cnfigure yur accunt infrmatin. Messages frm yur external accunt(s) are nt autmatically received in yur Zimbra Web Client accunt. T check fr email frm yur external accunt(s): If yu cnfigured the Inbx t be the flder t save the external accuntʹs messages, click n the tlbar. Yur Inbx flder is updated with all new messages including messages frm yur external accunts. If yu cnfigured anther flder fr yur external accunts, select that flder and click the buttn n the tlbar. Messages are delivered t yur flder. If yu cnfigured anther flder fr yur external accunts, right click the flder. The menu has a Get External Mail ptin. Select this ptin t receive messages. 95

Zimbra Web Client User Guide Adding an External Accunt T add an external accunt t yur ZWC accunt: 1. Select the Preferences > Accunts tab. Yur default accunt and persna infrmatin is shwn at the tp f the tab. In this example, a persna has already been created. 2. Click. A new external accunt name is added t yur accunts, and the External Accunts Settings area appears. 3. Cmplete the fields in the External Accunts Settings area, as shwn n the next page. 4. Click n the tlbar t save the external accunt settings. 96

Custmizing Yur Email Features 5. Enter the exact email address f the external accunt in the Email Address field. 6. Enter a name t identify this accunt int Accunt Name field in the External Accunt Settings sectin. Yu can select this accunt name frm the Frm address list when yu cmpse new email messages. 7. Check the Accunt type: POP r IMAP. 8. Enter the name f this email accunt int the Username f Accunt field. 9. Enter the email server hst name int the Email server field. 10. Enter the passwrd yu use t lg n t this external accunt in the Passwrd field. T see that the passwrd yu typed is crrect, check Shw passwrd. 11. If yu service prvider uses a different prt then the default, change it in the Advanced Settings area. If yu use a secure cnnectin, enable Use an encrypted cnnectin (SSL) when accessing this server. 12. Select where the messages shuld be saved using the Dwnlad messages t sectin. The default is t create a new flder and enable it t receive the messages. But if yu want the messages in yur Inbx, select Inbx. 13. Enable Delete messages n the server after dwnlading them if yu want the message deleted frm yur external accunt when it is sent t yur ZWC accunt. 14. Type the name that shuld appear in the Frm field f yur utging email messages (fr example, Jhn). This is the friendly name that is shwn befre yur email address. 15. Check Reply t if replies shuld be sent t a name and address different frm that which yu cnfigured in Frm. Enter the name and address that shuld receive replies fr this identity. Fr example, replies t training messages sent by Jhn shuld be sent t Team Training at training@example.cm. 16. Select a signature fr this external accunt using the Signature drp dwn menu. If yu have nt created the signature, yu can cme back and edit this external accunt later. If yu d nt want the signature t be applied autmatically, select D Nt Attach Signature frm the menu. 17. Click n the tlbar t save yur new external accunt settings. 97

Zimbra Web Client User Guide T create a signature fr use with this external accunt, use the Preferences > Signature tab. Refer t Email Signatures in Chapter 3 fr instructins n creating email signatures. Subscribe t an RSS Yu can subscribe t Web sites that prvide yur favrite RSS (Really Simple Syndicatin) and pdcast feeds t send updated infrmatin directly t yur mailbx. Yu need t knw the URL fr the RSS befre prceeding. T subscribe t an RSS feed: 1. Click abve the Flders heading in the Overview pane. Yu must create a separate flder fr each RSS feed. The Create New Flder dialg appears. 98

Custmizing Yur Email Features 2. Type the name f the RSS feed flder in the Name field. 3. Check Subscribe t RSS/ATOM feed. The URL field is displayed in the dialg. 4. Enter the URL fr the feed in the URL field. 5. Select where t add the RSS feed flder in the flder menu. If yu chse the rt flder, the new flder is displayed at the highest level in yur flder view, which is the same level as yur Inbx flder. 6. Click. The new flder, with the RSS feed icn, displays as the flder in yur Overview pane. The feed is autmatically sent t the flder in yur Zimbra mailbx. 7. Open the RSS flder. The cntent is displayed in the Cntent pane. 99

Zimbra Web Client User Guide 8. Click in the tlbar t update the cntent. Mailbx Qutas T keep disk and resurce usage t a manageable level, yur administratr may enfrce qutas t limit the amunt f disk space yur mailbx can cnsume. The display banner under yur name in the shws a bar shwing hw much f yur quta yu have used. If yu are ver quta, the fllwing things may happen: Yu receive an email ntificatin. Yur email interface displays a ntificatin when yu lg in. Email sent t yu may be returned (bunced), alng with a ntificatin that yur mailbx is full. T reduce the size f yur mailbx: Delete ld messages that are n lnger needed. Lk fr and delete messages with large file attachments. Save the file attachments lcally if yu want t preserve them. Delete Dcuments ntebks, pages, images and attachments that are n lnger needed. Empty the Trash and/r Sent flders. 100

Custmizing Yur Email Features Zimbra als supprts autmatic purging f messages that are ver a certain number f days ld. Yur administratr sets the plicy fr when messages are purged, hw ld they have t be, and which flders are purged. Changing Yur Default Time Zne Change the default time zne fr yur mailbx using the Lgin Optins area f the Preferences > General tab. The default time zne setting that is displayed in this tab is used t lcalize the time fr received messages and calendar activities in the standard web client. The advanced web client uses the the timze zne setting n the cmputer as the time stamp fr received messages and calendar activities, nt the time zne setting in the General tab. 101

Managing Yur Address Bks 7 Managing Yur Address Bks This chapter explains hw t View yur address bks Add new cntacts t specific address bks Add names t email frm yur address bks Add cntacts autmatically t yur address bks Create grup cntact lists Imprt r exprt yur address bk Yur email administratr can set a maximum limit fr the number f entries yu can have in all f yur address bks. When yu reach this maximum, yu cannt add any mre cntacts. Hwever, yu can delete unused cntacts t free up space. When yu cmpse an email, the aut cmplete feature displays a list f names frm yur address bks that match the text yu are typing. The Emailed Cntacts address bk is ppulated autmatically when yu send an email t a new address that is nt in ne f yur ther address bks. Yu can disable this feature by remving the check frm Enable aut adding f cntacts n the Preferences > Address Bk tab. Viewing Yur Cntact Infrmatin Yu can view the cntact names in a list r as detailed cards. The Cntact List view is a vertical list f all f yur cntacts. 103

Zimbra Web Client User Guide The Detailed Cards view shws all the infrmatin yu entered n the cntact frm. T change the view fr ne sessin, use the View drp dwn menu n the tlbar. T change the default view fr Address Bks: 1. Select the Preferences > Address Bk tab. 2. Select an ptin frm the Default View drp dwn menu in the Optins area. 104

Managing Yur Address Bks When yu pass yur muse cursr ver an address, a tl tip displays the full email address assciated with that name. If the name is already in an address bk, bth cntact infrmatin is displayed. If the name is nt in ne f yur address bks, nly the email address is displayed. Adding a New Cntact Yu can add a new cntact in tw ways: Using n the tlbar. Right clicking a name in a message header and chsing Cntacts. When yu add a new cntact, yu: Enter the name, phne, and cmpany infrmatin Select hw yu want t file the cntact in yur list Enter up t three email addresses and three mailing addresses Adding a new cntact frm the tlbar 1. Click the arrw next t n the tlbar, and select New Cntact. 105

Zimbra Web Client User Guide The New Cntact frm pens. 2. Enter the cntact infrmatin, and uplad a pht f this cntact, if desired. 3. Click n the tlbar. Adding a new cntact frm an existing email message: 1. Open the email message, the header is displayed in gray at the tp f Message the Detail pane. Yu can add email addresses frm the Sent By, T, Cc, and Bcc fields. 106

Managing Yur Address Bks 2. Right click the name t add t yur cntact list and chse Add t Cntacts. 3. The New Cntact frm pens pre ppulated with whatever infrmatin was available frm the email header. Add additinal infrmatin and check the preppulated fields fr accuracy. 107

Zimbra Web Client User Guide 4. Select the fllwing: With File As, select hw yu want t file the name. The default is t file the cntact by last name, first name. With Address Bk select the address bk t which yu want t save the name. 5. Click n the tlbar. Adding Names t Email frm an Address Bk When cmpsing an email, yu can select email addresses frm yur address bks. Cmpany Address Bk Within yur rganizatin, yu may nt always knw the crrect email address t use. Fr example Je Smith at Acme culd variusly be je@acme.cm, jsmith@acme.cm, r js123@sales.acme.cm. A cmpany address bk (als knwn as a Glbal Address List), is usually available t everyne in the cmpany t help identify email addresses. T add names frm an address bk t a new email message: 1. Click n the tlbar t pen a new message. 2. Click T. An address selectin dialg appears. Cmplete the remaining steps as described n the next page. 108

