Zimbra Collaboration Suite Advanced Web Client User Guide

Zimbra Collaboration Suite
Advanced Web Client User Guide

Version 5.0
Zimbra Web Client User Guide
Copyright Notice
Copyright2008Zimbra,Inc.Allrightsreserved.
Thisdocumentcontainsconfidential,proprietaryinformationofZimbra,Inc.Unauthorized
copying,reproduction,ordisclosureofanyportionofthecontentsofthesematerialsbyany
meansincludingprintedorduplicatedmaterials,onscreenpublication,orWeb
documentationisexpresslyforbidden.
ZimbraandtheZimbralogoaretrademarksofZimbraInc.Anyothertrademarksarethe
propertyoftheirrespectiveowners.
ReleaseZWC5.0
Released6/03/2008
Conventions
About this Guide

Conventions Used
ThefollowingiconswillbeusedintheEndUserGuide:
Icon
Description
Important concept
Note
Tip for success
Table of Contents
Table of Contents
About this Guide ................................................................................................................................ 3
Conventions Used ..................................................................................................................... 3
1 Getting Started with the Zimbra Web Client ........................................................................... 11
Advanced and Standard ZWC ................................................................................................ 11
Features of the Zimbra Web Client (ZWC).............................................................................. 12
Zimbra Web Client Components ............................................................................................. 14
Browser Compatibility.............................................................................................................. 17
Logging In ................................................................................................................................ 17
Forget your password? ...................................................................................................... 18
If Your Session Expires ........................................................................................................... 19
Navigating the Zimbra Web Client .......................................................................................... 19
User Interface Features and Shortcuts ................................................................................... 21
Zimbra Assistant ...................................................................................................................... 23
ZWC Keyboard Shortcut Keys ................................................................................................ 25
2 Receiving and Managing Email ............................................................................................... 27
Customizing Your Initial Email Page ....................................................................................... 27
Email Views ............................................................................................................................. 28
Parts of the Content Page View ......................................................................................... 29
How Do Conversations Work? ........................................................................................... 30
Reading Email ......................................................................................................................... 31
The Reading Pane ............................................................................................................. 32
Displaying HTML in Email Messages ................................................................................ 33
Parts of 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 Folders ............................................................................ 39
Mail System Folders Overview ................................................................................................ 39
Sharing Your Mail Folders.................................................................................................. 40
Moving Email Messages .................................................................................................... 41
Sorting Messages in the Content Pane ............................................................................. 42
Deleting a Message: The Trash Folder.............................................................................. 42
Purging an Email Message from the Trash Folder ............................................................ 42
Managing Junk Email & Spam: The Junk Folder ............................................................... 43
3 Composing and Sending Email ............................................................................................... 45
Composing a New Email Message ......................................................................................... 45
Cc and Bcc Addresses ....................................................................................................... 47
Using HTML Editor ............................................................................................................. 48
Using Spell Check .............................................................................................................. 49
Adding an Attachment ........................................................................................................ 50

Attachment File Types Supported ...................................................................................... 51
Automatic Address Completion ............................................................................................... 53
Using Autocomplete ........................................................................................................... 54
Saving Your Work ................................................................................................................... 54
Saving Messages You Send: The Sent Folder .................................................................. 55
Replying to an Email Message ................................................................................................ 56
Forwarding an Email Message ................................................................................................ 57
Optional Email Features .......................................................................................................... 58
Email Signatures ................................................................................................................ 58
Undeliverable Email ........................................................................................................... 60
Setting a Forwarding Address ............................................................................................ 61
4 Using Tags and Folders to Organize Your Mailbox ............................................................... 63
Working with Tags ................................................................................................................... 63
Creating Tags ..................................................................................................................... 63
Assigning a Tag to Messages and Other Items ................................................................. 66
Deleting a Tag .................................................................................................................... 68
Flagging an Email Message .................................................................................................... 69
Using Folders: General Techniques ........................................................................................ 69
Creating a Custom Folder .................................................................................................. 70
Renaming a Folder............................................................................................................. 71
Deleting a Folder ................................................................................................................ 72
5 Create Filters to Automate Email Handling ............................................................................ 75
Filter Conditions & Actions ...................................................................................................... 75
Using Any and All .................................................................................................................... 77
When Filters are Used............................................................................................................. 77
Filter Order ......................................................................................................................... 77
Creating a Filter ....................................................................................................................... 77
Creating a Filter from the Mail Filters Tab.......................................................................... 78
Creating a Filter from an Email Message ........................................................................... 81
Editing a Filter ......................................................................................................................... 82
Filter Conditions and Actions Supported ................................................................................. 82
Conditions .......................................................................................................................... 82
Actions................................................................................................................................ 85
Multiple Actions .................................................................................................................. 86
Filter Wildcards ........................................................................................................................ 86
Asterisk (*) .......................................................................................................................... 86
Question Mark (?) .............................................................................................................. 87
Escape Character is Slash: \ .............................................................................................. 87
Table of Contents
6 Customizing Your Email Features ........................................................................................... 89

Setting a New Email Notification ............................................................................................. 89
Creating an Away Message .................................................................................................... 90
Managing Your Account Identities .......................................................................................... 91
Creating a Persona ................................................................................................................. 92
Retrieving Email from an External Account............................................................................. 94
Information You Need ........................................................................................................ 95
Receiving Messages from Your External Account ............................................................. 95
Adding an External Account ............................................................................................... 96
Subscribe to an RSS ............................................................................................................... 98
Mailbox Quotas ..................................................................................................................... 100
Changing Your Default Time Zone ........................................................................................ 101
7 Managing Your Address Books ............................................................................................. 103
Viewing Your Contact Information ......................................................................................... 103
Adding a New Contact........................................................................................................... 105
Adding a new contact from the toolbar ........................................................................... 105
Adding a new contact from an existing email message: .................................................. 106
Adding Names to Email from an Address Book .................................................................... 108
Adding Contacts Automatically.............................................................................................. 110
Creating a Group Contact List ............................................................................................... 110
Importing an Address Book ................................................................................................... 112
Exporting an Address Book ................................................................................................... 113
Printing a Contact Name or Address Book ........................................................................... 114
Editing Contact Information ................................................................................................... 115
Deleting Contacts .................................................................................................................. 116
Sharing Your Address Books ................................................................................................ 117
8 Managing Your Calendar ........................................................................................................ 119
Displaying the Calendar View ............................................................................................... 119
Creating a Calendar .............................................................................................................. 119
Adding Color to a Calendar ................................................................................................... 122
Viewing Multiple Calendars ................................................................................................... 122
Importing Your iCal Calendar ................................................................................................ 124
Exporting Your iCal Calendar ................................................................................................ 124
Sharing Your Calendars ........................................................................................................ 126
Printing a Calendar ................................................................................................................ 126
Deleting a Calendar............................................................................................................... 127
9 Scheduling Appointments, Meetings, and Events............................................................... 129
Creating an Appointment or Meeting .................................................................................... 129
Opening the Appointment Details Tab ............................................................................. 130
Opening the QuickAdd Appointment Dialog .................................................................... 131
Creating a QuickAdd Appointment................................................................................... 132
Creating a Meeting Using the Appointment Details Tab .................................................. 134
Scheduling Attendees: The Find Attendees Tab................................................................... 138

Viewing Free/Busy Times: The Schedule Tab ...................................................................... 139
Scheduling a Location: The Find Locations Tab ................................................................... 140
Scheduling Resources: The Find Resources Tab................................................................. 141
Scheduling an All Day Event ................................................................................................. 142
Creating a Recurring Appointment ........................................................................................ 143
Changing an Appointment or Meeting ................................................................................... 145
Deleting an Appointment or Meeting ..................................................................................... 146
Deleting a Meeting ........................................................................................................... 146
Deleting a Recurring Meeting........................................................................................... 148
Printing an Appointment or Meeting ...................................................................................... 148
Creating a Meeting Using Drag and Drop: Turning a Message or Contact into a Meeting
Request ................................................................................................................................. 149
Turning a Message or Conversation into a Meeting Request.......................................... 149
Turning a Contact into a Meeting Request ...................................................................... 150
Responding to a Meeting Invitation ....................................................................................... 151
Changing Your Response to a Meeting Invitation ........................................................... 153
10 Using the Preferences Tabs ................................................................................................... 155
Saving, Canceling, and Reverting Changes to Preferences ................................................. 155
General Tab........................................................................................................................... 156
Mail Tab ................................................................................................................................. 157
Composing Messages Tab.................................................................................................... 159
Signatures Tab ...................................................................................................................... 161
Address Book Tab ................................................................................................................. 162
Accounts Tab ........................................................................................................................ 163
Mail Filters Tab ...................................................................................................................... 163
Calendar Tab ......................................................................................................................... 164
Shortcuts Tab ........................................................................................................................ 165
11 Using Task Lists ...................................................................................................................... 167
Creating a New Task List ...................................................................................................... 167
Creating a New Task ............................................................................................................. 168
Adding a Task Quickly........................................................................................................... 171
Changing or Updating a Task................................................................................................ 172
Moving a Task ....................................................................................................................... 173
Deleting a Task ..................................................................................................................... 175
Sorting Tasks ........................................................................................................................ 175
Sharing Task Lists ................................................................................................................. 176
12 Working in Documents ........................................................................................................... 177
Creating a New Notebook ..................................................................................................... 177
Creating a New Page ............................................................................................................ 179
Formatting a Notebook Page: Overview ............................................................................... 180
Table of Contents
Formatting a Page Using the Rich-Text Editor ................................................................ 181

Formatting Using HTML Source ............................................................................................ 185
Sharing Your Documents Notebooks .................................................................................... 185
13 Briefcase .................................................................................................................................. 187
Creating Briefcase Folders .................................................................................................... 187
Adding Files to Your Briefcase Folders ................................................................................. 188
Viewing Files in Briefcase ..................................................................................................... 189
Working in Briefcase ............................................................................................................. 191
Opening files in Briefcase ................................................................................................ 191
Moving files ...................................................................................................................... 191
Tag files ............................................................................................................................ 191
Send an email with a link to a file ..................................................................................... 192
Sharing Your Briefcase Folders ............................................................................................ 192
14 Searching Your Account ........................................................................................................ 193
Search Syntax .................................................................................................................. 193
Using Quick-Search .............................................................................................................. 194
Advanced Search Criteria ..................................................................................................... 195
Searching for Messages with Quick Search ......................................................................... 196
Searching for 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 Your Account Folders .............................................................................................. 203
Selecting Access Privileges ............................................................................................. 203
How Sharing Works ............................................................................................................... 204
Sharing Your Mail Folders................................................................................................ 205
Sharing Address Book Contact Lists ............................................................................... 205
Sharing Calendars ........................................................................................................... 206
Sharing Task Lists, Documents Notebooks, Briefcase Folders ....................................... 206
Setting Up Shared Folders .................................................................................................... 206
Changing or Cancelling Access ............................................................................................ 207
Accepting an Invitation to Share Items.................................................................................. 209
Working within a Shared Folder ............................................................................................ 210
Linking to Shared Items......................................................................................................... 211
Appendix A: Standard Zimbra Web Client .................................................................................. 213
Overview................................................................................................................................ 213
Features Available on the Standard ZWC............................................................................. 213
Navigating the Standard Zimbra Web Client ......................................................................... 225
Move to ......................................................................................................................... 226
More Action .................................................................................................................. 227
Navigation Functions Not Available ................................................................................. 227
10
Getting Started with the Zimbra Web Client
1 Getting Started with the Zimbra Web Client
TheZimbraWebClient(ZWC)isafullfeaturedmessagingandcollaborationapplicationthat
offersreliable,highperformanceemail,addressbooks,calendaring,tasklists,andWeb
documentauthoringcapabilities.
Thischapterexplainshowto
SelecttheversionofZWCtouse
Loginandlogout
Navigateyouraccount
UseZimbraAssistant
Learnabouttheavailabilityofshortcutkeys
Someaccountswillnotincludeallthefeaturesmentionedinthisguide.Checkwith
youradministratortoseewhichfeaturesareenabledforyouraccount.
Advanced and Standard ZWC

TheZWChastwoversions:
AdvancedWebClientoffersthefullsetofAjaxbasedWebcollaborationfeatures.The
advancedWebclientworkswithnewerbrowsersandfasterInternetconnections.
StandardWebClientisagoodoptionwhenInternetconnectionsaresloworusersprefer
HTMLbasedmessagingfornavigatingwithintheirmailbox.
ThisuserguidedescribestheadvancedZWC.Manyofthesamefeaturesareavailableforthe
standardZWCbutmaynotbeaccessedasdescribedinthisguide.Thedifferencesbetween
theadvancedandstandardversionsoftheZWCaresummarizedinAppendixA:Standard
andAdvancedZWC.RefertotheHelpintheZWCformoreinformationaboutthesefeatures.
11
Features of the Zimbra Web Client (ZWC)

ThefeaturesoftheZWCaresummarizedinthefollowingtable.
Function
Feature Name
Description
Safety and Security Features
SpamAssassin
Besidesusingpredefinedrulestocontrol
spam,theSpamAssassinfilterlearnswhat
usersconsiderspamandnotspamfrom
messagestheyspecificallymarkasJunkor
NotJunkintheirmailbox.
Extraemail
identities
Persona
Thenameandaddressconfiguredforthe
accountcreatestheprimaryaccountpersona.
Userscancreateupto20additionalemail
identities(personas)tomanagedifferent
roles.
Function
Feature Name
Description
SpamProtection
Capacity and Flexibility Features
ConversationView
Filterincoming
Email
EmailFilters
Userscansetupdifferentfilterstosortand
prioritizeincomingemail.
Quota
Userscanstoreemailmessagesuptothe
quotasetfortheirmailbox.Theycanseetheir
quotausagefromtheirmailboxmainpage.
Managethe
mailboxquota
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Quicklyseeall
relatedmessages
withthesame
subject
Userscanseealltheirmessagesinathread
inbox,sent,filed,andeventrashinone
view.
Function
Feature Name
Description
Accessmessages
comingintoother POP3access
emailaccounts
WithPOP3access,userscandownloadtheir
emailmessagesfromemailprogramssuchas
OutlookExpress,Outlook,Eudora,or
NetscapeMailintotheZWC.
Sendmessages
frommorethan
oneaccount
ChoiceofFrom
addresses
Userscansendalltheiremailfromoneplace
butmakeitlooklikeitscomingfrom
differentemailaddresses.Thisisusefulif
usersarereplyingtomessagessenttothem
atadifferentemailaddress,viaPOP3access.
SetForwarding
address
Userscanredirecttheiremailtoanother
emailaccount.Theychoosewhetherornotto
havetheforwardedmessagesavedtotheir
ZWCaccount.
Automatically
forwardEmail
Positive Member Experience Features

Keepdormant
accounts
Accountsmay
remaindormant
Usersarenotrequiredtosignintokeeptheir
accountactive.
13
Zimbra Web Client Components