Managing Yur Address Bks 3. Select an address bk frm the Shw names frm list. In the example abve, Cntacts is selected. The graphic belw shws sme ptins in this menu. 4. Enter a name r prtin f a name in the Search field n the left. 5. Click Search. A list f names and email addresses appears n the left. In this example, Sam Sample is displayed because it matches the sa entered int the Search field. 6. Select a name t add it t the recipients list n the right. 7. Click the T, Cc, and Bcc buttns t determine where the name will appear when the message is addressed. Click the desired buttn befre mving the name acrss. Use the Remve buttn t remve a name frm the recipients list n the right. 8. Repeat the search as needed until all names have been added. 9. Click. 109

Zimbra Web Client User Guide Adding Cntacts Autmatically Using the Preferences > Address Bk tab, yu can select the Add new cntacts t Emailed Cntacts ptin t autmatically add email addresses frm yur email messages t yur Emailed Cntacts list. With this feature enabled, any time yu respnd t a message that includes an email nt in yur address bks, the address is autmatically added t yur Emailed Cntacts address bk. The Email Cntact address bk lets yu keep a separate miscellaneus address bk frm ther address bks with randm addresses. Creating a Grup Cntact List The Grup Cntacts feature allws yu t create cntact lists, als knwn as email aliases, that cntain multiple mailing addresses. When yu select a grup cntact name, everyne whse address is included in the grup list is autmatically added t the address field f the message. The icn indicates that a cntact name is a grup cntact. 110

Managing Yur Address Bks T create a grup cntact list: 1. Right click n the tlbar and select New Cntact Grup. The New Cntact Grup frm is displayed. 2. Type the name fr this Cntact Grup int the Grup Name field. 3. Select the address bk t which yu want t add this Cntact Grup frm the Address Bk drp dwn menu. 4. T add members t this grup: Type a name int the Find field. Select the address bk yu want t search using the in drp dwn list. 111

Zimbra Web Client User Guide Names that match yur entry are listed in the bx belw the Find field. 5. Select the names t enter and click Add r Add All. The names are added t the Grup Members list. 6. Yu can als type email addresses directly in the Grup Members list bx. Separate addresses with either a cmma (,) r a semicln (;), r using Return. 7. Click n the tlbar. The new grup cntact is added t yur address bk. Imprting an Address Bk Yu can imprt cntact lists and address bks that are saved in a cmma separated (.csv) text file frmat. T imprt an address bk: 1. Select the Preferences > Address Bk tab. 2. Click Brwse in the Imprt / Exprt area t lcate the.csv file t imprt. 3. Brwse t the.csv file yu want t imprt. 4. Duble click the.csv file in the File Uplad dialg. 5. Click Imprt.CSV File. The Chse Address Bk dialg appears with a list f yur address bks. 6. Select the address bk t imprt int r create a new address bk. 7. Click OK. 112

Managing Yur Address Bks Depending n the size f the.csv file, imprt may take a few minutes. When the imprt is cmplete, the Status Bx shws the number f cntacts successfully imprted. Cntacts are alphabetized by last name. Exprting an Address Bk Yur address bks are exprted and saved in a cmma separated (.csv) text file frmat. T exprt an address bk: 1. Select the Preferences > Address Bk tab. 2. Click Exprt as.csv File. The Chse Address Bk dialg appears with a list f yur address bks. 3. Select the address bk t exprt. 4. Click OK. An Opening Cntacts.csv dialg appears. 113

Zimbra Web Client User Guide 5. Check Save t disk and click OK. 6. Select where t save the file and enter a file name. The default name is Cntacts.csv. 7. Click Save. Printing a Cntact Name r Address Bk Yu can print a cmplete address bk r just print the infrmatin fr ne cntact. T print frm address bks: 1. Select an Address Bk a 2. T print, either: Select a specific cntact name and click the Print icn. Click the arrw next t the print icn and select Print Address Bk. Fr Grup Cntact lists, if the list is lng, nly the first few names n the list are printed and Mre... displays, t let yu knw that there are additinal names that were nt printed. 114

Managing Yur Address Bks Editing Cntact Infrmatin T pen a cntact fr editing: 1. Frm the Cntacts area, right click the cntact t be mdified and chse Edit Cntact. The Edit Cntact frm appears. 2. In the Edit Cntact frm, make any changes. 3. Click t cmmit yur changes. 115

Zimbra Web Client User Guide T mve a cntact t anther address bk: 1. Frm the Cntacts area, right click the cntact t be mdified and chse Edit Cntact. 2. Select the address bk where yu want t mve the cntact using the Address Bk drp dwn menu. 3. Click. Deleting Cntacts Any cntact lists yu create can be deleted. Cntacts can be deleted in ne f three ways: Frm an address bk, select the cntact t be remved, and click n the tlbar. Drag the cntact name t the Trash flder. Right click n the cntact and select. When cntact names are deleted, they n lnger appear in yur address bk and infrmatin is nt available frm the name tl tips fr the address aut cmpletin r frm the address search dialg in the email cmpse windw. If yu delete a cntact that was autmatically added t yur address bk, the cntact is mved t the Trash flder. Yu cannt add the name back t yur address bks until yu delete the cntact frm the Trash flder. 116

Managing Yur Address Bks Sharing Yur Address Bks Yu can share any f yur address bks. This is useful if yur address bks are fr specific categries f cntacts and what ther users t have access t the names. Depending n the rle yu assign t the grantee, the shared cntacts list can be view nly r can have full access privileges t edit, add, and delete names. T learn mre abut hw t share yur address bks, see Chapter 15, Sharing Yur Accunt Items. 117

Managing Yur Calendar 8 Managing Yur Calendar This chapter explains hw t Chse a calendar view Create calendars View multiple calendars Imprt and exprt yur ical calendars Print a calendar Delete a calendar The Zimbra Calendar lets yu track and schedule yur appintments, meetings, and events. Displaying the Calendar View T pen the Calendar view, select the Calendar tab in ZWC. The Wrk Week view is the default and is displayed when Calendar is pened the first time. Yu can change which view is displayed when Calendar is pened frm the Preferences > Calendar tab. Yu can change yur view frm the Calendar tlbar, t see activities fr a day, wrk week, full week, r mnth. Changing the Calendar view frm the tlbar nly changes the view fr that sessin. Creating a Calendar One calendar is created fr yu, and yu can create additinal calendars t keep track f different type f functins. Fr example, yu can create ne calendar fr wrk, ne fr persnal appintments, and ne fr cmpany activities. Use the Schedule view the see calendars side by side. 119

Zimbra Web Client User Guide T create a calendar: 1. Select the Calendar tab in the ZWC. 2. Either: Right click Calendars in the Overview pane and select New Calendar. Right click n the tlbar and select New Calendar. The Create New Calendar dialg appears. 3. Type the name f the calendar int the Name field. 4. Select a clr fr displaying the Calendar s activities using the Clr menu. 120

Managing Yur Calendar 5. Select the ther ptins if necessary: Exclude this calendar when reprting free/busy times. The appintments n this calendar will nt be displayed when yu view free/busy times. Synchrnize appintments frm remte calendar. When yu select this ptin, a URL field appears. Enter a valid ical file URL fr the remte calendar. 6. Click OK. The new calendar displays in the Calendar list. 121

Zimbra Web Client User Guide Adding Clr t a Calendar Yu can clr cde calendars in yur mailbx s that activities fr that calendar always display in the selected clr. When yu are lking at activities frm all calendars in ne view, the clr signifies activities n different calendars. There are eight clrs available, and yu can use a clr mre than nce. The abve shws that gray, green, pink, and red calendars have activities n February 21, and the pink calendar has an all day event. T select a clr fr a calendar: Select a clr when yu create a calendar. Select a clr when yu accept a calendar t share. Edit the calendarʹs prperties t change the clr. Viewing Multiple Calendars All f yur calendars, including shared calendars, are visible in yur Calendar list. Each calendar has a check bx t the left f its name. Check the bxes fr the calendars yu want t view. 122

Managing Yur Calendar The Wrk Week view is displayed by default, as shwn abve. Yu can change yur view: Fr this sessin nly by clicking ptins n the Calendar tlbar. Fr the default view using the Preferences > Calendar tab. The views are as fllws: is ne dayʹs activities. displays Mnday thrugh Friday activities. displays seven days f activities. Select which day is the first day f the week view using the Preferences > Calendar tab. displays a mnthʹs activities. displays each calendar in a separate clumn. 123

Zimbra Web Client User Guide The All clumn is a clr cded free/busy indicatr fr the viewed calendars. White indicates n activity. The deeper the red in this clumn, the mre verlapping appintments. Mve the muse ver the All clumn fr tl tips that shw which calendars have activity scheduled within a time perid. Imprting Yur ical Calendar Yu can imprt icalendars (ical) calendars that are saved in the.ics frmat. icalendars are the standard fr calendar data exchange ver the Internet, and.ics is the standard frmat fr icalendar infrmatin. T imprt an ical calendar: 1. Select the Preferences > Calendar tab. 2. Scrll dwn t the Imprt / Exprt area. 3. Click Brwse t lcate the.ics file t imprt. 4. Click Imprt. If yu want t add this calendar t an existing calendar, select the calendar t imprt int. Yu can als create a new calendar. 5. Click OK. Depending n the size f the.ics file, the imprt may take a few minutes. Exprting Yur ical Calendar Yu can exprt calendars in the.ics frmat. 124

Managing Yur Calendar T exprt an ical calendar. 1. Select the Preferences > Calendar tab. 2. Scrll dwn t the Imprt / Exprt area. 3. Click Exprt as.ics File. The Chse Flder dialg appears. 4. Select the calendar t exprt. 5. Click OK. The Opening training calendar.ics dialg appears. 6. Click Save t Disk and click OK. 125

Zimbra Web Client User Guide 7. Select where t save the file and enter a file name. 8. Click Save. Sharing Yur Calendars Yu can share yur calendars with ther peple in yur ffice, with external guests, and with the public. This can be useful if yu maintain different calendars and want thers t knw yur schedule. When yu share yur calendars 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 calendar, r viewer, which gives read nly access. External guests and the public have read nly access. T learn mre abut hw t share yur calendars, see Chapter 15, Sharing Yur Accunt Items. Printing a Calendar Yu can print individual calendars in any f the views. The printed schedule includes present and previus mnth calendar and meetings displayed per day. If yu view mre than ne calendar and then print that view: All schedules are cmbined n ne calendar. The printed calendar des nt specify the calendarʹs name. T print a calendar: 1. Display any calendar view. 2. Click n the tlbar. Yur printer dialg appears, and the Calendar view t be printed displays. The example belw is a Day view. 126

Managing Yur Calendar 3. Click OK n yur printer dialg. Clse the Calendar Print view. Deleting a Calendar Yu can delete any calendar in yur Calendars list, except yur default calendar. T delete a calendar: 1. Right click n the calendar t be deleted. 2. Click Delete. The Cnfirmatin dialg appears. 3. Click Yes. The calendar is immediately deleted. There is n und. Hwever, the meetings that were created frm this calendar are nt autmatically deleted frm invited attendeeʹs calendars 127

Scheduling Appintments, Meetings, and Events 9 Scheduling Appintments, Meetings, and Events This chapter explains hw t Create an appintment, meeting r event Use QuickAdd t quickly create an appintment Create recurring appintments r meetings Change an appintment r meeting Turn a message r a cntct int a meeting request Respnd t an invitatin Activities yu schedule n a calendar are either appintments, meetings, r events. Appintments. An appintment is an activity withut ther peple. When yu schedule an appintment, n email is sent t cnfirm the appintment. Yu can set recurring appintments. QuickAdd can be used t quickly create an appintment. Meetings. Meetings are appintments that include ther peple. When yu create a meeting, yu select attendees and send an email invitatin t them. Yu can reschedule meetings and set up recurring meetings. Events. An event is an activity that lasts all day. Events d nt display as time n the calendar they appear as banner at the tp f the calendar schedule. All three types f activities can be entered in several ways. Yu can schedule an appintment frm any calendar view. Creating an Appintment r Meeting There are several ways t create an appintment in the ZWC: Using the QuickAdd Appintment dialg. Using the Appintment Details tab. Dragging and drpping a message frm the Inbx t the mini calendar. 129

Zimbra Web Client User Guide A meeting includes ther attendees. An appintment is scheduled fr yurself nly. The steps t create appintments and meetings are the same with the exceptin f scheduling attendees this step is nt perfrmed fr appintments. Therefre, fllw the steps in this Participant Guide fr bth creating appintments and creating meetings. Opening the Appintment Details Tab T use the Appintment Details tab t create an appintment: On the tlbar, click the arrw n and select New Appintment. This ptin is available frm the New menu in any view, except the Preferences view. This actin pens the Appintment Details tab. 130

Scheduling Appintments, Meetings, and Events Opening the QuickAdd Appintment Dialg The fllwing three methds pen the QuickAdd Appintment dialg. Right click n either the mini calendar r the start time in ne f the calendar views. Yu can select t create a New Appintment r a New All Day Appintment. Within an email message, certain text is interpreted as a date and triggers the ability t right click t create an appintment. Text such as tday, tmrrw, a day f the week, r an exact date are highlighted in messages. Hver the muse ver this type f text t see if yu have an appintment scheduled. Click n the highlighted text t pen yur calendar. Enter appintments directly n the calendar. In any calendar view, except Mnth, either: 131

Zimbra Web Client User Guide Click n the start time and drag thrugh the end time. Duble click the start time. The QuickAdd Appintment dialg pens. Creating a QuickAdd Appintment All f the ptins previusly described pen the QuickAdd Appintment dialg. 132

Scheduling Appintments, Meetings, and Events T create an appintment using the QuickAdd Appintment dialg: 1. Specify the fllwing infrmatin: Subject. Brief descriptin f the meeting. The text added here becmes the descriptin in the calendar. Lcatin. Where is the meeting? If the lcatin is in the cmpany directry, when yu start t type, lcatins that match are listed. Yu can als g t the Find Lcatins tab t search. Shw As. Determine yur Free/Busy ptins fr this appintment. This infrmatin displays n the Schedule Attendees page.. Calendar. Shw all calendars in yur Calendar List. The first calendar displayed is yur riginal Calendar. 133

Zimbra Web Client User Guide Mark as. Mark an appintment as private r public. Details abut events that are marked private d nt display in a granteeʹs shared calendar. Only the start and end time, duratin, reccurrence infrmatin, and the rganizerʹs identity are shwn in the shared calendar. Start Time and End Time. Define the start and end day and time. Repeat. Define hw ften this appintment ccurs. Mre Details. Opens the Appintment Details tab if yu want t specify additinal appintment infrmatin, such as Attendees and Resurces. This is ptinal. Use f the Appintment Details tab is described next. 2. Click. Creating a Meeting Using the Appintment Details Tab This sectin describes hw t schedule a meeting using the Appintment Details tab, including using the fllwing: Details area Time area Find Attendees tab Schedule tab Find Lcatins tab Find Resurces tab 134

Scheduling Appintments, Meetings, and Events T schedule a meeting frm the Appintment Details tab: 1. Click the arrw n in the tlbar and select New Appintment. This ptin is available frm the New menu in any view, except the Preferences view. The Appintment Details tab appears. 2. Specify the fllwing infrmatin in the Details area: 135

Zimbra Web Client User Guide Subject. Brief descriptin f the meeting. The text added here becmes the descriptin in the calendar. Lcatin. Where is the meeting? Either: Type the lcatin. If the lcatin is in the cmpany directry, when yu start t type, lcatins that match are listed. G t the Find Lcatins tab. Use f the Find Lcatins tab is described later in this chapter. Shw As. Determine yur Free/Busy ptins fr this appintment. This infrmatin displays n the Schedule Attendees page.. Mark as. Mark an appintment as private r public. Details abut events that are marked private d nt display in a granteeʹs shared calendar. Only the start and end time, duratin, reccurrence infrmatin, and the rganizerʹs identity are shwn in the shared calendar. Calendar. Shw all calendars in yur Calendar List. The first calendar displayed is yur riginal Calendar. 3. Specify the fllwing infrmatin in the Time area: 136

Scheduling Appintments, Meetings, and Events All day event. Select this ptin t make this appintment an all day event. Events d nt display as time n the calendar, they appear as banner at the tp f the calendar schedule Start Time and End Time. Define the start and end day and time. Repeat. Define hw ften this appintment ccurs. 4. Specify the fllwing remaining infrmatin: Attendees. Either: Type the email addresses f yur attendees, separating addresses with a semicln (;). Names in yur Cntact list matching what yu type aut display as yu type. G t the Find Attendees tab. Use f the Find Attendees tab is described later in this chapter. Resurces. Either: Type the email addresses f yur resurces, separating addresses with a semicln (;). Resurce names in yur Cntact list matching what yu type aut display as yu type. G t the Find Resurces tab. Use f the Find Resurces tab is described later in this chapter. 137

Zimbra Web Client User Guide Bdy. Type an email message that will be included in the appintment invitatin email Optins. Either: Click in the tlbar t include an attachment in the appintment invitatin email. Click in the tlbar t spell check the appintment invitatin email. 5. Click. Scheduling Attendees: The Find Attendees Tab When creating an appintment frm the Appintment Details tab, yu can use the Find Attendees tab t search fr attendees using yur address bks and yur cmpany GAL. T use the Find Attendees tab: 1. Click in the Calendar view. The Find Attendees tab appears. 138

Scheduling Appintments, Meetings, and Events 2. Type a name int the Find field. 3. Select which list t use frm the Surce drp dwn menu. The ptins will include yur address bks and the GAL (if yur accunt is linked t a GAL). 4. Click Search. 5. Select the name(s) displayed. 6. Click either Add All r Add. Names are displayed in the Attendees fr this Appintment area. 7. When cmplete, click. Viewing Free/Busy Times: The Schedule Tab After selecting yur appintment attendees, yu can use the Schedule tab t see the free/busy schedules fr attendees. T use the Schedule tab: 1. Click in the Calendar view. The Schedule tab appears. 2. Use the Key area t determine the free/busy time fr each attendee. 3. This clumn identifies the fllwing: Indicates that an attendee has nt accepted the invitatin yet. Indicates a lcatin. 139