ThemainZWCcomponentsareEmail,AddressBook,Calendar,Tasks,andDocuments.User
PreferencesandZimbraAssistantarealsopowerfulZWCfeatures.
Thefeaturesofeachcomponentareincludedinthefollowingtable.
Component
Email
AddressBook
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Features
Composeandsendnewemailmessages
Includeattachmentswithyourmessage
Readandreplytoemailmessages
Forwardemailmessagestooneormorerecipients
TrackemailexchangesusingtheConversationfeature(toview
anentiremessagethreadatonce)ortraditionalmessageview
Searchemailmessages,attachments,andotherZWCareas
Createyourownfolderstoorganizeemail
Createtagstoorganizeyouremail,contacts,etc.
Createfilterstorouteincomingemailtodesignatedfolders
ConfigureyourZWCaccounttoreceiveemailfromyourPOP3
accounts
Shareyouremailfolders
Createandmanagemultipleaddressbooks
Easilyaddcontactsfromemailmessagesyoureceive
Importandexportcontactlists
Shareyouraddressbooks
Component
Calendar
Tasks
Documents
Briefcase
Features
Createandmanagemultiplecalendars
Createappointments,meetings,andevents
Seeattendeesfree/busyschedules
Importandexportcalendars
Shareyourcalendars
Createmultipletaskslists
Createtodotasks
Addattachmentstoyourtasks
Manageatask,setthepriority,andtracktheprogress
Shareyourtasklists
CreatemultiplenotebookstoorganizeyourWebdocuments
DesignpagesusinganHTMLeditor,createtablesand
spreadsheets,addgraphics,andcreatelinkstoWebpages
Shareyournotebooks
Uploadanytypeoffiletoyourbriefcasesothatyoucanaccess
thefilewheneveryoulogontoZWC
Createfolderstoorganizefilesthatyouupload
ShareyourBriefcasefolders
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Component
Features
ManagehowyourmailboxfeaturesworkforEmail,Address
Book,andCalendar
Createemailfilters
Setupforwardingtoanotheremailaccount
Createnotificationmessages,suchasavacationmessage,and
designatewhentoturnthemonandoff
Chooseadifferentlanguagetoviewamailboxuserinterface
Assignshortcutkeystoquicklyaccessemailfolders,saved
searches,andtags
Usedifferentaccountidentities(personas)andaddressesto
managedifferentrolesinyourjoborpersonallife
Usekeyboardshortcutsto:
Createnewappointments
Gotoaspecificdateinyourcalendar
Createnewcontacts
Sendanewemailmessagewithoutleavingtheapplicationyou
areusing
Preferences
ZimbraAssistant
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Browser Compatibility
TheZimbraWebClientisdesignedtoworkwithinanInternetbrowser.Therecommended
browserisMozillaFirefox2.0orlater.Notallbrowsersaresupported,socheckwithyour
administratorifyouhavequestions.
FollowthesegeneralguidelineswhenusingtheZimbraWebClientwithinabrowser:
ThebrowsersBackbuttontakesyoutothepreviouspageyouwereviewing.Youcan
alsousetheForwardbutton.
DonotusethebrowsersReload(Refresh)button.Doingsowillrestartyoursession.
Logging In
OpenabrowserwindowandentertheURLprovidedbyyouradministrator.Inmostcases,
Advancedisthedefaultclientandis
openedautomaticallywhenyoulogin.
Beforeyouenteryournameand
password,youcanswitchtothe
standardwebclientortothemobile
client.
YoucanchangethedefaultfromyourPreferencesGeneraltabafteryoulogin.
Tochangethedefaulttostandardafterloggingin:
1. SelectthePreferences>Generaltab.
2. SelecteitherAdvancedorStandardintheLoginOptionssection.
3.
4. ClickSave.
17
Thenexttimeyoulogin,yourselectionwillbethedefault.
To log in
5. OpenabrowserwindowandentertheURLprovidedbyyourZimbra
administrator.
Forexample:
http://mail.domain.com/zimbra/mail
6. Whentheloginscreenappears,typeyourusername.Youmayberequiredtotype
yourfullemailaddressastheusernameandyourpassword.
Exampleofafullemailaddress,type:
myra@example.com
myra123
Yourpassworddisplaysas******onscreen,toprotectyourprivacy.
Toberememberedonthiscomputeruntilthesessionexpiresoryoulogout,check
Remembermeonthiscomputer.
Ifyoucheckthis,youwillnothavetologineverytimeyourestartthebrowser
duringaday.Whenthisischeckedandyoudonotlogout,yoursessionremains
activeuntilthesessionexpires.Thesystemadministratorconfigureshowlonga
sessionisactive.
Note:Ifyouleaveyourwebclientopeninyourbrowserbutdonotaccessyour
mailboxforaperiodoftime,yoursessionmaytimeoutandthenyouwillneedto
logbackin.
Ifyoudonotwantthedefaultclienttype,changetheversiondisplayed.
7. ClickLogIn.
To log out
Topreventothersfromloggingintoyouremailaccount,youshouldalwaysusetheLogOut
linktocloseyoursession.
Forget your password?

Ifyouforgetyourpassword,contactyouradministratortoresetitforyou.
18
If Your Session Expires

Yoursystemmaybeconfiguredwithasessiontimeoutthatautomaticallylogsyououtifyour
sessionisinactiveforapreconfiguredperiodoftime.
Youradministratormayalsosetamaximumsessionlength,e.g..,amaximumamountoftime
thatyoucanbeloggedin,regardlessofwhetheranyactivityoccursornot.
Therefore,youmayperiodicallyseetheloginscreen,evenifyouarealreadyloggedin.Ifthat
happens,simplyloginagainandcontinueworking.
Navigating the Zimbra Web Client

Whenyouloginyouseeafullscreenviewsimilartotheoneshownbelow.Theviewchanges
whenyouuseanotherZWCapplication.ThisviewistheMailview.
RefertothefollowingtablewhenviewingtheZWC.
Number
1
Description
WindowHeader.Displaysthefollowing:
SearchBarincludingtheSaveandAdvancedbuttonsforZWC
searches
19
Number
Description
and
aredisplayedontheright
Toolbar.Displaysthefollowing:
ToolsTabsclickatabtoaccessthedifferentZWCtools
availableforyouraccount.Inthisexample,Emailisopen.
ActionButtonsclickanactionbuttontoperformatask
availablefortheapplicationyouarecurrentlyusing.Inthis
example,theEmailactionbuttonsaredisplayedinthetoolbar.
OverviewPane.Displaysthefollowing:
UserNametheusernameunderwhichyouloggedin
QuotaDisplayyourmailboxquota
Foldersincludingsystemfolders(Inbox,Sent,Draft,Junk,
Trash)andfoldersyoucreated
Searchessearchqueriesthatyoucreatedandsavedforfuture
use
Tagsanytagsyouhavecreated.Clickonatagtoquicklysee
allmessagesthataretaggedwiththattag.
Zimletlinksthatmayhavebeencreatedtointegratewith
thirdpartyapplicationsfromwithinyourmailbox.Depending
onyourconfiguration,youmaynothaveaccesstoZimletsfrom
theOverviewPane.
MiniCalendaroptional.Youcandisabletheminicalendar
usingthePreferences>Calendartab.
20
ContentPane.Thecontentofthisareachangesdependingon
whatapplicationisinuse.IntheInboxview,itdisplaysall
messagesorconversationsinyourInbox.
Number
Description
ReadingPane.EmailmessagesaredisplayedintheReading
Pane.Intheemailmessageshownhere,youcansee:
ContactZimlet:Clickanameinanyemailmessagetoquickly
addthenameasacontactinanaddressbook.
MeetingZimlet:Clickameetingorappointmentinanyemail
messagetoquicklyaddthemeetingtoyourcalendar.
User Interface Features and Shortcuts

TheZimbraWebClientinterfaceincludesmanyconvenientfeatures.
Downarrowmenus.Somebuttonshaveasmalldownarrow
iconnexttothem.
Clickonthebuttontoperformoneaction(suchasopena
newcomposewindow).
Clickonthedownarrowicontodisplayadropdownmenu
ofadditionalchoices,asshownhere.
Draganddrop.Clickonanddragmessages,conversations,tasks,etc.betweenfolders.
Movablesash.Forsplitpanewindowssuchasthe
Conversationview,youcanusethesashtoincreaseor
decreasetherelativesizesoftheupperandlower
panes.Clickanddragonthebarseparatingthepanes.
21
Clickableitems.Zimbrafollowsstandardbrowserconventionsbychangingthemousecursor
toahandwhenitpassesoveranactivelink.
Tooltips.Passingyourmousecursoroveritems,such
ascommandbuttons,conversations,oremailaddresses
inmessageheaders,displaysasmalltextboxof
descriptiveinformationabouttheitem.
Paging.Usetheleftandrightarrowsinlistwindowstopagebackand
forthifthelististoolongtofitintoasinglewindow.Notethatthe
pagingbuttonsmaybehavedifferentlyondifferentscreens.Thenumbersrepresentthe
sequenceofitemsonthatpage.UsetheTooltipsdisplaytoidentifywhatthepagingwilldo
onyourcurrentscreen.
Rightclickmenus.Rightclickonitems(suchasfolders,
conversations,messages,oritemsinemailheaders)todisplaya
menuoffunctionsthatyoucanperformonthatitem.Thisisan
exampleoftherightclickmenuonausernameintheInbox
Fromcolumn.
Themenuchoicesdisplayeddependonthetypeofitem.Right
clickingonthefollowingdisplaysrightclickmenus:
22
Conversations.Youcanmarkconversationsasreador
unread,applytagstoconversations,deleteconversations,or
moveconversationsbetweenfolders.
Messages.Youcanreplytoorforwardmessages,markas
readorunread,applytagstoamessage,deleteamessage,
moveittoanotherfolder,print,showoriginalheader
information,andcreateanewfilter.
Namesinmessageheaders.Youcanperformsearchesonthe
name,begincomposinganewEmailmessageaddressedto
thatperson,oraddthepersontoyourpersonalContactslist.
Ifthenameisanexistingcontact,youcaneditthecontact
entry.
Folder Information. If you hover the cursor over a folder, the number
messages in the folder and the size of the folder are displayed.
Applying an Action to Multiple Selections

WhenyouviewafolderbyclickingonthefoldernameintheOverviewpane,thecontentsof
thefolderdisplaywithoneitemselected(highlighted).Youcanselectoneormoreitemsto
performactionsasfollows:
Clicktoselectoneitematatime.Clickonanotheritemtodeselectthepreviousone.
Doubleclicktoopenanitem.
Rightclickanitemtodisplayamenuofactionsthatcanbeappliedtothisitem.You
canalsorightclickafterselectingmultipleitems,toapplythesameactiontoallof
thematonce.
Controlclickselectsmultipleitems.Canalsobeusedtodeselectthecurrentitem,
leavingnothingselected.
Shiftclickselectsmultipleitemsinsequence.ClickononeitemandthenShiftclick
anotheritemfurtherdownthelist.Allitemsbetweenthetwoselecteditemsare
highlighted.
Youcanselectmultipleitems,andwithonerightclick,choosetoMarkasUnread,Tag,
Delete,orMoveallselecteditems.
Zimbra Assistant
ZimbraAssistantisanadvanceduserfeaturethatprovidesaquickwaytointeractwiththe
ZWCusingthekeyboardtodothefollowingtasks:
Createnewappointments
Gotoaspecificdateinyourcalendar
Createnewcontacts
SendanewEmailmessagewithoutchangingtheapplicationyouarecurrentlyusing
YoucanopenZimbraAssistantfromanyZWCviewexceptthePreferencestab.
23
ThekeyboardshortcuttoopenZimbraAssistantis`(backquote)orshift~(tilde)
tildekeycanbefoundbelowtheEscape(Esc)key.
The
Shift~(tilde)doesnotworkwhenusingSafariorFirefoxfromaMacOSX.The
backquote(`)doeswork.
To use Zimbra Assistant:

1. Useashortcutkey(eitherthebackquoteorshifttilde)fromwithintheZWCto
opentheZimbraAssistantdialog.
2. ClickHelpfordetailedhelponZimbraAssistant.
3. Enteroneofthefollowingcommandsintothedialog:
o
Tocreateanappointment,typeappointment.Youcanthenenterasubjectin
quotes,thetime,adateanddayofweek,andanynotesfortheappointment.
ClickOK.
Note:Ifyouwantmoreadvancedappointmentfeatures,clickMoredetailsto
gototheCalendarAppointmentpage.
Togotoaspecificdateinyourcalendar,typecalendarandthedate,ortheday
oftheweek.ClickOK.
Note:AfterthedateyoucanentertheCalendarviewyouprefer:day,work
week,week,ormonth.TheCalendaropensinthatview.
24
Tocreateanewcontact,typecontactandenterthecontactinformation.Click
OK.
Note:IfyouwanttoopentheContactsdetailform,clickMoreDetails.Usethis
formtospecifywhichaddressbookyouwanttoaddthecontactnameto.
Tosendanemailwithoutopeningacomposewindow,typemail.Enterthe
subjectinquotes;typeto:name@address;andthentypethebodyofthe
message.ClickOK.
ZWC Keyboard Shortcut Keys

ShortcutkeyscanbeusedtonavigateintheZimbraWebClient(ZWC)andyoucancreate
yourownshortcutkeycombinations.UsethePreferences>Shortcutstabtoseethelistof
shortcutkeysandtocreateyourownshortcutkeys.ThefourShortcutstabsdisplaythe
following:
ShortcutListincludesalistofshortcutsforallapplications.
EmailFolderShortcutsletsyoucreateandassignshortcutstoaccessemailfolders.
SavedSearchShortcutsletsyoucreateandassignshortcutstoyoursavedsearches.
TagShortcutsletsyoucreateandassignshortcutstotagsthatyouhavecreated.
25
Receiving and Managing Email
2 Receiving and Managing Email
Customizeyouremailpage
Navigatetheemailviews
Receiveandreademailmessages
Organizeemailmessages
Customizing Your Initial Email Page

Bydefault,yourmailboxopenswiththeInboxview.Inthisview,allmessagesinyourInbox
aredisplayedintheContentpane.Youcanchangetheinitialviewtobeanyofthefolders,
searches,ortagsintheOverviewpane.ChangeyourinitialviewusingthePreferences>Mail
tab.
Todisplayonlyspecificmessageswhenyouopenyourmailbox,usetheDefaultMailSearch
fieldonthePreferences>Mailtab.
27
Herearesomeexamplesofhowyoucandisplayonlyspecificmessageswhenyouopenyour
mailbox:
Todisplayonlyunreadmessages,typeis:unreadinthedefaultmailSearchfield.
Todisplaymessagesthataretaggedwithspecifictags,typetag:<tagname>inthe
defaultmailSearchfield.Forexample,todisplayonlymessagesmarkedwiththe
ToDotag,typetag:ToDo.TagsarecoveredinChapter4.
Todisplaymessagesthatyousenttoaspecificfolderviaanemailfilter,type
in:<foldername>intheDefaultMailSearchfield.Forexample,todisplaymessages
intheWorkfolder,typein:work.FiltersarecoveredinChapter5.
Usequotesifthefolderortagismorethanoneword.Forexamplein:Unread
Email.
Email Views
Ifyoureceiveafewemailmessagesaday,youprobablycanquicklyviewthecontentofyour
mailboxtofindthemessageyouarelookingfor,butifyoureceivedozensofemailmessagesa
day,youmaywanttogroupthemtomorequicklyfindwhatyouarelookingfor.
YourZWCmailboxofferstwooptionsforviewingthemessagesinyourmailbox.
Messageview.MessagescanbedisplayedintheInboxbydate.Thisisthetraditionalmessage
view,wheremessagesreceivedtodaydisplaythehourreceived,messagesreceivedin
previousdaysshowthedatereceived.
Conversationview.TheConversationviewdisplaysyourmessagesgroupedbysubject,as
shownbelow.Becauseallmessagesinaconversationhavethesamesubject,thesubject
displaysonlyonceintheconversationviewpane.Allmessagesrelatedtotheconversationare
displayed,eveniftheyarestoredindifferentfolders.
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Parts of the Content Page View

Eachmessage,inmessageorconversationview,hasaseparatelinethatdisplaysthefollowing
columnsofinformation.
Checkbox.Usethecheckboxtoselectoneormoremessagestoperformthesame
actionon,suchasdelete,move,markasread.Checktheboxintheheaderwill
automaticallycheckallthemessagesonthepage.
Conversationindicator.Isthisemailpartofaconversation?If
messageispartofaconversation.
Flagindicator.Didyouflagthismessagetoindicateanactionneededitemorto
otherwisedistinguishthemessageorconversationfromalargernumberofotheritems
oflesserimportance?
Priorityindicator.Didthesendermarkthismessageashighpriority?
Tags.DidthemessagegetmarkedbyaTagyoudefined?
Status.Openorclosedenvelopesindicatewhetheramessagehasbeenread.Boldtext
alsoindicatesthatamessagehasnotbeenread.
From.Nameoremailaddressofthesender.
Attachmentindicator.Apaperclipindicatesthatamessagehasanattachment.
Subject.Briefdescriptionoftheemailmessage.IfSnippetsisenabledinyouraccount,
thefirstlineofanemailmessageisdisplayed.
Folder.Showsthenameofthefolderwherethemessageislocated.Forconversations,
nofoldernameisdisplayedbecausemessagescanspanmultiplefolders.Whenyou
opentheconversation,thiscolumndisplayswherethemessageislocated.
isdisplayed,the
29
Size.Sizeofthemessageornumberofmessagesintheconversation.
Received.Dateortimethemessagewasreceived.
How Do Conversations Work?