Zimbra Web Client User Guide Indicates a resurce. Scheduling a Lcatin: The Find Lcatins Tab When creating an appintment frm the Appintment Details tab, yu can use the Find Lcatins tab t search fr lcatins using yur address bks and the GAL (if the GAL is linked t yur Zimbra accunt). T use the Find Lcatins tab: 1. Click in the Calendar view. The Find Lcatins tab appears. 2. Type a search value int ne f the fields. Fr example, type a lcatin name int the Name field r type a site name int the Site field. 3. Click Search. Lcatins matching yur search are displayed. 4. Select a lcatin displayed. 5. Click Select. The lcatin appears in the Lcatin(s) fr this appintment area. 6. When cmplete, click. 140

Scheduling Appintments, Meetings, and Events Scheduling Resurces: The Find Resurces Tab When creating an appintment frm the Appintment Details tab, yu can use the Find Resurces tab t search fr resurces using yur address bks and yur cmpany GAL. Examples f resurces include prjectrs and ther electrnic equipment. T use the Find Resurces tab: 1. Click in the Calendar view. The Find Resurces tab appears. 2. Type a search value int ne f the fields. Fr example, type a resurce name int the Name field r type a site name int the Site field. 3. Click Search. Resurces matching yur search are displayed. 4. Select the resurce(s) displayed. 5. Click either Add All r Add. Names are displayed in the Resurces fr this Appintment area. 6. When cmplete, click. 141

Zimbra Web Client User Guide If yu are adding an appintment t a shared calendar, yu may need t refresh the screen t see the appintment. Scheduling an All Day Event T schedule an all day appintment, which is called an event in the ZWC, use the Appintment Details tab. T schedule an all day appintment: 1. Select the All day event ptin n the Appintment Details tab. If yu are using the QuickAdd Appintment dialg, click the Mre Details buttn. This will pen the Appintment Details tab frm which yu can select the All day event ptin. 142

Scheduling Appintments, Meetings, and Events Creating a Recurring Appintment Recurring appintments are appintments that repeat n sme srt f schedule. Yu can schedule recurring meetings t repeat daily, weekly, mnthly, r yearly. In additin, yu can custmize recurring appintment schedules. T create a recurring appintment: 1. Select an ptin frm the Repeat drp dwn menu n either the QuickAdd Appintment dialg r the Appintment Details tab. The link appears. 2. Click t display the Custm Repeat dialg. 143

Zimbra Web Client User Guide 3. Select ptins frm the Custm Repeat dialg as necessary. Repeat. Use this drp dwn t specify the frequency f the meeting: daily, weekly, mnthly, r yearly. The remaining fields in this dialg change based n the repeat frequency selected. Daily. Custmize daily repeats. Weekly. Custmize weekly repeats. Mnthly. Custmize mnthly repeats. 144

Scheduling Appintments, Meetings, and Events Yearly. Custmize yearly repeats. End. Specify the end date and ther infrmatin. 4. Click. Changing an Appintment r Meeting Yu can change any meeting r appintment, including the date, time, attendees, frequency (if repeating), at any time. If yu created a recurring meeting, yu can change ne ccurrence r the series f meetings. An email is sent t attendees t update the meeting details. There are tw ways t change an appintment: 1. Duble click n the meeting yu want t change. 2. Right click the meeting yu want t change and select Open. If yu are pening a recurring meeting, the Open Recurring Item dialg pens. Use this dialg t either change this single instance f a recurring meeting r t change the entire series. 145

Zimbra Web Client User Guide 3. The Appintment Detail tab appears. Change any infrmatin necessary and click. 4. Select whether t pen nly the selected date r t pen the series. The Appintment page pens. 5. Make yur changes. Yu can change the schedule, the attendees, add an explanatin in the Text field and add an attachment. 6. Click OK. An email is sent t the attendees. Deleting an Appintment r Meeting If yu created a meeting, yu can cancel r delete it. If yu created a recurring meeting, yu can delete ne ccurrence r the entire series f meetings. An email is sent t attendees t infrm them f the cancelled meeting. Only the riginatr f an appintment can cancel the appintment. Attendees can cancel the appintment n their wn calendars, but attendees cannt cancel the entire appintment. Deleting a Meeting Yu can delete a meeting in tw ways: 1. Right click n the meeting in any calendar view and select Cancel. 146

Scheduling Appintments, Meetings, and Events 2. Click a meeting in a calendar and click in the tlbar. If yu are canceling an appintment, a cnfirmatin dialg appears. 3. Click Yes t cancel r delete the appintment. The appintment is immediately remved frm yur calendar. Yu cannt und the delete. If yu are canceling a meeting, a different cnfirmatin dialg appears. 4. Click Yes t edit the email sent t attendees. Edit the email as necessary, and click Send t send the cancellatin message. The appintment is immediately remved frm yur calendar. An email is sent t the attendees, and the appintment is deleted frm their calendars. Yu cannt und a delete. 147

Zimbra Web Client User Guide Deleting a Recurring Meeting There are tw ways t delete a recurring meeting: 1. Right click n the meeting in any calendar view, select Instance r Series, and select Delete. 2. Click a meeting in a calendar and click in the tlbar. A dialg appears where yu can specify the instance r the series. 3. Select whether t delete the instance r t delete the series, and click. A cnfirmatin dialg appears. 4. Click Yes t delete the meeting instance r series. The appintment is immediately remved frm yur calendar. An email is sent t the attendees, and the appintment is deleted frm their calendars. Yu cannt und a delete. Printing an Appintment r Meeting T print appintment and/r meeting infrmatin, refer t Printing a Calendar in Chapter 8. 148

Scheduling Appintments, Meetings, and Events Creating a Meeting Using Drag and Drp: Turning a Message r Cntact int a Meeting Request Yu can quickly create a meeting request by simply dragging and drpping a message, cnversatin, r cntact t a date n the mini calendar. When yu drag and drp a message r cnversatin, the infrmatin in the message is used t ppulate many f the fields n the Appintment page. The Subject f the appintment is the subject f the message. The attendees are the email addresses in the T and Cc fields f the message r fr cnversatins, the mst recent message in a cnversatin. When yu drag a cntact frm yur Cntacts list t the mini calendar, the cntactʹs first email address is added t the attendee field. The text f a message r the text f all messages in a cnversatin thread becmes the text f the invitatin. Message attachments are nt attached t the appintment request. Turning a Message r Cnversatin int a Meeting Request T turn a message r cnversatin int a meeting request: 1. Click n a message r cnversatin and drag it t a date n the mini calendar. The Appintment Details tab appears. 149

Zimbra Web Client User Guide 2. Review the meeting request details and make any necessary changes. 3. Click. A meeting invitatin is sent t all attendees. Turning a Cntact int a Meeting Request T turn a cntact int a meeting request: 1. Click n a name frm yur Address Bk list and drag the name t a date n the mini calendar. The appintment page pens with the cntact name in the Attendees field. 150

Scheduling Appintments, Meetings, and Events 2. Finish the meeting request details: add a subject, select a time, add mre attendees, etc. 3. Click. A meeting invitatin is sent t the cntacts. Respnding t a Meeting Invitatin When yu receive an email ntificatin fr a meeting, the meeting is added t yur calendar and marked New. Yu can quickly respnd t the invitatin either frm the email Inbx r frm the Calendar List pane. T respnd t a meeting invitatin: 1. Open the message that cntains the meeting request by either: 2. Clicking n the invitatin email in the Inbx. 3. Right clicking the appintment in the Calendar List pane and select New. The meeting invitatin appears. 151

Zimbra Web Client User Guide 4. Select an actin. There are three actins: Accepts the meeting. Shws the meeting in range in yur calendar. Remves the meeting frm yur calendar. 5. Click any f these actins t autmatically send a reply t the meeting rganizer indicating yur respnse, either I will attend; I might attend, r N, I wn t attend. 6. Click the arrw n the actin and select Edit Reply t add cmments t the reply email. This is ptinal. If the meeting is a recurring meeting, yu have the ptin t reply fr an Instance r the Series. T add cmments when respnding t a meeting invitatin in Calendar List pane, right click the appintment and select Edit Reply. 152

Scheduling Appintments, Meetings, and Events After yu make yur chice, the invitatin is mved t the Trash, and New is remved frm the calendar ntice. Declined appintments display n yur calendar in a faded view, as a reminder f the meeting yu declined. Yu can delete declined message any time. If yu wuld prefer t have the invitatin email remain in yur Inbx, change this preference n the Preference > Calendar tab. T read the message r t see any attachments that may have been sent, click the meeting ntice. Changing Yur Respnse t a Meeting Invitatin If yu decide t change yur respnse t a meeting invitatin, fr example, if yu want t accept a previusly declined meeting: 1. Right click the meeting in yur calendar. 2. Select Accept frm the menu. An autmatic respnse is sent t the meeting rganizer t indicate that yu have accepted the meeting. 153

Using the Preferences Tabs 10 Using the Preferences Tabs This chapter prvides a high level verview f the features f each tab. Yu can d such things as: Create away messages using the Mail tab Create email signatures using the Signatures tab Create additinal email persnas and link t external email accunts using the Accunts tab The key functinality fr each f these tabs is cvered in detail in ther chapters f this user guide. This chapter prvides a high level verview f the features f each tab. Yur default user preferences are cnfigured when yur accunt is created. These ptins define hw yur mailbx, address bks, and calendar wrk. Yu can als set up yur persnal email identities and POP accunts and select a theme fr yur mailbx. Yu can change the default settings using the Preferences tabs. If an ptin described here is nt visible in yur view, it is nt available fr yur accunt. Saving, Canceling, and Reverting Changes t Preferences There are three things yu can d n each Preferences tab: Click in the tlbar t save any changes yu made n the tab. This saves yur changes and returns yu t yur ZWC view. Click in the tlbar t cancel any changes yu made n the tab. This cancels yur changes and returns yu t yur ZWC view. Click in the tp right crner f any Preferences tab t reset any changes fr that page t yur last saved settings. This revert feature des nt affect changes t passwrds. 155

Zimbra Web Client User Guide Yu can navigate t different Preferences tabs, making changes n multiple tabs, befre yu click r. General Tab Use the ptins n the Preferences > General tab as fllws: Lgin using. Defines yur default Client Type at lg in. Advanced. Offers the full set f Web cllabratin features. This Web Client wrks best with newer brwsers and faster Internet cnnectins. Standard. Recmmended when Internet cnnectins are slw, when using lder brwsers, r fr easier accessibility. Theme. The backgrund clr fr yur mailbx interface. Language. The language used t display the text in the ZWC. Default Time zne. The default time zne fr yur accunt. This determines the date and time fr messages that yu send r receive and the time t display fr Calendar appintments. This can be different frm yur cmputer time zne cnfiguratin. Change passwrd. Used t change yur passwrd. If yu have truble changing yur passwrd, r if this buttn is nt displayed, cntact yur administratr fr passwrd help. 156

Using the Preferences Tabs Search Settings. Check Include Junk Flder in Searches and/r Include Trash Flder in Searches t include these flders in any search yu perfrm. By default these flders are nt searched. Search Language. Check Shw advanced search language in search tlbar t shw search string details in the search text bx at the tp f the ZWC windw. Settings. Check Display checkbxes t quickly select items in lists (requires refresh) t display a checkbx fr each item in the Cntent pane. When this is enabled, use the checkbx t select ne r mre items t perfrm the same actin n, such as delete, mve, r mark as read/unread. Mail Tab 157

Zimbra Web Client User Guide Setting an aut reply message, als knwn as an away message, is a cmmn task perfrmed by Zimbra end users. This task is perfrmed using the Mail tab. Fr steps n creating an autreply message, refer t Chapter 6. Use the ptins n the Preferences > Mail tab as fllws: Display. Select hw many items (messages r cnversatins) t display per page. The default is t display 25 items per page, but yu can select 10, 50, r 100 items per page. Grup mail by. Select hw yu want t grup yur email, by cnversatin r message. If yu have the Cnversatin feature, Cnversatins is the default. Check fr new mail every. Select the plling interval, which is hw ften yur cmputer checks fr new email. The default is every 5 minutes. The minimum length f time is defined by yur administratr. Display Mail. Select As HTML (when pssible) t display messages with HTML frmatting, fr example, with bld, clred, r therwise styled text. Select As Text t display messages in plan text frmat. In plain text frmat, HTML tags are displayed, nt applied as markup. Message Preview ptins: Select whether t shw the Reading pane when viewing messages. The default is t always shw the Reading pane. Select whether t display snippets f messages in email list. When n, the first line in the email is displayed when the cursr is ver the subject f a message. When ff, nly the first few wrds f the message are displayed. Select whether a duble click will pen messages in a new windw. Images. Select whether t dwnlad pictures autmatically t yur HTML email message. Default Mail Search. Defines the search t execute when yu lg in. The results f this search are displayed in the Cntent pane when yu lg int yur mailbx. The default search is yur Inbx. Therefre, when yu lg in, the results f yur Inbx display. Yu can change this field t have anther flder, tag, r a saved search displayed when yu first pen the Zimbra Web Client. 158

Using the Preferences Tabs When a message arrives: Frward a cpy t. Specify an address t which yu want t frward yur email. Select the checkbx if yu d nt want t keep a cpy f the frwarded message in yur mailbx. Send a ntificatin message t. Specify an address where yu want t be ntified f new email in yur ZWC mailbx. Send aut reply message. Use this t send an away message saying that yu are ut f the ffice. Specify the text fr the message using the field prvided. Set the Start and Stp dates fr which this aut reply message shuld be used. Messages frm me. Use this sectin t handle messages yu send that include yur address as ne f the recipients f the message r that are included in an address, such as a mailing list, that includes yu. Cmpsing Messages Tab Use the ptins n the Preferences > Cmpsing tab as fllws: Cmpse. Select yur default text editr, either HTML r plain text. Set the default fnt settings t be used when using HTML t cmpse in Email, Dcuments, and Calendar. Yu can define the fnt style, size, and clr t use as yur default style. Verdana, 12 pint black is the default. 159

Zimbra Web Client User Guide Always cmpse in new windw. When selected, a new cmpse windw pens, separate frm yur mailbx, when yu cmpse a message. Yu can view and navigate yur mailbx while the cmpse windw is pen. Autmatically save drafts f messages while yu are cmpsing. When selected, drafts f messages are saved every few minutes. If yu prefer nt t have messages autmatically saved, disable the feature. Reply / Reply All. Select whether t include the riginal text in the bdy f yur reply message. Yu can chse: Include riginal message Dn t include riginal message Include riginal message with the prefix belw (either > r ) Include riginal message as an attachment Include last message nly. Includes nly what was written by the persn wh sent the last message, and nt previus text Frward. Select whether t include the riginal text in the bdy f a frwarded message. Yu can chse: Include riginal message Include riginal message with the prefix belw (either > r ) Include riginal message as an attachment Prefix. Specify whether t prefix each line with > r fr email messages that are frwarded r replied t, if yu chse t include the riginal message text. Sent Messages. Specify whether r nt t save a cpy f sent messages in the Sent flder. By default, the Save cpies f messages t sent flder is enabled. 160

Using the Preferences Tabs Signatures Tab Yu can create signatures fr yur email messages. This is a task cmmnly perfrmed by end users. Fr detailed steps n creating an email signature, refer t Chapter 3. Yur signature can include yur name and additinal clsing text t the maximum number f characters that yur accunt allws. If yu create multiple identities, yu can create different signatures and assign them t specific addresses. Type a name that identifies the signature int the Signature Name field. Yu can create multiple signatures, s using an identifiable name here is imprtant. 1. Type the signature text int the text bx exactly as yu want it t appear. 2. Specify in the Using Signatures sectin where yu want yur signature displayed. 3. Select Abve included messages t add yur signature at the end f the yur cmpsed, replied t, r frwarded text. 4. Select Belw included messages t add the signature at the end f the message. 5. Click Add Signature. 161

Zimbra Web Client User Guide Address Bk Tab Use the ptins n the Preferences > Address Bk tab as fllws: Display cntacts per page. Select hw many cntacts t display per page. The default is t display 25 cntacts per page, but yu can select 10, 50, r 100 items per page. Default View. Chse t display cntacts either in a list view r in business card view. Settings. Select Add new cntacts t Emailed Cntacts t autmatically add addresses t yur address bk when yu send email. If this is enabled, addresses are saved t yur Email Cntacts flder. Imprt / Exprt. Imprt cntacts t and exprt cntacts frm yur ZWC Cntacts list. The file t imprt must be in a cmma delimited frmat. 162

Using the Preferences Tabs Accunts Tab The Accunts tab is used t create and manage yur persnas and external email accunts. Persna is the email identity used in the Frm field f email messages yu send. Adding external accunts and persnas are tasks cmmnly perfrmed by Zimbra end users. Fr detailed steps n these tasks, refer t Chapter 6. Mail Filters Tab Use the Mail Filters tab t define email filtering rules. Refer t Chapter 5 fr further infrmatin n creating and using filters. 163

Zimbra Web Client User Guide Calendar Tab Use the ptins n the Preferences > Calendar tab as fllws: Default View. Select hw yu wuld like t view yur Zimbra calendar. The default is by wrk week. The view ptins include: Day, Wrk Week, 7 Day Week, Mnth, and Schedule. Start Week On. Specify which day f the week shuld be the first day f the week in yur calendar. Always shw the mini calendar. Specify whether the mini calendar is displayed at the bttm f the Overview pane. After respnding t an invitatin. Specify whether t autmatically delete invitatins frm yur Inbx after yu respnd t them. Shw reminders. Set the number f minutes befre an appintment t be reminded. The default is five minutes. 164