TheConversationviewdisplaysyourmessagesgroupedbysubject,asshownbelow.Because
allmessagesinaconversationhavethesamesubject,thesubjectdisplaysonlyonceinthe
conversationviewpane.Allmessagesrelatedtotheconversationaredisplayed,evenifthey
arestoredindifferentfolders.
ThenumberofmessagesintheconversationisdisplayedinparenthesesintheSizecolumn
(afterthesubject).Eachconversationconsistsoftheoriginalmessageandallreplies.
Conversationscontainingunreadmessagesareshowninbold.
Messages in a Conversation
Youcanreadmessagesgroupedtogetherincontextandorderedbydate,includingreplies
andforwardedmessages.Messagesgroupedinaconversationhavethesamesubject.
Forexample,thefollowingsubjectlineswouldbeconsideredpartofthesameconversation.
Who's in charge of the project?
Re: Who's in charge of the project?
Fwd: Who's in charge of the project?
Ifyouchangethesubjecttowhosinchargeoftheproject?askMike,themessagewould
notbeincludedinthisconversation.
Conversationsdonotcontinueindefinitely.Ifthelastmessageintheconversationis30days
oldorolder,messagessentwiththesamesubjectbeginanewconversation.
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Conversations Can Span Folders

Ifaconversationincludesthreeemailmessages,oneofthosemessagescouldbeinyourInbox,
yourreply(whichisalsopartoftheconversation)willmostlikelybeinyourSentfolder,and
anothermessagecouldbeinacustomfolder.
Ifyousearchforemailmessagesandonemessageisfoundthatmatchesyoursearch,butthat
messageisinaconversationwithseveralothermessagesthatdonotmatchyoursearch,the
entireconversationandallmessageswithinitarelistedunderthesearchresults.Whenyou
opentheconversation,onlymessagesthatmatchyoursearchcriteriaarehighlighted.
Thesameconversationmayappeartoexistinmorethanonefolder.Thiscanhappenifthe
emailmessagesareindifferentfolders,eitherbecauseyoumovedthemthere,oryouapplied
afilteringrulethatputthemtherewhentheywerereceived.
Becauseaconversationisagroupofrelatedmessages,ifyoumoveaconversationfromone
foldertoanother,allmessageswithinthatconversationarealsomovedtothatfolder.Sent
messages,however,arenotautomaticallymoved.TheyremaininyourSentfolder.
Reading Email
Toreadanemailmessage:
UsingMessageview.
o
IfyouhavetheReadingpaneon,clickonamessagetodisplayitscontentsinthe
Readingpane.
IfyoudonothavetheReadingpaneon,doubleclickonamessagetodisplayit
inaseparatewindow.
UsingConversationview.Clickthearrowintheconversationrowcontainingthe
message.
TheContentpanechangestoshowtheindividualmessagesintheconversation.The
Subjectcolumnshowsthefirstlineofthemessagebody.
o
IfyouhavetheReadingpaneon,clickthelinethatcontainsthemessageyou
wanttoread.ThemessagebodyappearsintheReadingpane.
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IfyoudonothavetheReadingpaneon,doubleclickthelinethatcontainsthe
messageyouwanttoread.ThemessagebodywillfilltheContentpane.
The Reading Pane

TheReadingpaneistheareabelowthemessagesinyourInbox.
IfyouhavetheReadingpaneon,whenyouclickonanemailmessage,themessagedisplays
inapanebelowthemessageheaderinformation,andthemessageismarkedasread.To
adjustthesizeoftheReadingpane,clickanddragthedividerbarupordown.
Bydefault,viewingmessagesintheReadingpaneison.
ToturntheReadingpaneoff:
ForthissessiononlyClickthearrownexttoViewonthetoolbar,andselectReading
Pane.
ForthedefaultviewUsethePreferences>Mailtab.UncheckDisplayMessage
ReadingPane.
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IfyouhavetheConversationsviewfeature,thedefaultviewisconversation.
Tochangeviews:
ForthissessiononlyClickthearrownexttoViewonthetoolbar,andselecttheview
youwant.TheReadingpaneoptiontogglestheReadingpaneonandoff.
ForthedefaultviewUsethePreferences>Mailtab.
Displaying HTML in Email Messages

Youcanviewemailmessagesintwoformats:
Plaintext.PlaintextmessagesaremessagesthatcontainnoHTMLformattingcode.
Messagessentinplaintextcanalwaysbereadbyotheremailclients.Youcanview
messagesinplaintextmodeevenifitcontainsHTML.TheHTMLtagsaredisplayed
inthebodyofthemessageintheplaintextview.
HTML.HTMLmessagescanhavetextformatting,numbering,bullets,colored
background,andlinkswhichcanmakemessageseasiertoread.Someemailclients
maynotacceptmessagesformattedinHTML.
ToalwaysviewyouremailmessagesinHTML:
1. UsethePreferences>Mailtab.
2. CheckDisplayMailAsHTML(whenpossible).
Messageswillnowbedisplayedinformattedlayout,iftheyweresentinHTML.
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Parts of an Email message

Anemailmessageisshownbelow.
AZWCemailmessagehastwomainsections:
1. Header.Themessageheadercontainsinformationconcerningthesenderand
recipients,includingthefollowinginformation:
o
Subject.Descriptionofthetopicofthemessage.Asubjectlinecouldbe
somethinglike2007companymissionstatementor,ifyourspamfiltering
applicationistoolenient,Loseweightfast!!!Askmehow.
SentBy.Sendersnameand/oremailaddress.Thisistheemailaddressthat
becomestherecipientifyouclick
.Ifthesenderhasspecifieda
Replytoaddress,yourreplywillbesenttothataddressinstead.
On.Dateandtimethemessagewasreceived.
To.Nameand/oremailaddressoftheemailrecipient(wherethemessage
wasactuallysent).
Attachments.Anyfilesthatwereincludedintheemailmessage.
Body.Thebodyofamessagecontainsthecontentoftheemail.Themessagebody
agebody
alsomayincludesignaturesorautomaticallygeneratedtextthatisinsertedbythe
sendersemailsystem.
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Viewing an Attachment
Emailmessagescanincludeattachedfiles,suchasthefollowing:
Wordprocessingdocuments
Spreadsheets
Textfiles
.zipfiles
Images(.bmp,.jpg,etc.)
Executableapplications
Anyothertypeofcomputerfilethatresidesonthesenderscomputernetwork
Messagescontaininganattachmenthavean
icondisplayednexttothesubject.
Sometypesoffiles,suchasJPEGimagesortextfiles,canbeopenedonalmostanycomputer
system.Others,suchasMicrosoftWorddocuments,mustbeopenedusingthesame
applicationthatcreatedthem.
Toviewanattachment,clickoneitherthenameoftheattachmentorthedownloadlink.
35
Clickthenameoftheattachmenttoopentheattachment(ifyouhavethecorrect
applicationavailable).
Clicktheviewashtmllink(ifitisdisplayed)toopentheattachmentevenifthe
applicationisnotinstalledonyournetwork.Thisfeatureissetbyyouradministrator.
Clickthedownloadlinktoopenadialogpromptingyoutoopenorsavethefile.
IfyouchooseSavetoDisk,abrowsedialogappearsshowingyourfilesystem.Choosea
locationandsavethefile.Youcanthenopenthefileoutsideofyouremailclient.
Marking an Email as Unread

TheZimbraWebClient(ZWC)marksmessagesthatyouopenasread.Conversations
containingunreadmessagesareshowninbold.
Tochangeamessagesstatusbackfromreadtounread:
Rightclickthemessage.
Choose
Youcanalsomarkaconversationasunread.
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Markingaconversationasunreadmarksallmessageswithinthatconversationas
unread.
Markingasinglemessageasunreadmarkstheconversationthatcontainsthemessage
asunread.
Tochangeamessageorconversationstatusbacktoread,doeitherofthefollowing:
Openthemessageorconversation.
Rightclickthemessage,andchoose
Virus Safety
Computervirusescanspreadthroughemailattachments.ItisstandardpracticeforEmail
administratorstoimplementvirusfilteringforincomingEmailaswellasvirusscanningfor
personalcomputers.However,thereisalwaysachancethataviruscouldgetthrough.
Manyemailvirusesareactivatedwhenafileattachmentcontainingthevirusisopenedor
viewed.Manyoftheseviruseshavebeenknowntospreadthemselvesusingentriesinusers
addressbooks.Therefore,usecarewhenopeningfileattachments,evenfromsenderswho
youknow.
Printing an Email Message

Toprintanemailmessage:
1. Clickonthemessageyouwanttoprint.
2. Click
inthetoolbar.Astandardprintdialogappears.
3. Chooseaprinter.
4. Click
.Themessageissenttotheselectedprinter.
DonotusethebrowsersFile>Printfeature.Thepagewillnotbewell
formatted,andyourmessagemaybedifficulttoread.
Toprintaconversation(allmessages):
1. Rightclicktheconversationtobeprinted,andselectPrint.Youmustbein
Conversationview.
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Twowindowsappear:
Onewindow,asshownbelow,showsallthemessagesintheconversationinasingle
scrollingwindow,andthetotalnumberofmessagestobeprintedisdisplayedatthe
top.
Astandardprintdialog.Intheprintdialog:
8. Chooseaprinter.
9. ClickOK.Themessageissenttotheselectedprinter.
10. Closethewindow.
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Organizing Email Messages Using Folders

ZWCprovidesthefollowingmethodsfororganizeemailmessages.Youcanusethesealong
withtheSearchfeaturetoquicklylocateandretrievemessages.
Folders.Youcancreatefolderstoorganizeyourmessages,andyoucanmoveemail
betweenfolders.Useoffoldersiscoveredinthischapter.
Filters.InthePreferences>MailFilterstab,youcancreaterulesforclassifying
inboundemailaccordingtoitemsinthesubjectline,sender,recipient,orother
characteristics.FiltersarecoveredinChapter5.
Tags.YoucanusetagsaslabelsonemailmessagesandthenusetheSearchfeatureto
showallemailwithacertaintag.TagsarecoveredinChapter4.
Mail System Folders Overview

ThemailsystemfoldersareInbox,Sent,Drafts,Junk,andTrash.Youcannotmove,rename,
ordeletethesefolders.Systemfoldersarealwaysdisplayedatthetopofyourfolderlist,
followedbyanyfoldersyoucreate.
RefertothefollowingtableformoreinformationontheZWCmailsystemfolders.
Folder Name
Description
Inbox
NewemailarrivesintheInbox.YourInboxisdisplayedbydefault
afteryoulogin.
Sent
AcopyofeachmessageyousendissavedintheSentfolder.
Drafts
Messagesyouhavecomposedbuthavenotsentcanbesavedinthe
Draftsfolder.MessagesareautomaticallysavedtotheDraftsfolder
asyoucompose.Ifyounavigateawayfromanunsentmessage,you
willbeaskedifyouwanttosavethemessageasadraft.
39
Folder Name
Description
Junk
Mostfilteringofunsolicitedautomatedemail(alsoknownasspamor
junkmail)ishandledbyaspamfilterbeforethoseemailmessages
reachyourInbox.Emailthatmightpossiblybejunkmail,butisnt
certaintobejunk,maybeplacedinyourJunkfolder.
Youcanreviewthesemessagesandeithermovethemordeletethem.
Ifyoudontdeletethem,theywillbepurgedafteraperiodoftime,as
specifiedbyyouradministrator.
Trash
DeleteditemsareplacedintheTrashfolderandremainthereuntil
youmanuallyemptythetrashoruntilthefolderispurged
automatically.Emailispurgedfromthisfolderafteraspecified
periodoftime,asspecifiedbyyouradministrator.
Ifyouremailaccountwasmigratedfromanotheremailsystem,
suchasMicrosoftOutlook,youmayseeextrafoldersthatrepresentfolders
fromthepreviousemailsystem.
Sharing Your Mail Folders

Youcanshareanyofyourmailfolders,includingtheInboxfolderandsubfolders.Youcan
sharewithinternaluserswhocanbegivencompletemanageraccesstothefolderoronlythe
abilitytoviewthefolder.
Wheninternalusersshareamailfolder,acopyofthesharedfolderisputintheGrantees
FolderlistontheOverviewpane.Whenthefolderisselected,thecontentdisplaysinthe
Contentpane.YoudonotneedtologontotheGrantorsmailbox.
Scenarios for sharing a mail folder
40
Yoursalesdepartmentwantsonecentralmailboxforallemailmessagesrequesting
informationaboutyourproduct,andeveryoneinsalesshouldbeabletoview
emailmessagesimmediatelywhentheycomein.Youcangiveeveryoneinthe
departmentpermissiontoviewthemailfolderandtheycancopythemessagesto
theirmailbox,oryoucangivethempermissiontomanagethemailfolderandthey
canreplyonbehalfofthisaddress.
Amanagerisoftenoutoftheofficeanddoesnothavetimetorespondtoheremail
messages.WhenthemanagerdelegatesaccesstoherInboxmailfolder,her
assistant(grantee)canmanagethecontentofhermail,respondtomessagesonher
behalf,createfolderstoorganizemessageinthatmailfolder,anddeletemessages.
Insteadofsendingemailmessagestodozensofaddresseseverytimeyouhavean
announcement,youcanidentifyoneofyourfoldersasapublicfolderthatcontains
theemailannouncements.Youcancreatesharedaccesstoonlyspecificemail
addressesandsetapasswordthatmustbeenteredtoviewthecontent,oryoucan
makeitapublicURLforanyonewhohastheURLcanviewthecontent.
Tolearnhowtoshareyourmailfolders,seeChapter15,SharingYourAccountItems.
Moving Email Messages

Youcantransferemailmessagesorentireconversationsfromonefoldertoanotherusingone
oftwomethods:
DraganddroptheitemtothedesiredfolderinthelefthandOverviewpane.
Selecttheitem(s),rightclick,andselect
.TheMoveMessagedialogappears.
Selectadestinationfolder,andclickOK.
41
Ifyouaremovingafewmessageswithinaconversation,theconversationappearsinboth
places.TheConversationDetailViewwindowshowsthenewlocationofthemessagethat
wasmoved.
Sorting Messages in the Content Pane

Anypanecontainingemailmessages,suchasyourInbox,canbesortedbytheFrom,Subject,
andReceivedcolumns.Sortablecolumnsarehighlightedasyoupassyourmousecursorover
them.
Tosortbyaparticularcolumn,clickthecolumntitle.Thecolumnshowsanarrowindicating
whetherthesortisinascendingorder(uparrow)ordescendingorder(downarrow).
Youcanonlysortbyonecolumnatatime.
Deleting a Message: The Trash Folder

Whenyoudeleteamessage,itismovedtotheTrashfolder.
Torecoveradeletedmessage:
DraganddropthemessagefromtheTrashfolderintoanotherfolder.
Intheexampleabove,themessagefromDanDemouserisbeingdraggedfromtheTrash
folderintotheInboxfolder(highlightedinFolderpane).
Purging an Email Message from the Trash Folder

YoucanpurgemessagesinTrash,whichmeansthemessagesarepermanentlydeletedand
cannotberecovered.
TopurgeordeletemessagesfromTrash:
42
RightclickontheTrashfolderandselectEmptyTrash.Allmessagesarepermanently
deleted.
Automatic Purge
Youradministratorsetsthepoliciesforyoursiteregardinghowlongmessagesremaininyour
foldersbeforeautomaticpurgeoccurs.
Managing Junk Email & Spam: The Junk Folder