Using the Preferences Tabs Use the QuickAdd dialg when creating new appintments. Specify whether t create new appintments using the QuickAdd dialg. This is ften helpful if yu create many appintments withut attendees. Shw time zne list in appintment view. Select if yu ften schedule meetings with ther in different time znes. Imprt/Exprt. Imprt and exprt icalendars. Shrtcuts Tab Keybard shrtcuts let yu use the applicatin withut ging t the muse. A large number f shrtcuts are available. Yu can als create custm shrtcuts by assigning numeric aliases t flders, tags, and saved searches. Shrtcut List. Shws all the existing keybard shrtcuts. Mail Flder Shrtcuts. Used t create a shrtcut t quickly g t yur email flders and t mve a message t that flder. Yu select the flder and assign a number t it. Fr example, if yu assign 3 t the Inbx flder: Frm anywhere in yur mailbx, typing v3 will mve yu t the Inbx. Selecting an item and typing.3, will mve the item t the Inbx. 165

Zimbra Web Client User Guide Saved Search Shrtcuts. Used t create shrtcuts t quickly access Saved Searches. Select a saved search and assign a number t it. Fr example, if yu assign 3 t yur favrite search, then frm anywhere in yur mailbx, yu can type s3 t run that search. The Tag Shrtcuts tab is used t create shrtcuts t quickly access all items with a specific tag r apply a tag t a message r cntact. Yu select a tag and assign a number t it. Fr example, a tag called Fllw up is assigned 3. Frm anywhere in yur mailbx, yu can type y3 t see all items marked with Fllw up. Select an item and type t3 t tag that item with Fllw up. Yu can assign any number, but it cannt be repeated within a Shrtcut tab. 166

Using Task Lists 11 Using Task Lists This chapter explains hw t Create a new task list Manage yur tasks and task lists Yu can use yur task lists t create and track the prgress f a task. In additin, yu can write ntes within yur task and attach files fr easy access frm within the task. Having all the relevant infrmatin with yur task is useful when yu share yur task list with thers. Fr simple task all yu may need t d is create a task frm the Cntent pane. If a task needs t be managed, yu can add mre details, define a start and due date, set the pririty t the Creating a New Task List There are tw ways t create a new task list: 1. Click the arrw n in the tlbar and select New Task List. This ptin is available frm the New menu in any view, except the Preferences view. 2. Click n abve the Task List display. Using either methd, the Create New Task List dialg appears. 167

Zimbra Web Client User Guide 3. Enter a name fr the task list in the Name field. 4. Select a clr fr the tasks n this task list. 5. Click. The task list is displayed in the task list display. In the example belw, the new task list is Training Tasks, which is pink. Creating a New Task There are tw ways t create a task: 1. Click n the tlbar and click. 2. Click the arrw n in the tlbar and select New Task. This ptin is available frm the New menu in any view, except the Preferences view. 168

Using Task Lists The Tasks Details tab appears. 3. Specify the fllwing infrmatin in the Details area: Subject. Brief descriptin f the task. The text added here becmes the descriptin in the task list. 169

Zimbra Web Client User Guide Lcatin. Where des the task ccur, if applicable? Pririty. Select the pririty fr this task. Task List. Select the task list where yu want this task displayed. Specify the fllwing infrmatin in the Prgress area: Status. Select the status fr this task. Yu can repen this task and change this status at any time. Percentage. Select a percentage t g with the status f the task. Yu can repen this task and change this percentage at any time. 170

Using Task Lists 4. Define the start and end day and time fr the task. 5. Specify the fllwing remaining infrmatin: Bdy. Type any ntes t be included in the task list. Optins: Click in the tlbar t include an attachment fr the task. Click in the tlbar t spell check the task bdy. Click. Adding a Task Quickly T quickly add a new task t a task list: 1. Open the task list t which yu want t add a task. Duble click n the task list in the Tasks area f the Overview pane t pen a task list. 2. Click Click here t add a new task. 3. Type a name fr the new task and press Enter. This adds the task subject t yur task list, but it des nt give any details. T add details, edit the task. There are tw ways t edit the task infrmatin: Duble click the task. Click the task and click in the tlbar. The Task Details tab appears. Edit the infrmatin displayed and click. If yu add r create a task in the wrng task list, either: 171

Zimbra Web Client User Guide Open the task, and select the crrect task list frm the Task Lists drp dwn. Drag and drp the task n the Cntent pane t the crrect task list in the Overview pane. Yu can use Zimbra Assistant t quickly add a task while wrking within an email message, a meeting within calendar, r viewing a cntact. When the task is created, any f the infrmatin that was available is added t the Task text area. Fr mre infrmatin n Zimbra Assistant, refer t Chapter 1. Changing r Updating a Task As yu prgress n a task, yu may want t change its status and % cmplete infrmatin. T update a task: 1. Open the task list yu want t update. Duble click n the task list in the Tasks area f the Overview pane t pen a task list. 2. Edit the task infrmatin using ne f these tw methds: 3. Duble click the task. 4. Click the task and click in the tlbar. The Task Details tab appears. 172

Using Task Lists 5. Edit the infrmatin displayed and click. Mving a Task Yu can mve a task t anther list in ne f the fllwing ways: Using the Mve ptin frm the right click menu Using drag and drp Editing the task details T mve the task using the Mve ptin: 1. Right click the task and select Mve. The Mve Task dialg appears. 173

Zimbra Web Client User Guide 2. Select the task list t which yu want t mve the task and click OK. T mve the task with drag-and-drp: Select the task t mve, hld dwn the left muse buttn and drag the task t the lists in the Overview pane. T mve a task by editing the task: Open the task page and in the Task Lists field, select the task list. 174

Using Task Lists Deleting a Task T delete a task frm a task list: 1. Open the task list cntaining the task yu want t delete. Duble click n the task list in the Tasks area f the Overview pane t pen a task list. Delete the task using ne f the fllwing methds: 2. Select the task t delete and click n the tlbar. 3. Right click n the task and select Delete. Click Yes in the Cnfirmatin dialg. Srting Tasks Yu can srt tasks in a task list by subject, status, percentage cmplete, and due date. T srt tasks: 1. Open the task list cntaining the tasks yu want t srt. Duble click n the task list in the Tasks area f the Overview pane t pen a task list. 175

Zimbra Web Client User Guide 2. Click n any f the fllwing clumn headers t srt the tasks by that clumn: Subject Status Percentage Cmplete Due Date Sharing Task Lists Yu can share yur task lists with ther peple in yur ffice, with external guests, and with the public. When yu share yur task lists 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 a task, r viewer, which gives read nly access. External guests and the public have read nly access. 176

Searching Yur Accunt 14 Searching Yur Accunt This chapter explains hw t Use Quick search Use the search syntax t create yur wn searches Use Advanced Search t easily create cmplicated search queries Save yur search query The ZWC lets yu search messages, cntacts, appintments, ntebks, pages, and files. Yu can search by: Specific wrds Dates and time URL File size Tag Whether r nt a file has attachments r attachments f a particular file type There are tw mailbx search tls: Search. This is a quick search that executes the search query displayed in the Search text bx. The drp dwn arrw at the left f the Search bx enables yu t select the type f item fr which t search. Advanced. This search pens a new pane and makes it easier t execute mre cmplex searches. Yu can save yur advanced search queries and re execute them at a later date. Search Syntax If yu are familiar with text match searches r wrd prcessing features such as the Find/Change in Micrsft Wrd, nte that the cntent search in the Zimbra Web Client is slightly different frm perfrming a literal string match. 193

Zimbra Web Client User Guide Zimbra search syntax wrks as fllws: It is an exact text search. Yu can search fr phrases, but each wrd within that phrase is matched literally by whle wrd nly. Spelling variants are nt allwed. Fr example, if yu search fr bananas, messages with banana are nt a match. Search is nt case sensitive; Suth, suth, and SOUTH are all the same thing. These special characters cannt be used in yur search text. ~ ʹ! @ # $ % ^ & * () _ +? / { }[ ] ; : ʺ The asterisk * as a wildcard after a prefix is supprted. Fr example, if yu search fr d*, it returns items with the wrd dg, dr, etc. Searching fr cntent will search the bdy f a message plus any (system readable) file attachments it may have. A system readable file attachment is a type f file that can be cnverted t HTML viewable text. These attachments include Micrsft Office dcuments (Wrd, PwerPint, r Excel), as well as text files. Yu cannt search fr image and audi files. Using Quick-Search The search feature is a pwerful tl. It prvides a quick shrtcut t searching withut keywrds. Fr example, t find all email cntaining the wrd tim anywhere in the Subject line, T, Frm, Cc, r Bcc lines, message bdy, r file attachment, simply type tim int the search bx and click Search. Yu can enter any value, such as a wrd, first name, last name, phne number, r dmain name. T search fr cntacts in yur address bks, the search field must cntain a whle wrd r number string. Fr example, t search cntacts by phne number, yu have t enter the full phne number as it appears in the cntact entry; yu cannt search by the area cde alne. T perfrm a quick search: 1. Enter the search query int the Search field. 2. Select ne f the fllwing ptins frm the search type drp dwn menu: t search all items in yur mailbx 194

Searching Yur Accunt t search email messages t search cntacts in yur persnal address bk t search appintments t search yur tasks t search ntebk pages and files 3. Click. Advanced Search Criteria The Advanced search features pens separate mini panes t perfrm different types f searches. Yu can pen multiple instances f each mini pane. Yu might want t d this if yu are ding AND type searches. Refer t the table belw fr advanced search criteria. Criteria Basic Attachment Date Dmain Descriptin Search header infrmatin such as Frm, T, and Subject. Search the cntent f messages and attachments fr a specific wrd r phrase. Search fr N Attachment, Any Attachment, r Specific Attachment. If yu select specific attachment, a list f attachment types is displayed. Search fr messages received after, n, r befre a selected date. Open tw Date panes t search between dates. Search fr messages where the address headers (Frm/T/Cc) cntain addresses frm certain dmains. The dmains that yu can search fr are pre defined with check bxes. 195

Zimbra Web Client User Guide Criteria Flder Saved Search Size Zimlets Status Tag Time Descriptin Limit search t selected flders nly. Open a search query yu previusly saved. Search fr messages that are larger r smaller than a specified size (bytes, KB, r MB). Search fr messages r cntacts cntaining URLs, phne numbers, r ther bjects as defined by yur administratr. Search fr messages r cntacts that are flagged r unflagged. Search fr messages that are read, unread, frwarded, r replied t. Search fr messages r cntacts that have a specific tag r a specified set f tags. Search fr messages that arrived within a time frame, such as the last hur, this week, last mnth, etc. Searching fr Messages with Quick Search T search fr messages using Quick Search: 1. Enter search criteria in the Search bx. Fr example, enter a senderʹs name. 2. Select an ptin frm the Search drp dwn menu. Email is the default. 196

Searching Yur Accunt 3. Click. Search results are displayed in the Cntent pane. 4. Click any tab n the menu t exit the search. Searching fr Messages with Advanced Search T search fr messages using Advanced Search: 1. Click Advanced t pen the Advanced search area. The Advanced search panes appear, with the Basic Search pane displayed. 2. Depending n yur search requirements, click an icn in the tlbar t pen the apprpriate pane. Each time yu click an icn, anther pane is displayed. 3. Enter infrmatin in the pane fields. If yu enabled Always Shw Search String n the Preferences > General tab, the search text bx updates as yu type r make selectins. 197

Zimbra Web Client User Guide Search Executin. When yu enter a criterin in a search pane, r as sn as yu have made any selectin change in a search pane, the search executes. Therefre, if yu enter text in a field, the search executes. If yu select a radi buttn, the search executes. Etc. Search Results. Items matching the search criteria are listed in the Cntent pane. If the Cnversatin feature is enabled, cnversatins cntaining messages that match the search criteria are listed. 4. Refresh. Click t refresh the search results area. 5. Click t exit the search. Advanced Search Example T search fr a specific type f attachment file. A message with a news clip attached. Yu dnʹt remember wh itʹs frm r what date it was sent, but the filename has a.pdf extensin. Hw it was dne: Select Email frm the search drp dwn menu. Click Attachments in the Advanced search area t pen just the Attachments pane. Chse Specific Attachment. A list f check bxes appears beneath the radi buttn. Check the bx next t Adbe PDF. An email message is displayed in the search results area (the Cntent pane). 198

Searching Yur Accunt Using * as a Wildcard in Search The asterisk * can be used as a wildcard in a search t find cntent with wrds that have similar spellings. Use the asterisk * as a wildcard after a prefix. Fr example, d* returns items with the wrd dg, dr, etc. Saving a Search Query If yu create a search that yu think yu will want t use again, yu can save it. T save a search: 1. Create the search query, either by entering text in the Search bar r by creating a query with Advanced search. 2. Click in the Search area t save the search. The Save Search dialg appears. 3. Enter a name fr the search int the field. 199

Zimbra Web Client User Guide 4. Select where t place the saved search. Searches are saved as a Searches flder in the Searches sectin f the Overview pane by default, but yu can select anther flder. 5. Click. The saved search is displayed in the Overview pane. T use a saved search, click the search flder. The search results immediately display in the Cntent pane. Search Examples The different panes in the Advanced search area can be used t search by different criteria. The fllwing examples include which Advanced search panes yu wuld use. Here are a few pssible search examples: T search fr an attachment that may be ne type r anther. Messages with either PDF attachments r JPEG attachments. 200

Searching Yur Accunt Hw it was dne: Select Email frm the search drp dwn menu. In the Attachments pane, chse Specific Attachment and then check bth Adbe PDF and JPEG Image. T search fr a cntact within a specific cmpany. A cntact wh wrks at a cmpany called Zimbra. Hw it was dne: Select Cntacts frm the search drp dwn menu. In the Advanced search area, pen the Basic Search pane. Enter Zimbra in the Cntent field. (Yu culd als d this search withut using Advanced Search.) T search fr an item that was tagged. Descriptin f the new prcedures fr yur industry, which yu had tagged as Industry News. 201

Zimbra Web Client User Guide Hw it was dne: Select All Item Types frm the search drp dwn menu. In the Advanced search area, pen the Tags pane. Select the check bx fr the Industry news tag. Nte that tags are user defined, s this assumes that yu have previusly 1) created the tag definitin, and 2) applied it t bjects in yur mailbx. T search by a date range. Search fr a message smene claims t have sent yu in early December. Hw it was dne: Select Email frm the search drp dwn menu. In the Advanced search area, pen tw instances f the Date pane t set the date range. In the first ne, set the Date drp dwn t is befre and select an end date. Use the ther Date pane t specify is after and a start date. Yu can als search by sender using a basic search. 202

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: email 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

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

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 email n the grantr s behalf, and delete email messages. Scenaris fr sharing a mail flder Yur sales department wants ne central mailbx fr all email messages requesting infrmatin abut yur prduct, and everyne in sales shuld be able t view email 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 email 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 email 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 email annuncements. Yu can create shared access t nly specific email 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

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

Sharing Yur Accunt Items 3. Depending n with whm yu share, yu d the fllwing: Fr Internal users r grups, enter the email 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 email 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 email 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 email in new windw. Create and send a new email 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

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 email message will be sent t ntify the user, r yu can select t either nt send an email 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 email message will be sent t ntify the user, r yu can select t either nt send an email message r t send a custmized message. 208

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 email 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 email. 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

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 email 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 email 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

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 email 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 email address f the wner and the name f the shared flder. Fr example, Jde@example.cm 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: Email. jde@example.cm 211

Zimbra Web Client User Guide Path. prjects/prject1 Name. The name aut cmpletes with the email name and the path. Yu can change this. Clr. Select a clr frm the list (ptinal) 3. Click OK. The ntebk is added t yur Ntebks list. 212

Appendix A Standard Zimbra Web Client Appendix A: Standard Zimbra Web Client Overview The appendix gives a brief intrductin t the standard Zimbra Web Client, including features available and navigatin verview. The standard ZWC is a nn-ajax web UI fr prer cnnectins, legacy brwsers, r easier accessibility. Features that are available and general navigatin arund the applicatins is different. Features Available n the Standard ZWC The table that fllws lists the main features f the ZWC and whether the feature is available in the standard ZWC. Feature Descriptin ADV ZWC STD ZWC General Web Interface AJAX based end user interface Rich, interactive, web based interface fr end user functins (access via HTTP r HTTPS) Online end user help Online end user help accessible directly frm the end user interface Themes Ability t custmize the clrs and appearance f the web interface Crss-Applicatin Features 213

Zimbra Web Client User Guide Feature Descriptin ADV ZWC STD ZWC Drag/Drp with drag cntext Ability t drag/drp items, with dynamic indicatrs f the number f items being dragged and valid drp znes Aut cmplete addresses Addresses aut cmplete as they are being typed, including a dynamically updated selectin dialg when multiple addresses match Tags Ability t quickly categrize messages, cntacts, and/r dcuments by attaching ʺTagsʺ with userdefined names and clrs *Standard can nly tag mail * HTML frmatting Ability t render and create messages, appintments, and web dcuments in HTML frmat Spell check Optin t check and crrect spelling in a mail message, calendar appintment, r web Dcument *Standard HTML cmpse must be checked * Zimbra Assistant Mini dialg fr quick actins (e.g. send message, create appintment) withut changing the underlying applicatin cntext ʺView as HTMLʺ ptin fr attachments Optin t quickly view attachments in HTML frmat Keybard Navigatin Keybard shrtcuts are available fr Zimbra Web Client 214

Appendix A Standard Zimbra Web Client Feature Descriptin ADV ZWC STD ZWC Custm keybard navigatin shrtcuts Users can create custm shrtcut keys fr flders, tags, and saved search frm their Optins page Mail Cnversatins Autmatic gruping f messages in a message thread, enabling efficient message rganizatin Preview pane Ability t view a highlighted message in a preview pane Subscribe t RSS/ATOM feeds Ability t subscribe t RSS/ATOM feeds Message print and print preview Ability t print a message and see a print preview Message srt Ability t srt messages based n subject, date, r sender Flags Ability t flag/unflag messages/cnversatins fr fllw up Filters Ability t define filter rules and pririties fr incming messages Away messages Ability t enable/disable a custm away message Signatures Ability t add a custm signature t a message 215