Mostfilteringofunsolicitedautomatedemail(alsoknownasspamorjunkmail)ishandled
byaspamfilterbeforethoseemailmessagesreachyourInbox.
Emailthatmightpossiblybejunkmail,butisnotcertaintobejunk,isplacedinyourJunk
folder.YoucanreviewthesemessagesandeithermovethemoutoftheJunkfolderordelete
them.Ifyoudontmoveordeletethemessages,theyarepurgedafteranumberofdaysas
specifiedbyyouradministrator.
Spam
Ifyoufindthatyouarereceivingalargenumberofunwantedemailmessages,oftenreferred
toasspam,contactyouradministrator.Reportingemailasspamhelpsyouremail
administratortofinetuneanyspamfilteringthatmaybeinuseatyoursite.
Marking an Email as Junk
To mark an email as junk:
1. SelectthemessageinyourInbox.
2. Click
onthetoolbar.
43
TheemailismovedtoyourJunkfolder.
SometimesmessagesmaybeputintheJunkfolderthatarenotreallyjunkmail.Dragthose
messagestoanotherfolder.
To empty the Junk folder:
1. RightclickingtheJunkfolderandselectEmptyJunk.
ThecontentsoftheJunkfolderareautomaticallypurgedafteranadministrationconfigured
numberofdays.Contactyouradministratortofindouthowoftenyourmessagesarepurged.
44
Composing and Sending Email
3 Composing and Sending Email
Composeanewemailmessage
Addattachmentstomessages
Replytoemailmessages
Forwardemailmessages
Configureoptionalemailfeatures
Setupemailsignatures
Setaforwardingaddress
Composing a New Email Message

TheZWCusesstandardemailfunctionalitywithseveralenhancements.UsingtheZWC,you
cantakeadvantageofthefollowingfeatures:
Useautomaticaddresscompletiontocompleteaddressesforyou(fromyourAddress
Bookcontacts)asyoutypeintotheTo,Cc,andBccfields.
AttachoneofthemanyfiletypessupportedbytheZWC.
Createcustomsignaturesforuseinyouremailmessages.
Tocomposeanewemailmessage,either:
Click
Rightclickonasender(intheFromcolumn)intheInbox,andselect
onthetoolbar.
.
Ablankcomposepageopens.
45
Dependingonyouremailpreferences,theblankcomposepageopensintheZimbracontent
pane(asshownabove)oropensasaseparatecomposewindow.
Tocompletetheemail:
1. Entertheemailaddressofthepersonorpersonstowhomyouaresendingthe
messageintheToandCcfields.Eithertypetheaddressintothefield,orclick
tosearchthroughyourcontactsortheglobaladdresslist.
2. AddBccaddresses(ifnecessary)byclickingOptions>ShowBCCFieldonthe
composetoolbar.
3. Enterthesubjectoftheemailinthe
field.
4. Typethebodyoftheemailinthetextareabelowtheformattingicons.
Fromthecomposetoolbar:
5. Click
6. Click
7. Click
46
tocheckthespellinginthemessage.
toaddanattachment.
tosendtheemail.
8. Click
tosavethemessageasadraft(tosendlater).Themessageis
savedintheDraftsfolder.
o
Toretrieveadraft,opentheDraftsfolderandclickonthemessage.Youcan
composeandsendthecompletedmessageasnormal.Whensent,themessageis
removedfromtheDraftsfolder.
9. Click
o
toselectasignatureyouhavedefinedforuseinthismessage.
CreatingsignaturesiscoveredintheOptionalEmailFeaturessection.
Ifyouhavemorethanoneemailidentity(alsoknownasapersona)configured,
aFromdropdownlistwillbedisplayed.Choosetheidentitytouseforthis
messagefromtheFromdropdownlist.Moreinformationonemailidentities
andpersonasisprovidedinChapter6,CustomizingYourEmailFeatures.
IfyousupplyafirstandlastnamethatisnotintheformofavalidInternet
address(name@domain.com),aconfirmationdialogappearsadvisingyouthat
theaddressdoesnotappeartobevalid.Youcanchoosetosendtheemail
anyway,eventhoughitmaynotbedeliverable.
Cc and Bcc Addresses

TheabbreviationsCcandBccstandforCarbonCopyandBlindCarbonCopy,respectively.
Cc.Letsyousendacopyofamessagetosomeonewhosinterestedbutisnotthe
primaryrecipient.AllCcedrecipientsseetheentirelistofaddresseeswhentheyread
themessage.
Bcc.Letsyousendacopyofanemailmessagetosomeonewithouttheiraddress
appearinginthecopiesofthemessagesenttootherrecipients.
YoucansendamessagewithoutanyaddressesintheTofield,aslongasthereisatleastone
addressineithertheCcorBccfields.
47
Using HTML Editor

YoucancomposeyourmessagesusingHTMLastherichtexteditor.Messagescreatedusing
HTMLcanhavetextformatting,numbering,bullets,coloredbackground,tables,andlinks
whichcanmakemessageseasiertoread.
Toquicklychangetheformatforthismessageonly:
ClickOptions>FormatAsHTMLtoformatyourmessagewithdifferentfontstyles,
tables,color,etc.
ClickOptions>FormatAsPlainTexttoproducetextwithnostyleorformatting.
YoucansettheHTMLeditorasyourdefaulteditorandsetthedefaultfontsettings(including
style,sizeandcolor)usingtheComposingMessagesareaofthePreferences>Composing
tab.
SomeemailclientsmaynotacceptmessagesformattedinHTML.
48
Using Spell Check

Tocheckthespellingofyourmessage:
1. Click
onthetoolbar.Wordsintheemailmessagethatareunknown
tothespellcheckerarehighlighted.
2. Rightclickonahighlightedword.Adropdownmenudisplayssuggested
corrections.
3. Selectthecorrectword.Thewordishighlightedinanothercolor.
49
4. Click
spellchecker.
atthetopofthebodytoacceptyourchangesandclosethe
Beforeyouclosethespellcheckeryoucanchangeacorrectedwordbacktothe
originalspelling.Clickonthehighlightedwordandselecttheinitialspelling
fromthetopofthepopup.
Adding an Attachment
Emailmessagescanincludeattachments.Youcanattachdocuments,spreadsheets,pictures,
slideshows,andothertypesoffiles.
Toattachafiletoamessage:
1. Composetheemailmessage.
2. Click
.TheAttachFile(s)dialogappears.
3. Click
tolocatethefile.
4. SelectthefileandclickOpen.ThefilenameappearsintheAttachFile1field.
5. Click
50
toattachanotherfile.
6. Repeatsteps3and4foreachattachment.
7. Click
header.
8. Click
.Thecomposewindowappearswiththeattachment(s)inthe
tosendthemessageandtheattachment(s).
Recipientsofyouremailmessagemusthavetheappropriatesoftwaretoopenand
readthefile.ForfilescreatedincommonlyusedpackagessuchasMicrosoftOffice,
otherusersonatypicaldesktopsystemwillbeabletoopenthem.Commonfile
formats,suchastextfiles,HTMLfiles,andimagessuchasGIForJPEGfiles,canbe
openedinavarietyofprograms.
Attachment File Types Supported

Youcanattachanyfileonyourfilesystemthatyoucanfindusing
YoucanopenanyfileattachmentdirectlyfromtheZWC,providedthatyouhavetheright
applicationandtheextensionisnotblockedbyyouradministrator.Forexample,toopena
documentcreatedusingMicrosoftWord,youmusthaveMicrosoftWordonyourcomputer.
Onmostcomputers,thefiletypeisindicatedbytheextension,whichisusuallyaperiod
followedbyathreelettercode.Examplescouldincludefilessuchasexpenses.xlsorNew
Items.doc.Ifthefiletypeisonethatissupportedbytheinstalledsoftwareonyourcomputer,
youcantypicallydoubleclickthefileandyourcomputerwillautomaticallylaunchtheright
applicationforreadingthatfile.
Manytypesoffilescanbeopeneddirectlyfromyourbrowserusingvariousplugins.Usually,
ifyouclickafilelinkonapage,yourbrowserautomaticallydetectswhetherornotyouhave
therightpluginandpromptsyoutodownloadit.Notethatyoursystemadministration
policiesmaynotpermitenduserstodownloadandinstallanysortofsoftware.
OnWindowscomputers,thecomputerassumesthatthefiletypeinthefilenamematchesthe
actualformat.Evenifthefileiscorrectlyformattedinternally,ifitdoesnothavetherightfile
typeextensioninthefilename,yourcomputermaynotbeabletorecognizeitandopenthe
rightapplication.
Anincreasingnumberofcomputerviruseshavebeendesignedtospreadviafileattachments.
Therefore,insomeenvironments,systemadministratorshaveoptedtoblockincomingemail
containingcertaintypesofattachments,mostnotablyfileswiththeextension.EXEor.ZIPas
51
partoftheirfilename.Ifyousendanemailmessagetosomeonewhoseemailsystemhasbeen
configuredtoblockcertaintypesofattachments,youmaynotreceiveanynotificationifthe
emailwasblocked.
Foryourreference,herearesomewidelyusedfileextensions:
File Extension
Description
.txt
Indicatesatextfile,whichisafilecontainingonlytext
information.
Textfilescanbeopenedandreadusingawidevarietyof
texteditors,includingNotepad,WordPad,Word,
commandlineeditors,browsers,andevenspreadsheet
programs.
.htm
IndicatesanHTMLfile,aspecialtypeoftextfilethatis
usuallyopenedusingaWebbrowser.
.zip
IndicatesafilethathasbeencompressedusingZIP
compression.
YouwillneedWinZiporanothercompressionprogramthat
canreadandexpandtheZIPfile.
.exe
Indicatesanexecutableorprogramfile.
Doubleclickingoropeningsuchafileusuallylaunchesthe
application.
.doc
IndicatesaMicrosoftWorddocumentfile,whichcanbe
openedwithMicrosoftWordorOpenOffice.
.jpg
IndicatesagraphicalimageintheJPEGformat.
YoucanopenJPEGsinabrowserorbyusingoneofa
varietyofgraphicsprogramssuchasPaintorAdobe
Photoshop.
.gif
IndicatesagraphicalimageintheGIFformat.
YoucanopenGIFsinabrowserorwithagraphicsprogram.
52
.mpg
IndicatesamoviecliporanimationintheMPEGformat.
MPEGsareoftenplayablewithabrowserpluginora
playersuchasWindowsMediaPlayer.
.wmv
IndicatesamovieclipintheWMVformat,whichisa
Windowsonlyformat.
.pdf
IndicatesadocumentinPDFformat.
Youcantypicallyopenitfromwithinyourbrowserusing
anAdobeplugin.
Automatic Address Completion

TheautocompletefeaturesuggestsnamesasyoutypeintotheTo,Cc,andBccfieldsinanew
message.Alistofpossibleaddressesfromyourcontactslistthatstartwiththetextyoutyped
isdisplayed.
AsyoucontinuetotypeintotheTofield,thelistofmatchingaddressesbecomessmalleras
fewermatchesareavailable.Thelistdisappearsiftherearenomatches.
Theautocompletefeaturematchesthetextyoutypeagainstthefollowing:
Firstname
Lastname
Emailaddress
Forexample,youwanttosendanemailmessagetoDavidBrinks,whoseemailaddressis
dbrinks@acme.com.WhenyoutypeDintotheTofield,alistappearsshowingallpossible
matches,withthematchingportionshighlighted.Inthiscase,itmightdisplay:
DaleEdwards<ded@acme.com>
DavidBrinks<dbrinks@acme.com>
EricaDodd<erica878@xyz.com>
AsyoutypemorecharactersintotheTofield,thelistofmatchesgrowssmaller.Tocontinue
thepreviousexample,whenyoutypeDaintotheTofield,thelistwoulddisplay:
53
DaleEdwards<ded@acme.com>
DavidBrinks<dbrinks@acme.com>
Using Autocomplete
Whenyourtextmatchesoneormoreofyourcontacts,thematchesaredisplayedinalist
belowthefieldyouarecurrentlyediting.Bydefault,thefirstmatchwillbehighlighted.
Severalkeysyoucantypetriggerspecialbehavior.Themousemayalsobeusedtoselecta
match.
Thecomma,semicolon,Return/Enter,andTabkeysalltriggercompletion.Thetext
youhavetypedwillbereplacedbythecurrentlyselectedmatch.
ESChidesthelist.
Theupanddownarrowkeyschangetheselectioninthelist.Movingthemousecursor
overthelistalsochangestheselection.
Clickingthemouseonamatchselectsitforcompletion.
Touseasinglekeytoquicklyenteranaddress:
9. Typeafewcharactersthatwillcauseacertaincontacttobethefirstmatch.For
example,typestocause<SamSample>tobethefirstmatch.
10. Pressaquickkey.Forexample,pressEnterorthesemicolon.Theaddressappears.
Saving Your Work

TheZimbraWebClientisagraphicaluserinterface(GUI)thatincludeswindows,buttons,
andtextentryfields.
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WithaGUIthatusesInternetbrowsertechnologytodisplayandoperatetheuserfeatures,itis
notalwayspossiblefortheapplicationtodetectwhenyouhavedonesomethingthatyou
mightwanttosave.
WithintheZWC,thefollowingrulesapply:
Ifyouareinthemiddleofcomposinganemailmessage,andyouclickanotherportion
oftheZimbrascreen,youarepromptedtosaveyourwork.Youcansubsequentlyfind
themessageinyourDraftsfolder.
EmailsyouarecomposingareperiodicallysavedtoyourDraftsfolderbydefault.
Youradministratorsetsthefrequencyoftheautosaves.
Saving Messages You Send: The Sent Folder

Bydefault,acopyofeveryemailyousendissavedintheSentfolder.Youcandeleteemail
fromtheSentfolderatanytime.
Tochangethedefaulttonotsaveacopyofmessagesyousend:
1. SelectthePreferences>Composingtab.
SelectDonotsavesentmessagesintheSentMessagesarea.
2. Click
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Replying to an Email Message

Youcanreplytothesenderofamessageoryoucanreplytothesenderandallrecipientsof
themessage.
Clickthisbuttoninthetoolbartoopenanewemailcomposewindowwith
theTofieldpopulatedwiththenameofthepersonwhosentyoutheoriginalmessage.
Clickthisbuttoninthetoolbartoopenanewemailcomposewindow
withtheTo,Cc,andBccfieldspopulatedwiththenamesofallrecipientsofthe
originalmessage.Usethisoptionifyouwanteveryonewhoreceivedtheoriginal
messagetoreceiveyourresponse.
Bothoptionsincludethebodyoftheoriginalmessageinthereply.However,attachments
fromtheoriginalmessagearenotincludedinthereply.
Dependingonhowyousetyouruserpreferences,thetextfrompreviousmessagesmayhave
acharactershowingthenumberofpreviousexchangesthathaveoccurredsincethistextwas
written.
Forexampleifthereplyispartofanongoingconversation,andyouhavetheoptionInclude
originalmessagewiththisprefixsettousethe>character,thetextfromeachpartofthe
exchangeisshownwithanglebrackets:
>Previousmessage
>>Messagebeforepreviousmessage
>>>Andsoforth
Ifthemessageisinaconversation,changingtheSubjectlinewillcauseyour
replytoappearinanewconversation.
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To reply to a message:
1. Selecttheemailyouwanttoreplyto.
2. Click
or
inthecontrolbar.Anewcomposewindowis
displayedwiththeaddress(es)intheheaderandtheoriginalmessageinthebody.
3. Typeyourreply.
4. Click
onthetoolbarifyouwanttochangehowtheoriginalmessage
isincludedinthereply.Theoptionsinclude:
o
DontIncludeOriginalMessage
IncludeOriginalAsAttachment
IncludeOriginal
IncludeOriginalWithPrefix
IncludeLastMessageOnly
Yourdefaultoptionismarkedbutyoucanchangeitforthisemailonly.
5. Click
Ifyouaddyoursignatureautomaticallytoyourmessages,yoursignatureis
automaticallyplacedinthemessageaccordingtothepreferenceyouenabled:
eitherattheendofallmessagesinthecomposewindoworattheendofthe
messageyoucompose,abovethequotedtext.
Forwarding an Email Message

YoucanForwardanemailmessagetosomeoneelse.Forwardingamessageincludesallfile
attachments,whereasReplypreservesthebodytextbutdoesnotincludetheattachments.
To forward a message:
1. Selecttheemailyouwanttoforward.
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2. Click
onthetoolbar.Acomposewindowopens.Thetextofthe
forwardedmessageappearsinthebodyunlessyouhavechosentoforward
messagesasattachmentsusingthePreferences>Mailtab.
3. EnteraddresseesintheTo,Cc,orBccfields.
4. Addafewlinesofnewtextatthetopofthemessagetolettherecipientknowwhy
youdecidedtoforwardthemessage.
5. Click
Optional Email Features

ThereareseveraloptionalemailfeaturesavailablewhenusingtheZWC.Forexample,you
can:
Createanemailsignature
ForwardyourZimbraemailtoanotheremailaddress
Customizeyourinitialemailpage
Email Signatures
Anemailsignatureisclosingtextincludedattheendofanemail.Asignaturecaninclude
yournameandanyadditionaltextorgraphicsallowedbyyouremailaccount.Contactyour
systemadministratorifyouhavequestionsaboutwhatisallowedbyyouremailaccount.
Forexample,asignaturecouldread:
JohnSmith
VicePresidentofEngineering
WidgetsDivision
AcmeCorporation,Inc.
3035551212x111
john.smith@example.com
Ifyoucreatemultipleemailidentities(alsoknownaspersonas),youcancreatedifferent
signaturesandassignthemtospecificaddresses.Moreinformationonemailidentitiesand
personasisprovidedintheManagingEmailchapter.
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To create a signature:
1. UsethePreferences>Signaturestab.
2. TypeanidentifiablenameintheSignatureNamefield.Youcancreatemultiple
signatures,sousinganidentifiablenamehereisimportant.
3. Typethesignaturetextexactlyasyouwantittoappearinthetextbox.
4. SpecifywhereyouwantyoursignaturedisplayedintheUsingSignaturessection.
o
SelectAboveincludedmessagestoaddyoursignatureattheendoftheyour
composed,repliedto,orforwardedtext.
SelectBelowincludedmessagestoaddyoursignatureattheendofthe
message.
5. ClickAddSignature.
To apply this signature as the default signature for your account name:
1. UsethePreferences>Accountstab.
2. SelectthesignaturenamefromtheSignaturedropdownmenuatthebottomofthe
screen.
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Undeliverable Email
Sometimesamessagebounces,meaningitcannotbedeliveredforareasonsuchas:
Recipientisnotavalidorexistingemailaddress.Verifythatyouhavethecorrectemail
address.
Recipientsemailsystemrejectstheemailforonereasonoranother.
Recipientsmailboxisfull.
Ifamessageisrejected,youwillreceiveanundeliverablemailmessagethatincludes:
Atleastpartofthecontentsofyouroriginalmessage
Somesystemgeneratederrormessagesthatprovidemoreinformationastowhythe
emailhasbounced.
Trytocorrecttheproblemandresendtheemail.
Iftheemailbouncesduetoabademailaddress,butyouarecertainthattheaddressisvalid:
Contacttherecipientsusingothermeans.
Havetherecipientsresolvetheissuewiththeirsystemadministrators.
Contactyouradministratorif:
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Everyemailmessageyoutrytosendisrejected.
Emailbounceswithuserunknownorbadaddressmessagesforaddressesthatyou
usedfromyourcorporateaddresslist.
Youstartreceivingbouncemessagesforemailyoudidnotsend.
Setting a Forwarding Address

Youcanidentifyanemailaddresstoforwardyourmessagestoandchoosetoretainthe
messageinyourmailboxorautomaticallydeletethemessagewhenforwarded.
To forward your email:
1. UsethePreferences>Mailtab.ScrolldowntotheReceivingMessagessection.
2. TypeacompleteforwardingaddressintheWhenamessagearrives:Forwarda
copytofield.
3. Ifyouwanttoautomaticallydeletetheemailfromyouraccount,enableDontkeep
alocalcopyofmessages.
4. Click
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Using Tags and Folders to Organize Your Mailbox
4 Using Tags and Folders to Organize Your Mailbox
Createandusetags
Flagemailmessages
Usefolders
Createcustomfolders
Working with Tags

Tagsareyourpersonalclassificationsystemforemailmessages,contacts,tasks,and
appointments.Usingtagsisanaidforfindingitems.Forexample,youmighthaveonetagfor
ImmediateTurnaroundandanotherforMediumPriority.
Someoftheadvantagesoftagsinclude:
Youcansortemailusingtags.
Youcansearchforatagandallmessageswiththattagwillbedisplayed,nomatter
whatfoldertheyarein.
Youcancreateasmanytagsasyouwant.
Youcanapplymultipletagstothesameemailmessageandcontacts.
Creating Tags
YoucancreateaNewTagusinganyofthefollowing:
1. RightclickTagsintheOverviewpane,andselectNewTag.
2. Selectamessage,click
inthetoolbar,andselectNewTag.
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3. Rightclickaniteminalistview,chooseTagMessage,andselectNewTag.
4. RightclickonTagsoratagintheOverviewpaneandchooseNewTag.
To create a new tag using any of the previously mentioned methods:

1. SelectNewTag.TheCreateNewTagdialogisdisplayed.
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2. TypeanameforthetagintheTagnamefield,andchooseatagcolorfromthedrop
downmenu.
3. Click
Tagnamescanhaveanycharacterexceptthefollowing
o
:(colon)
/(forwardslash)
(doublequotes)
ThenewtagislistedunderTagsintheOverviewpaneandcanbeappliedtoany
emailmessagesorcontacts.
Youcanassignmultipletagstoamessage.Ifamessagehasmultipletags,theyarelayeredand
multicolored.
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Assigning a Tag to Messages and Other Items

Taggingissimilartoflagging,exceptthatyoucancreateandapplymultipletagstoasingle
itemtoclassifyitunderseveralcategoriessimultaneously.Afteryoucreateatag,youcan
applyittoconversations,messages,orcontacts.
To tag an item using drag and drop:
DraganddropthetagfromthelefthandOverviewpaneontotheitemontheContentpane.
To apply a tag to an item using menus:

1. RightclicktheitemfromtheContentpane.
2. ChooseTagMessage(orTagConversation,TagContact,etc.).
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3. Choosethetagnamefromthelistthatappears.Onlytagsnotalreadyappliedtothe
selecteditemarelisted.
To remove a tag from an item:
1. RightclicktheitemfromthelistandchooseRemoveTag.
2. Selectthetagyouwanttoremove,orchooseAllTagstoremovealltagsatonce.
To apply/remove a tag to multiple items at once:
1. SelectalltheitemstobetaggedusingControlClickorShiftClick.
2. Rightclickoveranyoneoftheselecteditems,andchooseanexistingtag,NewTag,
orRemoveTag.
Tofindtaggedmessagesquickly:
ClickatagintheOverviewpane.
AllmessageswiththeselectedtagaredisplayedintheOverviewpane.Intheexamplebelow,
allmessageswiththeDemotagaredisplayed.
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Tosearchfortags,typeoneofthefollowingintotheSearchfield:
tag: <"tag name">. Displays all tags with this name.
tag: "color". Displays all tags with this color.
Deleting a Tag
To delete a tag:
3. RightclickthetagnameontheOverviewpane.
4. ClickDelete.
Deletingatagremovesthetagfromanyitemthathadthattag.Theitemsthemselvesarenot
deleted.
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Flagging an Email Message

Theflagiconinthemessagelistisayes/noindicatorthatdenoteswhethertheemailmessage
hasbeenflagged.Thiscanbeusedtoindicateanactionneededitemortodistinguishthe
messageorconversationfromotheritemsoflesserimportance.
To turn the flag on:
1. Placeyourcursorovertheflagcolumnforthemessageorconversation.Theflag
iconappearsinashadowedform.
2. Clickoncedirectlyovertheflagicon.Theflagiconappearsinitsactiveform.
To turn the flag off:
Clickonanactiveflag.
Using Folders: General Techniques

TherearetwotypesoffoldersintheZWC:
Systemfolders.Systemfolderscannotbemoved,renamed,ordeleted.Examples
includetheInbox,Sent,andTrashfolders.
Userdefinedfolders.Youcancreatefolderstoorganizeyouremail.Foldersyou
createaredisplayedintheFolderslistintheOverviewpane.Toplevelfoldernames
mustbeunique.Thenamecannotbethesameasanyothertoplevelfolderinyour
email,calendar,oraddressbookfolders.
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Creating a Custom Folder

Youcancreatecustomfolders.Customfolderscanbecreatedinsideotherfolders,including
systemfolders.
Youcannotcreatetwofolderswiththesamenamewithinthesameparentfolder.For
example,youcannothavetwofoldersnamedShoppinginsideyourInboxfolder,butyou
couldhaveonefoldernamedShoppinginsideyourInboxfolder,andanotheronewiththe
samenameinsidetheSentfolder.
To create a new folder, either:
1. Click
atthetopoftheOverviewpane,or
RightclickintheOverviewpaneinthefolderslist,andselectNewFolder.
ACreateNewFolderdialogappears.
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2. TypethefoldernameintotheNamefield.
Selectwheretoplacethenewfolder.Either:
o
ClickFolderstohavethenewfolderdisplayedatthetopofthelist.
Clickanexistingfoldertoplaceyournewfolderwithinthatfolder.
3. Click
Renaming a Folder
To rename a user-defined folder:
1. Rightclickonthefolder,andchooseRenameFolder.
ARenameFolderdialogappears.
2. TypethenewnameforthefolderintotheNewnamefield.
3. Click
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Foldernamescanhaveanycharacterexcept:
o
:(colon)
/(forwardslash)
(doublequotes)
Deleting a Folder
To delete a user-defined folder, either:
1. DragthefoldertotheTrash.
Inthisexample,theZachsForumPostsfolderisbeingdraggedtotheTrash.
2. Rightclickthefolder,andchooseDelete.
Whenyoudeleteafolder,itscontentsaremovedtotheTrash.Youcanrecovercontentsfrom
theTrashbydragginganddroppingthemtoanotherfolder.
Ifyouwanttosavesomeofthemessagesinafolderbeforeyoudeletethefolder,movethe
messagestoanotherfolder.
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TheTrashfolderispurgedonaregularbasis,whichissetbyyour
administrator,soitemsintheTrashdonotstaythereforever.
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Create Filters to Automate Email Handling
5 Create Filters to Automate Email Handling
Createfilters
Understandtheconditionsandactionsofafilter
Usewildcardswhencreatingfilters
Emailfilteringallowsyoutodefinerulestomanageincomingemail.Filteringappliesasetof
rulestoincomingemailandthenexecutesaspecifiedaction.Youcanfilteryourincoming
emailmessagesto:
Sortthemintofolders
Automaticallytagthem
Forwardthem
Discardthem
Forexample,youcouldcreaterulesasfollows:
AllemailfromyoursupervisorgoesintoyourManagementDirectivesfolder.
AllemailfromthecorporateeventsmailinglististaggedwiththeEventstag.
AllemailfromaspecificaddressgoesintotheTrashfolder.
Filter Conditions & Actions

Eachfilterruleconsistsofoneormoreconditionsandoneormoreactions.
Conditions
Forexample,ifyoursupervisorsendsyouemailsfrommorethanoneaddress,suchas
jane.smith@company.comorjanesmith23@yahoo.com,youcouldcreateonefiltercalled
Supervisorwhichhastwoconditions,oneforeachemailaddress.
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Conditionsinclude:
SpecificaddressesintheFrom,To,Ccaddressesintheemailheader
Emailmessagesthatareunderoroveraspecificsize.SizecanbespecifiedasB,KB,or
MB
Dateisbeforeorafteraspecifieddate
Thepresenceorabsenceoffileattachments
SpecifythataddressesthatareorarenotinyourAddressBook.
Wordsorcharacterstringsinthesubjectorbodyoftheemailmessage
Alltheconditionsallowyoutospecifynotasanegativecondition.Forexample,youcan
specifyemailthatdoesnotcontainaparticularword.
Youcancombineconditionstosearchforemailwithmorecomplexcharacteristics.
Actions
Eachfilterrulecanspecifyoneormoreactions.Actionsinclude:
LeavethemessageintheInbox(noaction)
Movethemessagetoanotherspecifiedfolder
Tagthemessage
Markthemessageasreadorasflagged
Discardthemessage.Thisactiondropstheemailmessagesilently,whichmeansthat
themessagedoesnotreachyourmailbox.ItisnotthesameastheDeleteactionon
yourmenu.DeletinganitemmovesittotheTrashfolder.
Forwardthemessagetoaspecifiedemailaddress
CheckDonotprocessadditionalfilterstopreventtheapplicationofanyother
filterrulestoemailmessagesthatmatchthiscurrentrule.Ifitisnotchecked,
subsequentfilterrulesareevaluatedfortheemailmessageevenifthecurrent
filterisamatch.Youprobablydontwanttohavethesamemessagematchmore
thanonefilterruleandundergomultiple,perhapscontradictoryactions.
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Using Any and All

ConditionswithinafilterrulecanbegroupedusingAnyorAll.Theuseofthesetermsis
similartoAndversusOrtypesearches,withAnybeingOrandAllbeingAnd.
Any.Amessagethatmeetsanyoneoftheconditionsisconsideredamatch.
All.Everyconditionspecifiedinthatfilterrulemustmatchinorderforthatmessageto
matchthefilter.
When Filters are Used

AllfilterscurrentlydefinedarelistedonthePreferences>MailFiltertab.TheActivecheck
boxallowsyoutoturnfiltersonoroffwithouthavingtodeletethefilterrules.
Eachincomingmessageistestedagainstyouractivefilterruleswhenitisdelivered,andthe
filteractionsareappliedtomatchingmessagesatthattime.
Filter Order
FiltersareappliedintheordertheyarelistedontheMailFilterstab.Youcanchangethat
orderatanytimeusing
and
Theconditionsareusedtotesteachemailmessage.Ifthemessagemeetstheconditions
collectively(usingtheAnyorAlldesignationasspecifiedinthefilterrule),itisamatch.The
orderoftheconditionswithineachfilterisnotimportant.
Ifthemessagematchestheconditions,allactionsassociatedwiththatfilterruleareapplied,in
theorderinwhichtheyappearinthefilter.
Creating a Filter
Youcancreateafilterintwoways:
UsingthePreferences>MailFilterstab
UsingamessageintheInbox
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Creating a Filter from the Mail Filters Tab

TocreateanewfilterusingthePreferences>MailFilterstab:
1. SelectthePreferences>MailFilterstab.
2. Click
.TheAddFilterdialogdisplays.
3. TypethenamefortheruleintotheFilterNamefield.
4. IntheIfthefollowingconditionsaremetarea,chooseagroupingpreference.
Anymeansthatifanyoftheconditionsinthefilteraremet,applytheaction.
Allmeansthatalloftheconditionsinthefiltermustbemettoapplythefilter
action.
Steps511canberepeatedtosetupmultipleconditionsandactionswithinasinglefilter:
5. Selectfromthefirstdropdownlistwhichpartoftheemailtofilter.Forexample,
chooseanemailfield,aportionofanemailmessage,oranemailaddress.
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Intheaboveexample,Subjectisselected.Therefore,theSubjectofallincoming
emailswillbefiltered.
6. Chooseacomparisonmethod.Theoptionsshowndependonyourchoiceinthe
previousstep.
Intheaboveexample,containsisselected.Therefore,thefilterwilllookforSubjects
thatcontaincertaintext.
7. Enterawordorphrasetocompareagainstinthetextfield.Forexample,enterStaff
MeetingtofilterallmessagescontainingStaffMeetingintheSubject.
8. Click
toaddmoreconditions,ifneeded.Youcancontinuetoaddmore
conditionsorproceedtoaddoneormoreactions.
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9. ChooseanactionfromthedropdownlistinthePerformthefollowingactions
area.
Intheaboveexample,Tagwithisselected.Therefore,thefilterwilltagemail
messageswithaSubjectcontainingStaffMeeting.
10. Specifyafolderortagname,ifnecessary.Whatyouspecifydependsontheaction
youchoseinthepreviousstep.
Intheaboveexample,theZimbratagisselected.Therefore,allincomingemail
messagesthathaveaSubjectcontainingStaffMeetingwillbetaggedwiththe
Zimbratag.
11. Check
12. Click
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(upperrightcornerofAddFilterbox)toturnonthefilterrule.
toaddmoreactionsorclick
tofinish.
Thefilterwillbeappliedautomaticallytoallnewincomingemailmessagesastheyarrive.
Creating a Filter from an Email Message