Zimbra Web Client User Guide Feature Descriptin ADV ZWC STD ZWC Cmpse in windw Optin t ppup a separate windw when cmpsing a message Drafts Ability t save in prgress messages t a Drafts flder User cntrlled frwarding Ability fr a user t set an autmatic frwarding address and chse whether t leave a cpy in the primary mailbx Reply with attachments ptin Optin t Reply r Reply All while retaining the attachments frm the riginal message Right click message cntext menu Right clicking a message displays a menu f actins t take n that message (e.g. Mark Read, Reply, Delete) Right click email Right clicking an email address displays a menu f address cntext actins t take n that address (e.g. view website, menu add/edit cntact, create filter, search fr messages) Hver ver attached image shws preview Hvering ver an image attachment in a message displays a thumbnail preview f the image Create calendar appintment frm message Ability t drag a message t a mini calendar date t create an appintment based n the message 216

Appendix A Standard Zimbra Web Client Feature Descriptin ADV ZWC STD ZWC Quta indicatr Visual indicatr f quta and amunt f quta cnsumed Exprt messages as ZIP file Ability t exprt a set f messages as a ZIP file Reply/Reply All Tggle Ability t tggle between Reply and Reply All while cmpsing a reply Persna (Mail Identities) Ability t create multiple identities in Zimbra Web Client and use different names and mail settings. Supprt fr multiple Within ZWC, users can identify ther POP email external email accunts that they have, retrieve email frm thse accunts accunts and save in specific flders Reading Pane view can be set Users can set their default preference fr viewing messages in the reading pane User specified Users can set the default fnt family, fnt size and default HTML fnt clr t use when cmpsing email messages settings and Dcuments pages Ability t insert inline images in HTML Editr Users can insert inline images in email messages and calendar appintments Different signatures can be defined Users can define different email signatures t use 217

Zimbra Web Client User Guide Feature Descriptin ADV ZWC STD ZWC Checkbxes t select mail Users can check multiple emails in the list view t mark as read/unread/tag, delete, r t mve t a different flder Message pririty can be set When sending a message, the pririty is nrmal, but it can be set t high r lw as well Multiple messages can be frwarded Multiple messages can be selected and frwarded in ne email Aggregatin f mail accunts using IMAP Users can aggregate multiple external accunts in their Zimbra accunt using IMAP View the number and ttal size f items in flder Users can right click n a flder t see the number f messages and the ttal size f items in flder Address Bk Imprt/exprt cntacts in CSV frmat Ability t imprt/exprt Cntacts in.csv frmat Multiple Address Bks per mailbx Ability t create multiple Address Bks in a single mailbx Mve/cpy cntacts acrss Address Bks Ability t mve/cpy cntacts frm ne Address Bk t anther (based n access privileges) 218

Appendix A Standard Zimbra Web Client Feature Descriptin ADV ZWC STD ZWC Persnal Distributin Lists (Grup Lists) Ability t create grup cntact lists in their user Address Bks Calendar Persnal scheduling Ability t schedule persnal appintments Grup scheduling Ability t schedule meetings and view attendeesʹ free/busy infrmatin Recurrences and recurrence exceptins Ability t create recurring meetings and exceptins t recurring meetings Resurce scheduling Ability t bk resurces (lcatins, equipment, etc.) fr a meeting Calendar alerts Optin t enable an alert ppup fr upcming appintments Time zne adjustment Appintments/schedules are autmatically displayed in the users current time zne Day, Week, Wrk Week, Mnth views Ability t view calendars in Day, Week, Wrk Week, r Mnth views Custmizable first day f week User setting fr the first day f the week; value chsen impacts the Week calendar view 219

Zimbra Web Client User Guide Feature Descriptin ADV ZWC STD ZWC Create/drag appintment inline in calendar views Ability t create an appintment and/r drag an appintmentʹs bundaries inline in calendar views Quick Accept/Tentative/De cline frm calendar views Ability t quickly mark Accept/Tentative/Decline frm calendar views Faded display f declined appintments Declined appintments display faded s that the user remains aware f their ccurrence Calendar print and print preview Ability t print calendars in day, week, wrk week, r mnth views and see a print preview Hver ver appintment shws details Hvering ver an appintment in calendar view displays additinal appintment details Mini cal Optin t display a miniature calendar at all times Hver ver date in mini cal shws schedule Hvering ver a date in the mini cal displays calendar infrmatin fr that date Multiple calendars per mailbx Ability fr a user t create multiple calendars within a single accunt Free/busy inclusin Ability fr a user t designate which calendars will 220

Appendix A Standard Zimbra Web Client Feature Descriptin ADV ZWC STD ZWC by calendar be included in the userʹs free/busy calculatins Subscribe t external calendars Ability t subscribe t an external calendar in icalendar (.ics) frmat Publish calendar in icalendar frmat Ability t publish/exprt a calendar in icalendar (.ics) frmat Multi calendar verlay views Ability fr a user t view multiple calendars verlaid in the same view, which each calendar ptinally represented by a different clr Imprt calendars as ics ical files Users can imprt calendar icalendars (.ics) Mark appintments as private Appintments can be marked as private r public. Calendars can be fr persnal appintments nly Administratrs can cnfigure the Calendar feature t be able t create nly persnal appintments Search fr appintments Users can search fr appintments within their calendars HTML Read Only View fr Public Public calendars display in HTML read nly frmat Calendars Tasks 221

Zimbra Web Client User Guide Feature Descriptin ADV ZWC STD ZWC Add tasks and set the start and due date, set the Manage tasks pririty and keep track f the prgress and percentage cmplete Create task flders Users can rganize task lists int flders Srt tasks Users can srt tasks by Status r Due Date Priritize tasks Users can set the pririty f tasks t high, nrmal r lw Tag tasks Individual tasks can be tagged Attachments t tasks Files can be attached t a tasks Dcuments Create and use Dcuments feature Briefcase Create and use Briefcase feature Zimlets TM Use Zimlets 222

Appendix A Standard Zimbra Web Client Feature Descriptin ADV ZWC STD ZWC Search Advanced Search Advanced interface fr building searches Crss cntext search Ability t search fr a specific item type (Mail, Cntacts, Dcuments, etc.) r acrss item types Wildcard searches Ability t search using a prefix plus a wildcard Cntinuus search When using Advanced Search, the search result set updates cntinuusly as search cnditins are changed Saved Searches Ability t save searches fr subsequent ne click reexecutin Sharing Share with internal users and grups Ability t share Address Bks, Calendars, Task Lists, Dcument Ntebks, and Briefcase flders with internal users and grups. They can set the permissin levels t manage r t view nly. Share with External Users Ability t share Address Bks, Calendars, Task Lists, Dcument Ntebks, and Briefcase flders with external users by assigning a custmer passwrd.. Permissin level view nly. Share with Public Ability t share Address Bks, Calendars, Task Lists, Dcument Ntebks, and Briefcase flders 223

Zimbra Web Client User Guide Feature Descriptin ADV ZWC STD ZWC with the public. N passwrd is set. Permissin level view nly. Ability t share Mail Flders with internal users and Share Mail Flders grups. They can set the permissin levels t manage r t view nly Link t shared Mail Flders Users can link t an item that has been shared with them Link t shared Address Bk Users can link t an item that has been shared with them Link t shared Calendar Users can link t an item that has been shared with them Link t shared Task List Users can link t an item that has been shared with them Link t shared Ntebks Users can link t an item that has been shared with them Link t shared Briefcase Flder Users can link t an item that has been shared with them 224

Appendix A Standard Zimbra Web Client Navigating the Standard Zimbra Web Client When yu lg int the standard Zimbra Web Client yu see a full screen view similar t the ne shwn belw. Refer t the fllwing table when viewing the ZWC. Number Descriptin 1 Windw Header. Displays the fllwing: Search Bar and are displayed n the right 2 Overview Pane. Displays the fllwing: User Name the user name under which yu lgged in Quta Display yur mailbx quta Flders including system flders (Inbx, Sent, Draft, Junk, Trash) and flders yu created 225

Zimbra Web Client User Guide Searches search queries that yu created and saved fr future use while wrking in the Advance ZWC Tags any tags yu have created. Click n a tag t quickly see all messages that are tagged with that tag. 3 Tlbar. This bar displays at the tp and again under the Cntent pane and displays the fllwing: Tls Tabs click a tab t access the different ZWC tls available fr yur accunt. In this example, Email is pen. Actin Buttns click an actin buttn t perfrm a task available fr the applicatin yu are currently using. The Mve t and Mre Actins fields gives yu menu chices available in the applicatin. 4 Cntent Pane. The cntent f this area changes depending n what applicatin is in use. In the Inbx view, it displays all messages r cnversatins in yur Inbx. Mve t This menu displays the mves that yu can make within the applicatin yu are in. In this example, In the email applicatin, the message frm Dan Pattern is selected and the ptins fr the message are t mve t flders in yur flder list. 226

Appendix A Standard Zimbra Web Client Mre Actin This menu displays the different actins that yu can make within the applicatin yu are in. This example is fr when yu are the email applicatin. Navigatin Functins Nt Available The fllwing navigating features are nt available with the standard ZWC Dwn arrw menus Drag and drp Reading pane Mvable sash Tl tips Right click Flder infrmatin 227

Appendix A Standard Zimbra Web Client 229