Tocreateanewfilterfromanemailmessage:
13. RightclickonthemessageandchooseNewFilter.
14. TheEditFilterdialogdisplayswithFrom,To,andSubjectsetwiththisinformation
fromtheemailmessage.
15. Ifthefilterconditionsarecorrect,enteranameintheFilterNamefieldandclick
.
Youcanchangetheconditionsandactionsasnecessaryusingthedropdownmenusinthe
EditFilterdialog.
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Editing a Filter
Toeditafilter:
1. SelectthePreferences>MailFilterstab.
.TheEditFilterdialogdisplays.
2. Click
3. Usethedropdownmenusandfieldstoeditthefilterasnecessary.
4. Click
Filter Conditions and Actions Supported

ThissectiondescribestheconditionsandactionssupportedbyZWCfilters.Filterrulesarenot
casesensitive,sotherulesignorecapitalization.
Conditions
Comparisonfieldsincludethoseinthefollowingtable.
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Comparison Field
Description
From
UsethistospecifyaFromnameinanemailmessage.
To
SameasFrom,butlooksforspecifiednamesintheToheader.
CC
SameasFrom,butlooksintheCcheader.
Comparison Field
Description
Subject
LooksinthemessagesSubjectheader.
HeaderNamed
Whenthisoptionisselected,anadditionaltextinputfield
appearsbeforethecomparisonoperator(thecontainsportion).
Thisoptionallowsyoutospecifyanyemailheader.Youcan
specifythestandardfieldsofToorFromandDate,ReplyTo,or
othercustomfieldsthatmaybeincludedinthemessageheader.
Youcouldusethisoptiontofilteroutemailmessagesthathave
malformedheaders,meaningtheydonotcontaincertain
informationthatisnormallyconsideredstandardforanemail
message.Sometimesspam,whichisautomaticallygenerated,
omitsinformationsuchastheSenderorReplyTofields.Usethe
secondtextfield(thefieldimmediatelytotherightofthe
comparisonoperator)tospecifytheheadertotestfor.
Size
Usethistoselectemailmessagesthatarelargerorsmallerthana
specifiedsize,includinganyfileattachments.Youcanusethisto
discardemailmessagesthataretoolarge.
Date
Usethisoptiontospecifyemailmessagessentbeforeoraftera
specifieddate.
Body
TheoptionsforBodyareContainsandDoesnotcontain.This
allowsyoutospecifymatchingwordsinthebodyoftheemail.
Youcannotfilterforwordsinfileattachments.
Attachments
Youcanfilterforemailmessageswithorwithoutattachments.
AddressIn
Testsforanaddressinyourcontactsandallowsyoutospecifyan
address.
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Comparisonoperatorsincludethoseinthefollowingtable.
Comparison Operator
Description
Matchesexactly/doesnotmatchexactly
Specifiesanexactmatch.
Forexample,specifyingSubjectmatches
exactlyBananawouldonlymatchBananaand
notBananasorAtruckfullofbananaleaves.
Contains/doesnotcontain
Specifiesthatthesubjectlinemustcontainthe
specifiedsubstring.
Forexample,specifyingSubjectcontains
BananawouldmatchImgoingbananas.
Matcheswildcardcondition/doesnot
matchwildcardcondition
Specifiesthatthesubjectmustmatchthe
specifiedstring,whichincludeswildcards.
Forexample,specifyingbana*wouldmatch
bananaandbananatreebutnotfreebananas.
Thewildcard*isacharacterusedintheemail
filtercomparisonfieldtorepresentoneormore
charactersinthefilter.
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Exists/doesnotexist
Matchesifthespecifiedfieldispresentinthe
message.UsedwiththeHeaderNamedand
Attachmentfields.
Under/notunder,over/notover
UsedforcomparisonagainsttheSizefield.
Before/notbefore,after/notafter
UsedforcomparisonagainsttheDatefield.
In/notin
Usedtotestforpresenceofanaddressinyour
contacts.
Actions
Availableactionsincludethoseinthefollowingtable.
Action
Description
KeepinInbox
SavesemailtoInbox.Ifnoneofthefilterrulesmatchan
emailmessage,thisactiontakesplacebydefault.
FileintoFolder
Movestheemailtoaspecifiedfolder.
Discard
Deletestheemailmessagewithoutdeliveringit.The
messageisnotinanyofyourfolders,notevenTrash.
ForwardTo
Forwardsemailtotheaddressyouspecify.
StopEvaluation
Thisactionpreventssubsequentfilterrulesfrombeing
appliedtoanymessagethatmatchesthecurrentone.
Mark
SelectasReadorasFlagged.
Tagwith
Youcantagmatchingmessageswithaselectedtag.
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Multiple Actions
Afilterrulecanspecifymultipleactions.Thecombinationsofactionsareinterpretedas
describedinthefollowingtable.
Multiple Action
Description
Discard
Ifcombinedwithotheractions,discardisignoredandthe
otheractionstakeplace.
StopEvaluation
Actionsspecifiedafterthisoneareignored.
Fileintofolder
Multiplefileintoactionsresultsinmultiplecopiesofthe
messagebeingstoredindifferentfolders.Ifaspecified
folderdoesnotexist,themessageissavedtotheInbox.
Tag/Mark
Theseactionsapplytothemessagereturnedfromthe
nearestprecedingaction.Inthecaseofmultiplefileinto
actions,thiscouldresultinsomecopiesofthemessage
storedwithoutatag,andothersstoredwithatag.
KeepinInbox
Multiplekeepactionscanbespecified,butonlyonecopy
ofthemessageissavedtotheInbox.
Filter Wildcards
WildcardscanbeusedincomparisonsthatusetheMatchespatterncomparisonoperator.The
twowildcardcharactersare*and?
Asterisk (*)
Theasteriskisaplaceholderforzeroormorecharactersofanytype.
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Example
Match
Subjectlinesearchstring:
banana*float
Subjectlinessuchasbananafloat,bananas,
bananaleafcasserolefloatbutnotsuper
bananafloat
w*bandanna
Subjectlinessuchaswhitebandannaorwhose
bandannabutnotwhosebandannaisthis?
Question Mark (?)

Thequestionmarkisaplaceholderforexactlyonecharacter.
Example
Match
banana?boat
Subjectlinessuchasbananasboat,banana
boat,banana!boat,orbananaboat
Escape Character is Slash: \

Theremaybetimesthatyouwanttospecifyanexactmatchonastringthatcontains
charactersthatnormallyareconsideredwildcards.
Forexample,youmightwanttospecifyamatchonasubjectlinewherethemainheadingis
surroundedonbothsidesbythreeasterisks,suchas:
***MOREMONEY!!!***
***FREEGIFT***
Tospecifyawildcardasitselfratherthanasubstitutionforothercharacters,usethebackslash
\immediatelybeforethecharacter.Forexamplethecomparisonstring\*\*\**\*\*\*specifiesa
subjectwiththreeasterisksbeforeandafteranystringinthemiddle(includingspaces).
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Customizing Your Email Features
6 Customizing Your Email Features
Setupnewmailnotification
Createawaymessages
Manageyouraccountidentities
Changeyourdefaulttimezone
TheZWCoffersseveralemailfeaturesthatyoumaychoosetousewhenmanagingyour
mailbox.Theadvanceemailfeaturesinclude:
NewEmailNotifications.Sendemailtoanotheremailmessagetonotifyyouwhen
youreceiveemailinyourZimbramailbox.
AwayMessages.Sendoutofofficeautoreplymessageswhenyouareaway.
Personas/OtherEmailIdentities.Createseparateemailidentities,alsocalledpersonas,
tomanagedifferenttypesofemail.Forexample,youcancreateabusinesspersonafor
yourbusinessemailandapersonalpersonaforyourpersonalemail.
ExternalAccounts.ConfigureyourZimbramailboxtocheckemailatother,external
emailaddresses.
RSSFeeds.CreateafoldertoreceiveRSS(ReallySimpleSyndication)feedsdirectly
intoyourZimbramailbox.
MailboxQuotas.ManagethesizeofyourZimbramailbox,soyoudonotexceedyour
quota.
Setting a New Email Notification

Youcanconfigureyouremailoptionstonotifyyouatanotheremailaddresswhenyoureceive
emailtoyourZimbramailbox.Thisfeaturemaybeusefulifyoudonotreceivealotofemail
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toyourZimbraaccount,butwhenyoudoreceiveemail,itsimportantenoughtorequirea
timelyresponse.
To set notification:
1. SelectthePreferences>Mailtab,andscrolltotheReceivingMessagesarea.
CheckSendanotificationmessageto.
2. Entertheemailaddress.
3. Click
Creating an Away Message

Thisfeatureisalsoknownasanoutofofficeautoreplymessage.
Youcansetanawaymessagethatautomaticallyrepliestopeoplewhosendyou
messageswhenyouareoutoftheofficeforanextendedperiodoftime.
Theautoreplymessageissenttoeachrecipientonlyonce,regardlessofhowmany
messagesthatpersonsendsyouduringthedesignatedvacationperiod.
To set an away message:

1. SelectthePreferences>Mailtab,andscrolltotheReceivingMessagesarea.
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2. CheckSendautoreplymessage.
3. Enterthemessagetobesentinthetextbox,suchasthemessageshownabove.
4. Click
Remembertoturnofftheawaymessagewhenyoureturn.Toturnofftheaway
message,uncheckSendautoreplymessage.Theawaymessageisdisabled
immediately.
Managing Your Account Identities

TherearetwodifferentaspectstoaccountidentitiesinZWC:
Accountidentities.Thesearealsoknownaspersonas,withinyourZimbraaccount
Externalaccounts.TheseareotheremailaccountsyoumayhavebesidesyourZimbra
account
Whenyousendnewemailorreplytoorforwardanemailmessage,oneidentityisalways
associatedwiththeemail.Thisisthedefaultidentityorpersonacreatedasyouraccountname
andisusedunlessyousetupdifferentidentities.
Creatingdifferentaccountidentities,calledpersonas,allowsyoutousemultipleemail
addressesfromyourmailbox.Youmightwanttodothistomanagedifferentrolesinyourjob
andpersonallifefromthissingleemailaccount.
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YoucanalsoaddexternalaccountaddressestoyourZimbraaccounttoretrieveemailfrom
yourotherPOPaccounts.Youcanconfiguretheexternalaccountsettingssothatwhenyou
replytothosemessages,aspecificaddressisshownintheFromfield.
Ifyouhavesetupmorethanonepersonaoraddedexternalaccounts,whenyouopenanew
composewindow,youridentitiesarelistedintheAccountfieldintheheader.
Creating a Persona
Creatingdifferentpersonasallowsyoutousemultipleemailaddressesfromyourmailbox.
Forexample,youcoulduseyourdefaultpersonaforyourbusinessemailcorrespondenceand
youcancreateanewpersonaforyourpersonalemailcorrespondence.
To create a persona:
1. SelectthePreferences>Accountstab.Yourdefaultaccountinformationisshownat
thetopofthetab.
2. Click
appears.
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.Anewaccountnameappears,andthePersonaSettingsarea
3. CompletethefieldsinthePersonaSettingsarea,asshownonthenextpage.
4. Click
onthetoolbartosaveyournewpersona.
CompletethefieldsinthePersonaSettingsarea,asshowninthisexamplewhereaTraining
Personaiscreatedtomanageallemailsrelatedtotraining.
5. EnteranameforthispersonainthePersonaNamefield.Thisisthenameusedto
identifythepersonaintheFromlistwhenyouarecomposinganemail.Itdoesnot
appearintheemailmessage.
6. SpecifytheFrominformationforthispersona:
o
TypethenamethatshouldappearintheFromfieldofyouroutgoingemail
messages.Thisisthefriendlynamethatisshownbeforeyouremailaddress.
Selecttheemailaddressfromwhichtosendmessagesintothesecondfield.If
thisfieldisnoteditable,youdonothaveadditionalexternalaccountsidentified.
7. Todirectrepliestoemailsfromthispersonatoanameandaddressdifferentfrom
thatwhichyouconfiguredinFrom.
o
CheckSettheReplytofieldofemailmessagesto.
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Enterthenameandaddressthatshouldreceiverepliesforthisidentity.For
example,repliestotrainingmessagesshouldbesenttoTeamTrainingat
training@yahoo.com.
8. SelectasignatureforthispersonausingtheSignaturedropdownmenu.
o
Ifyouhavenotcreatedthesignature,youcancomebackandeditthispersona
later.
Ifyoudonotwantthesignaturetobeappliedautomatically,selectDoNot
AttachSignaturefromthemenu.
9. Toautomaticallyusethispersonawhenreplyingtomessagessenttoaspecificemail
address,orwhenforwardingmessagesfromthataddress:
o
CheckWhenreplyingorforwardingmessagessentto.
Typetheemailaddress(es)inthefield.Ifyouareenteringmorethanoneemail
address,separateaddresseswitheitheracommaorasemicolon.
10. Toautomaticallyusethispersonawhenreplyingtomessagesinaspecificfolder,or
whenforwardingmessagesfromthisfolder:
o
CheckReplyingtoorforwardingmessagesinfolder(s).
Clickthefoldericontoselectoneormorefoldersfromthelistofexistingfolders
ortocreateanewfolder.
Ifyouareselectingmorethanonefolder,separatethefoldernameswitheithera
commaorasemicolon.
Tocreateasignatureforusewiththispersona,usethePreferences>Signaturetab.Referto
EmailSignaturesinChapter3forinstructionsoncreatingemailsignatures.
Retrieving Email from an External Account

UsingZWC,youcanlinkyourexternalemailaccountstoyourZimbramailbox.Then,youcan
retrieveemailfromyourexternalaccount(s)inyourZWC,insteadofloggingintoeach
externalaccountseparately.
WhenyousetupyourexternalaccountonZWC,youcan:
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Specifywherethemessageswillbesaved
Createapersonatobeusedwhenyoureplytoorforwardamessagereceivedfrom
thatexternalaccount
Information You Need

Whenyousetupyourexternalaccountyouneedtoknowthefollowingdetails.Youmayneed
tocontactyouremailproviderforthisinformation.
Accounttype.Thisisthetypeofemailyouserviceprovideruses:POPorIMAP.
Usernameontheaccount.Thisistheusernameassociatedwiththisemailaccount.
Sometimesyourusernameisthepartofyouremailaddressbeforethe@andother
timesitisyourfullemailaddress.
Emailserver.Thisistheservernameforyourexternalaccount.
Advancedsettings.Yourprovidershouldletyouknowiftheydonotuseastandard
IMAP(143)orPOP(110)port.EnableUseanencryptedconnection(SSL)when
accessingthisserverwhenyouneedtoconnectsecurelytotheexternalserver.The
portnumberswillchange.
Receiving Messages from Your External Account

Whenyouretrieveyourexternalemailmessages,themessagesandattachmentsaresavedto
thefolderyouspecifywhenyouconfigureyouraccountinformation.
Messagesfromyourexternalaccount(s)arenotautomaticallyreceivedinyourZimbraWeb
Clientaccount.Tocheckforemailfromyourexternalaccount(s):
IfyouconfiguredtheInboxtobethefoldertosavetheexternalaccountsmessages,
click
onthetoolbar.YourInboxfolderisupdatedwithallnewmessages
includingmessagesfromyourexternalaccounts.
Ifyouconfiguredanotherfolderforyourexternalaccounts,selectthatfolderandclick
the
buttononthetoolbar.Messagesaredeliveredtoyourfolder.
Ifyouconfiguredanotherfolderforyourexternalaccounts,rightclickthefolder.The
menuhasaGetExternalMailoption.Selectthisoptiontoreceivemessages.
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Adding an External Account

To add an external account to your ZWC account:
1. SelectthePreferences>Accountstab.Yourdefaultaccountandpersona
informationisshownatthetopofthetab.Inthisexample,apersonahasalready
beencreated.
2. Click
.Anewexternalaccountnameisaddedtoyouraccounts,
andtheExternalAccountsSettingsareaappears.
3. CompletethefieldsintheExternalAccountsSettingsarea,asshownonthenext
page.
4. Click
onthetoolbartosavetheexternalaccountsettings.
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5. EntertheexactemailaddressoftheexternalaccountintheEmailAddressfield.
6. EnteranametoidentifythisaccountintoAccountNamefieldintheExternal
AccountSettingssection.YoucanselectthisaccountnamefromtheFromaddress
listwhenyoucomposenewemailmessages.
7. ChecktheAccounttype:POPorIMAP.
8. EnterthenameofthisemailaccountintotheUsernameofAccountfield.
9. EntertheemailserverhostnameintotheEmailserverfield.
10. EnterthepasswordyouusetologontothisexternalaccountinthePasswordfield.
Toseethatthepasswordyoutypediscorrect,checkShowpassword.
11. Ifyouserviceproviderusesadifferentportthenthedefault,changeitinthe
AdvancedSettingsarea.Ifyouuseasecureconnection,enableUseanencrypted
connection(SSL)whenaccessingthisserver.
12. SelectwherethemessagesshouldbesavedusingtheDownloadmessagesto
section.Thedefaultistocreateanewfolderandenableittoreceivethemessages.
ButifyouwantthemessagesinyourInbox,selectInbox.
13. EnableDeletemessagesontheserverafterdownloadingthemifyouwantthe
messagedeletedfromyourexternalaccountwhenitissenttoyourZWCaccount.
14. TypethenamethatshouldappearintheFromfieldofyouroutgoingemail
messages(forexample,John).Thisisthefriendlynamethatisshownbeforeyour
emailaddress.
15. CheckReplytoifrepliesshouldbesenttoanameandaddressdifferentfromthat
whichyouconfiguredinFrom.Enterthenameandaddressthatshouldreceive
repliesforthisidentity.Forexample,repliestotrainingmessagessentbyJohn
shouldbesenttoTeamTrainingattraining@example.com.
16. SelectasignatureforthisexternalaccountusingtheSignaturedropdownmenu.
o
Ifyouhavenotcreatedthesignature,youcancomebackandeditthisexternal
accountlater.
Ifyoudonotwantthesignaturetobeappliedautomatically,selectDoNot
AttachSignaturefromthemenu.
17. Click
onthetoolbartosaveyournewexternalaccountsettings.
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Tocreateasignatureforusewiththisexternalaccount,usethePreferences>Signaturetab.
RefertoEmailSignaturesinChapter3forinstructionsoncreatingemailsignatures.
Subscribe to an RSS
YoucansubscribetoWebsitesthatprovideyourfavoriteRSS(ReallySimpleSyndication)and
podcastfeedstosendupdatedinformationdirectlytoyourmailbox.
YouneedtoknowtheURLfortheRSSbeforeproceeding.
TosubscribetoanRSSfeed:
1. Click
abovetheFoldersheadingintheOverviewpane.Youmust
createaseparatefolderforeachRSSfeed.
TheCreateNewFolderdialogappears.
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2. TypethenameoftheRSSfeedfolderintheNamefield.
3. CheckSubscribetoRSS/ATOMfeed.TheURLfieldisdisplayedinthedialog.
4. EntertheURLforthefeedintheURLfield.
5. SelectwheretoaddtheRSSfeedfolderinthefoldermenu.Ifyouchoosetheroot
folder,thenewfolderisdisplayedatthehighestlevelinyourfolderview,whichis
thesamelevelasyourInboxfolder.
6. Click
.Thenewfolder,withtheRSSfeedicon ,displaysasthefolderin
yourOverviewpane.ThefeedisautomaticallysenttothefolderinyourZimbra
mailbox.
7. OpentheRSSfolder.ThecontentisdisplayedintheContentpane.
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8. Click
inthetoolbartoupdatethecontent.
Mailbox Quotas
Tokeepdiskandresourceusagetoamanageablelevel,youradministratormayenforce
quotastolimittheamountofdiskspaceyourmailboxcanconsume.
Thedisplaybannerunderyournameintheshowsabarshowinghowmuchofyourquota
youhaveused.
Ifyouareoverquota,thefollowingthingsmayhappen:
Youreceiveanemailnotification.
Youremailinterfacedisplaysanotificationwhenyoulogin.
Emailsenttoyoumaybereturned(bounced),alongwithanotificationthatyour
mailboxisfull.
Toreducethesizeofyourmailbox:
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Deleteoldmessagesthatarenolongerneeded.
Lookforanddeletemessageswithlargefileattachments.Savethefileattachments
locallyifyouwanttopreservethem.
DeleteDocumentsnotebooks,pages,imagesandattachmentsthatarenolonger
needed.
EmptytheTrashand/orSentfolders.
Zimbraalsosupportsautomaticpurgingofmessagesthatareoveracertainnumberofdays
old.Youradministratorsetsthepolicyforwhenmessagesarepurged,howoldtheyhaveto
be,andwhichfoldersarepurged.
Changing Your Default Time Zone

ChangethedefaulttimezoneforyourmailboxusingtheLoginOptionsareaofthe
Preferences>Generaltab.
Thedefaulttimezonesettingthatisdisplayedinthistabisusedtolocalizethe
timeforreceivedmessagesandcalendaractivitiesinthestandardwebclient.
Theadvancedwebclientusesthethetimzezonesettingonthecomputerasthe
timestampforreceivedmessagesandcalendaractivities,notthetimezone
settingintheGeneraltab.
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Managing Your Address Books
7 Managing Your Address Books
Viewyouraddressbooks
Addnewcontactstospecificaddressbooks
Addnamestoemailfromyouraddressbooks
Addcontactsautomaticallytoyouraddressbooks
Creategroupcontactlists
Importorexportyouraddressbook
Youremailadministratorcansetamaximumlimitforthenumberofentriesyoucanhavein
allofyouraddressbooks.Whenyoureachthismaximum,youcannotaddanymorecontacts.
However,youcandeleteunusedcontactstofreeupspace.
Whenyoucomposeanemail,theautocompletefeaturedisplaysalistofnamesfromyour
addressbooksthatmatchthetextyouaretyping.
TheEmailedContactsaddressbookispopulatedautomaticallywhenyousend
anemailtoanewaddressthatisnotinoneofyourotheraddressbooks.You
candisablethisfeaturebyremovingthecheckfromEnableautoaddingof
contactsonthePreferences>AddressBooktab.
Viewing Your Contact Information

Youcanviewthecontactnamesinalistorasdetailedcards.
TheContactListviewisaverticallistofallofyourcontacts.
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TheDetailedCardsviewshowsalltheinformationyouenteredonthecontactform.
Tochangetheviewforonesession,usetheViewdropdownmenuonthetoolbar.
To change the default view for Address Books:

1. SelectthePreferences>AddressBooktab.
2. SelectanoptionfromtheDefaultViewdropdownmenuintheOptionsarea.
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Whenyoupassyourmousecursoroveranaddress,atooltipdisplaysthefullemailaddress
associatedwiththatname.Ifthenameisalreadyinanaddressbook,bothcontactinformation
isdisplayed.Ifthenameisnotinoneofyouraddressbooks,onlytheemailaddressis
displayed.
Adding a New Contact

Youcanaddanewcontactintwoways:
Using
RightclickinganameinamessageheaderandchoosingContacts.
onthetoolbar.
Whenyouaddanewcontact,you:
Enterthename,phone,andcompanyinformation
Selecthowyouwanttofilethecontactinyourlist
Enteruptothreeemailaddressesandthreemailingaddresses
Adding a new contact from the toolbar

1. Clickthearrownextto
onthetoolbar,andselectNewContact.
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TheNewContactformopens.
2. Enterthecontactinformation,anduploadaphotoofthiscontact,ifdesired.
3. Click
onthetoolbar.
Adding a new contact from an existing email message:

1. Opentheemailmessage,theheaderisdisplayedingrayatthetopofMessagethe
Detailpane.YoucanaddemailaddressesfromtheSentBy,To,Cc,andBccfields.
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2. RightclickthenametoaddtoyourcontactlistandchooseAddtoContacts.
3. TheNewContactformopensprepopulatedwithwhateverinformationwas
availablefromtheemailheader.Addadditionalinformationandcheckthepre
populatedfieldsforaccuracy.
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4. Selectthefollowing:
o
WithFileAs,selecthowyouwanttofilethename.Thedefaultistofilethe
contactbylastname,firstname.
WithAddressBookselecttheaddressbooktowhichyouwanttosavethe
name.
5. Click
onthetoolbar.
Adding Names to Email from an Address Book

Whencomposinganemail,youcanselectemailaddressesfromyouraddressbooks.
Company Address Book
Withinyourorganization,youmaynotalwaysknowthecorrectemailaddresstouse.For
exampleJoeSmithatAcmecouldvariouslybejoe@acme.com,jsmith@acme.com,or
js123@sales.acme.com.
Acompanyaddressbook(alsoknownasaGlobalAddressList),isusuallyavailableto
everyoneinthecompanytohelpidentifyemailaddresses.
To add names from an address book to a new email message:
1. Click
onthetoolbartoopenanewmessage.
2. ClickTo.Anaddressselectiondialogappears.Completetheremainingstepsas
describedonthenextpage.
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3. SelectanaddressbookfromtheShownamesfromlist.Intheexampleabove,
Contactsisselected.Thegraphicbelowshowssomeoptionsinthismenu.
4. EnteranameorportionofanameintheSearchfieldontheleft.
5. ClickSearch.Alistofnamesandemailaddressesappearsontheleft.Inthis
example,SamSampleisdisplayedbecauseitmatchesthesaenteredintotheSearch
field.
6. Selectanametoaddittotherecipientslistontheright.
7. ClicktheTo,Cc,andBccbuttonstodeterminewherethenamewillappearwhen
themessageisaddressed.Clickthedesiredbuttonbeforemovingthenameacross.
UsetheRemovebuttontoremoveanamefromtherecipientslistontheright.
8. Repeatthesearchasneededuntilallnameshavebeenadded.
9. Click
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Adding Contacts Automatically

UsingthePreferences>AddressBooktab,youcanselecttheAddnewcontactstoEmailed
Contactsoptiontoautomaticallyaddemailaddressesfromyouremailmessagestoyour
EmailedContactslist.Withthisfeatureenabled,anytimeyourespondtoamessagethat
includesanemailnotinyouraddressbooks,theaddressisautomaticallyaddedtoyour
EmailedContactsaddressbook.
TheEmailContactaddressbookletsyoukeepaseparatemiscellaneousaddressbookfrom
otheraddressbookswithrandomaddresses.
Creating a Group Contact List

TheGroupContactsfeatureallowsyoutocreatecontactlists,alsoknownasemailaliases,that
containmultiplemailingaddresses.Whenyouselectagroupcontactname,everyonewhose
addressisincludedinthegrouplistisautomaticallyaddedtotheaddressfieldofthe
message.
Theicon
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indicatesthatacontactnameisagroupcontact.
To create a group contact list:

1. Rightclick
onthetoolbarandselectNewContactGroup.
TheNewContactGroupformisdisplayed.
2. TypethenameforthisContactGroupintotheGroupNamefield.
3. SelecttheaddressbooktowhichyouwanttoaddthisContactGroupfromthe
AddressBookdropdownmenu.
4. Toaddmemberstothisgroup:
o
TypeanameintotheFindfield.
Selecttheaddressbookyouwanttosearchusingtheindropdownlist.
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NamesthatmatchyourentryarelistedintheboxbelowtheFindfield.
5. SelectthenamestoenterandclickAddorAddAll.Thenamesareaddedtothe
GroupMemberslist.
6. YoucanalsotypeemailaddressesdirectlyintheGroupMemberslistbox.Separate
addresseswitheitheracomma(,)orasemicolon(;),orusingReturn.
7. Click
book.
onthetoolbar.Thenewgroupcontactisaddedtoyouraddress
Importing an Address Book

Youcanimportcontactlistsandaddressbooksthataresavedinacommaseparated(.csv)text
fileformat.
To import an address book:
2. ClickBrowseintheImport/Exportareatolocatethe.csvfiletoimport.
3. Browsetothe.csvfileyouwanttoimport.
4. Doubleclickthe.csvfileintheFileUploaddialog.
5. ClickImport.CSVFile.TheChooseAddressBookdialogappearswithalistofyour
addressbooks.
6. Selecttheaddressbooktoimportintoorcreateanewaddressbook.
7. ClickOK.
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Dependingonthesizeofthe.csvfile,importmaytakeafewminutes.Whentheimportis
complete,theStatusBoxshowsthenumberofcontactssuccessfullyimported.Contactsare
alphabetizedbylastname.
Exporting an Address Book

Youraddressbooksareexportedandsavedinacommaseparated(.csv)textfileformat.
To export an address book:
2. ClickExportas.CSVFile.TheChooseAddressBookdialogappearswithalistof
youraddressbooks.
3. Selecttheaddressbooktoexport.
4. ClickOK.AnOpeningContacts.csvdialogappears.
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5. CheckSavetodiskandclickOK.
6. Selectwheretosavethefileandenterafilename.ThedefaultnameisContacts.csv.
7. ClickSave.
Printing a Contact Name or Address Book

Youcanprintacompleteaddressbookorjustprinttheinformationforonecontact.
To print from address books:
1. SelectanAddressBooka
2. Toprint,either:
o
SelectaspecificcontactnameandclickthePrinticon
ClickthearrownexttotheprinticonandselectPrintAddressBook.
ForGroupContactlists,ifthelistislong,onlythefirstfewnamesonthelistare
printedandMore...displays,toletyouknowthatthereareadditionalnames
thatwerenotprinted.
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Editing Contact Information

To open a contact for editing:
1. FromtheContactsarea,rightclickthecontacttobemodifiedandchooseEdit
Contact.
TheEditContactformappears.
2. IntheEditContactform,makeanychanges.
3. Click
tocommityourchanges.
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To move a contact to another address book:

1. FromtheContactsarea,rightclickthecontacttobemodifiedandchooseEdit
Contact.
2. SelecttheaddressbookwhereyouwanttomovethecontactusingtheAddress
Bookdropdownmenu.
3. Click
Deleting Contacts
Anycontactlistsyoucreatecanbedeleted.Contactscanbedeletedinoneofthreeways:
Fromanaddressbook,selectthecontacttoberemoved,andclick
toolbar.
DragthecontactnametotheTrashfolder.
Rightclickonthecontactandselect
onthe
Whencontactnamesaredeleted,theynolongerappearinyouraddressbookandinformation
isnotavailablefromthenametooltipsfortheaddressautocompletionorfromtheaddress
searchdialogintheemailcomposewindow.
Ifyoudeleteacontactthatwasautomaticallyaddedtoyouraddressbook,the
contactismovedtotheTrashfolder.Youcannotaddthenamebacktoyour
addressbooksuntilyoudeletethecontactfromtheTrashfolder.
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Sharing Your Address Books

Youcanshareanyofyouraddressbooks.Thisisusefulifyouraddressbooksareforspecific
categoriesofcontactsandwhatotheruserstohaveaccesstothenames.Dependingontherole
youassigntothegrantee,thesharedcontactslistcanbeviewonlyorcanhavefullaccess
privilegestoedit,add,anddeletenames.
Tolearnmoreabouthowtoshareyouraddressbooks,seeChapter15,SharingYourAccount
Items.
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Managing Your Calendar
8 Managing Your Calendar
Chooseacalendarview
Createcalendars
Viewmultiplecalendars
ImportandexportyouriCalcalendars
Printacalendar
Deleteacalendar
TheZimbraCalendarletsyoutrackandscheduleyourappointments,meetings,andevents.
Displaying the Calendar View

ToopentheCalendarview,selecttheCalendartabinZWC.TheWorkWeekviewisthe
defaultandisdisplayedwhenCalendarisopenedthefirsttime.
YoucanchangewhichviewisdisplayedwhenCalendarisopenedfromthePreferences>
Calendartab.
YoucanchangeyourviewfromtheCalendartoolbar,toseeactivitiesforaday,workweek,
fullweek,ormonth.ChangingtheCalendarviewfromthetoolbaronlychangestheviewfor
thatsession.
Creating a Calendar
Onecalendariscreatedforyou,andyoucancreateadditionalcalendarstokeeptrackof
differenttypeoffunctions.Forexample,youcancreateonecalendarforwork,onefor
personalappointments,andoneforcompanyactivities.UsetheScheduleviewthesee
calendarssidebyside.
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To create a calendar:
1. SelecttheCalendartabintheZWC.
2. Either:
o
RightclickCalendarsintheOverviewpaneandselectNewCalendar.
Rightclick
onthetoolbarandselectNewCalendar.
TheCreateNewCalendardialogappears.
3. TypethenameofthecalendarintotheNamefield.
4. SelectacolorfordisplayingtheCalendarsactivitiesusingtheColormenu.
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5. Selecttheotheroptionsifnecessary:
o
Excludethiscalendarwhenreportingfree/busytimes.Theappointmentson
thiscalendarwillnotbedisplayedwhenyouviewfree/busytimes.
Synchronizeappointmentsfromremotecalendar.Whenyouselectthisoption,
aURLfieldappears.EnteravalidiCalfileURLfortheremotecalendar.
6. ClickOK.ThenewcalendardisplaysintheCalendarlist.
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Adding Color to a Calendar

Youcancolorcodecalendarsinyourmailboxsothatactivitiesforthatcalendaralways
displayintheselectedcolor.Whenyouarelookingatactivitiesfromallcalendarsinoneview,
thecolorsignifiesactivitiesondifferentcalendars.Thereareeightcolorsavailable,andyou
canuseacolormorethanonce.
Theaboveshowsthatgray,green,pink,andredcalendarshaveactivitiesonFebruary21,and
thepinkcalendarhasanalldayevent.
To select a color for a calendar:
Selectacolorwhenyoucreateacalendar.
Selectacolorwhenyouacceptacalendartoshare.
Editthecalendarspropertiestochangethecolor.
Viewing Multiple Calendars

Allofyourcalendars,includingsharedcalendars,arevisibleinyourCalendarlist.Each
calendarhasacheckboxtotheleftofitsname.Checktheboxesforthecalendarsyouwantto
view.
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TheWorkWeekviewisdisplayedbydefault,asshownabove.Youcanchangeyourview:
ForthissessiononlybyclickingoptionsontheCalendartoolbar.
ForthedefaultviewusingthePreferences>Calendartab.
Theviewsareasfollows:
isonedaysactivities.
displaysMondaythroughFridayactivities.
displayssevendaysofactivities.
SelectwhichdayisthefirstdayoftheweekviewusingthePreferences>Calendar
tab.
displaysamonthsactivities.
displayseachcalendarinaseparatecolumn.
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TheAllcolumnisacolorcodedfree/busyindicatorfortheviewedcalendars.
Whiteindicatesnoactivity.Thedeepertheredinthiscolumn,themore
overlappingappointments.
MovethemouseovertheAllcolumnfortooltipsthatshowwhichcalendars
haveactivityscheduledwithinatimeperiod.
Importing Your iCal Calendar

YoucanimportiCalendars(iCal)calendarsthataresavedinthe.icsformat.iCalendarsarethe
standardforcalendardataexchangeovertheInternet,and.icsisthestandardformatfor
iCalendarinformation.
To import an iCal calendar:
1. SelectthePreferences>Calendartab.
2. ScrolldowntotheImport/Exportarea.
3. ClickBrowsetolocatethe.icsfiletoimport.
4. ClickImport.
o
Ifyouwanttoaddthiscalendartoanexistingcalendar,selectthecalendarto
importinto.
Youcanalsocreateanewcalendar.
5. ClickOK.
Dependingonthesizeofthe.icsfile,theimportmaytakeafewminutes.
Exporting Your iCal Calendar

Youcanexportcalendarsinthe.icsformat.
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To export an iCal calendar.

1. SelectthePreferences>Calendartab.
2. ScrolldowntotheImport/Exportarea.
3. ClickExportas.iCSFile.TheChooseFolderdialogappears.
4. Selectthecalendartoexport.
5. ClickOK.TheOpeningtrainingcalendar.icsdialogappears.
6. ClickSavetoDiskandclickOK.
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7. Selectwheretosavethefileandenterafilename.
8. ClickSave.
Sharing Your Calendars

Youcanshareyourcalendarswithotherpeopleinyouroffice,withexternalguests,andwith
thepublic.Thiscanbeusefulifyoumaintaindifferentcalendarsandwantotherstoknow
yourschedule.Whenyoushareyourcalendarswithinternalusers,youcanselectthetypeof
accesstheinternaluserscanhave,eithermanagerwhichgivesfullaccesstoviewandmodify
thecalendar,orviewer,whichgivesreadonlyaccess.Externalguestsandthepublichave
readonlyaccess.
Tolearnmoreabouthowtoshareyourcalendars,seeChapter15,SharingYourAccount
Items.
Printing a Calendar
Youcanprintindividualcalendarsinanyoftheviews.Theprintedscheduleincludespresent
andpreviousmonthcalendarandmeetingsdisplayedperday.
Ifyouviewmorethanonecalendarandthenprintthatview:
Allschedulesarecombinedononecalendar.
Theprintedcalendardoesnotspecifythecalendarsname.
To print a calendar:
1. Displayanycalendarview.
2. Click
onthetoolbar.Yourprinterdialogappears,andtheCalendarviewtobe
printeddisplays.TheexamplebelowisaDayview.
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3. ClickOKonyourprinterdialog.ClosetheCalendarPrintview.
Deleting a Calendar
YoucandeleteanycalendarinyourCalendarslist,exceptyourdefaultcalendar.
To delete a calendar:
1. Rightclickonthecalendartobedeleted.
2. ClickDelete.TheConfirmationdialogappears.
3. ClickYes.
Thecalendarisimmediatelydeleted.Thereisnoundo.However,themeetingsthatwere
createdfromthiscalendararenotautomaticallydeletedfrominvitedattendeescalendars
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Scheduling Appointments, Meetings, and Events
9 Scheduling Appointments, Meetings, and Events
Createanappointment,meetingorevent
UseQuickAddtoquicklycreateanappointment
Createrecurringappointmentsormeetings
Changeanappointmentormeeting
Turnamessageoracontctintoameetingrequest
Respondtoaninvitation
Activitiesyouscheduleonacalendarareeitherappointments,meetings,orevents.
Appointments.Anappointmentisanactivitywithoutotherpeople.Whenyou
scheduleanappointment,noemailissenttoconfirmtheappointment.Youcanset
recurringappointments.QuickAddcanbeusedtoquicklycreateanappointment.
Meetings.Meetingsareappointmentsthatincludeotherpeople.Whenyoucreatea
meeting,youselectattendeesandsendanemailinvitationtothem.Youcanreschedule
meetingsandsetuprecurringmeetings.
Events.Aneventisanactivitythatlastsallday.Eventsdonotdisplayastimeonthe
calendartheyappearasbanneratthetopofthecalendarschedule.
Allthreetypesofactivitiescanbeenteredinseveralways.Youcanscheduleanappointment
fromanycalendarview.
Creating an Appointment or Meeting

ThereareseveralwaystocreateanappointmentintheZWC:
UsingtheQuickAddAppointmentdialog.
UsingtheAppointmentDetailstab.
DragginganddroppingamessagefromtheInboxtotheminicalendar.
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Ameetingincludesotherattendees.Anappointmentisscheduledfor
yourselfonly.Thestepstocreateappointmentsandmeetingsarethesame
withtheexceptionofschedulingattendeesthisstepisnotperformedfor
appointments.Therefore,followthestepsinthisParticipantGuideforboth
creatingappointmentsandcreatingmeetings.
Opening the Appointment Details Tab

TousetheAppointmentDetailstabtocreateanappointment:
Onthetoolbar,clickthearrowon
andselectNewAppointment.This
optionisavailablefromtheNewmenuinanyview,exceptthePreferencesview.
ThisactionopenstheAppointmentDetailstab.
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Opening the QuickAdd Appointment Dialog

ThefollowingthreemethodsopentheQuickAddAppointmentdialog.
Rightclickoneithertheminicalendarorthestarttimeinoneofthecalendarviews.
YoucanselecttocreateaNewAppointmentoraNewAllDayAppointment.
Withinanemailmessage,certaintextisinterpretedasadateandtriggerstheabilityto
rightclicktocreateanappointment.Textsuchastoday,tomorrow,adayoftheweek,
oranexactdatearehighlightedinmessages.
o
Hoverthemouseoverthistypeoftexttoseeifyouhaveanappointment
scheduled.
Clickonthehighlightedtexttoopenyourcalendar.
Enterappointmentsdirectlyonthecalendar.Inanycalendarview,exceptMonth,
either:
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Clickonthestarttimeanddragthroughtheendtime.
Doubleclickthestarttime.
TheQuickAddAppointmentdialogopens.
Creating a QuickAdd Appointment

AlloftheoptionspreviouslydescribedopentheQuickAddAppointmentdialog.
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To create an appointment using the QuickAdd Appointment dialog:

1. Specifythefollowinginformation:
o
Subject.Briefdescriptionofthemeeting.Thetextaddedherebecomesthe
descriptioninthecalendar.
Location.Whereisthemeeting?Ifthelocationisinthecompanydirectory,
whenyoustarttotype,locationsthatmatcharelisted.Youcanalsogotothe
FindLocationstabtosearch.
ShowAs.DetermineyourFree/Busyoptionsforthisappointment.This
informationdisplaysontheScheduleAttendeespage.
.
o
Calendar.ShowallcalendarsinyourCalendarList.Thefirstcalendardisplayed
isyouroriginalCalendar.
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Markas.Markanappointmentasprivateorpublic.Detailsabouteventsthat
aremarkedprivatedonotdisplayinagranteessharedcalendar.Onlythestart
andendtime,duration,reoccurrenceinformation,andtheorganizersidentity
areshowninthesharedcalendar.
StartTimeandEndTime.Definethestartandenddayandtime.
Repeat.Definehowoftenthisappointmentoccurs.
MoreDetails.OpenstheAppointmentDetailstabifyouwanttospecify
additionalappointmentinformation,suchasAttendeesandResources.Thisis
optional.UseoftheAppointmentDetailstabisdescribednext.
2. Click
Creating a Meeting Using the Appointment Details Tab

ThissectiondescribeshowtoscheduleameetingusingtheAppointmentDetailstab,
includingusingthefollowing:
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Detailsarea
Timearea
FindAttendeestab
Scheduletab
FindLocationstab
FindResourcestab
To schedule a meeting from the Appointment Details tab:

1. Clickthearrowon
inthetoolbarandselectNewAppointment.This
optionisavailablefromtheNewmenuinanyview,exceptthePreferencesview.
TheAppointmentDetailstabappears.
2. SpecifythefollowinginformationintheDetailsarea:
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Subject.Briefdescriptionofthemeeting.Thetextaddedherebecomesthe
descriptioninthecalendar.
Location.Whereisthemeeting?Either:
Typethelocation.Ifthelocationisinthecompanydirectory,whenyoustartto
type,locationsthatmatcharelisted.
GototheFindLocationstab.UseoftheFindLocationstabisdescribedlaterin
thischapter.
ShowAs.DetermineyourFree/Busyoptionsforthisappointment.This
informationdisplaysontheScheduleAttendeespage.
.
o
Markas.Markanappointmentasprivateorpublic.Detailsabouteventsthat
aremarkedprivatedonotdisplayinagranteessharedcalendar.Onlythestart
andendtime,duration,reoccurrenceinformation,andtheorganizersidentity
areshowninthesharedcalendar.
Calendar.ShowallcalendarsinyourCalendarList.Thefirstcalendar
displayedisyouroriginalCalendar.
3. SpecifythefollowinginformationintheTimearea:
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Alldayevent.Selectthisoptiontomakethisappointmentanalldayevent.
Eventsdonotdisplayastimeonthecalendar,theyappearasbanneratthetop
ofthecalendarschedule
StartTimeandEndTime.Definethestartandenddayandtime.
Repeat.Definehowoftenthisappointmentoccurs.
4. Specifythefollowingremaininginformation:
o
Attendees.Either:
Typetheemailaddressesofyourattendees,separatingaddresseswitha
semicolon(;).NamesinyourContactlistmatchingwhatyoutype
autodisplayasyoutype.
GototheFindAttendeestab.UseoftheFindAttendeestabisdescribed
laterinthischapter.
Resources.Either:
Typetheemailaddressesofyourresources,separatingaddresseswitha
semicolon(;).ResourcenamesinyourContactlistmatchingwhatyoutype
autodisplayasyoutype.
GototheFindResourcestab.UseoftheFindResourcestabisdescribed
laterinthischapter.
137
Body.Typeanemailmessagethatwillbeincludedintheappointment
invitationemail
Options.Either:
Click
inthetoolbartoincludeanattachmentinthe
appointmentinvitationemail.
Click
email.
5. Click
inthetoolbartospellchecktheappointmentinvitation
Scheduling Attendees: The Find Attendees Tab

WhencreatinganappointmentfromtheAppointmentDetailstab,youcanusetheFind
AttendeestabtosearchforattendeesusingyouraddressbooksandyourcompanyGAL.
To use the Find Attendees tab:
1. Click
intheCalendarview.TheFindAttendeestabappears.
138
2. TypeanameintotheFindfield.
3. SelectwhichlisttousefromtheSourcedropdownmenu.Theoptionswillinclude
youraddressbooksandtheGAL(ifyouraccountislinkedtoaGAL).
4. ClickSearch.
5. Selectthename(s)displayed.
6. ClickeitherAddAllorAdd.NamesaredisplayedintheAttendeesforthis
Appointmentarea.
7. Whencomplete,click
Viewing Free/Busy Times: The Schedule Tab

Afterselectingyourappointmentattendees,youcanusetheScheduletabtoseethefree/busy
schedulesforattendees.
To use the Schedule tab:
1. Click
intheCalendarview.TheScheduletabappears.
2. UsetheKeyareatodeterminethefree/busytimeforeachattendee.
3. Thiscolumnidentifiesthefollowing:
o
o
Indicatesthatanattendeehasnotacceptedtheinvitationyet.
Indicatesalocation.
139
Indicatesaresource.
Scheduling a Location: The Find Locations Tab

LocationstabtosearchforlocationsusingyouraddressbooksandtheGAL(iftheGALis
linkedtoyourZimbraaccount).
To use the Find Locations tab:
1. Click
intheCalendarview.TheFindLocationstabappears.
2. Typeasearchvalueintooneofthefields.Forexample,typealocationnameinto
theNamefieldortypeasitenameintotheSitefield.
3. ClickSearch.Locationsmatchingyoursearcharedisplayed.
4. Selectalocationdisplayed.
5. ClickSelect.ThelocationappearsintheLocation(s)forthisappointmentarea.
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Scheduling Resources: The Find Resources Tab

ResourcestabtosearchforresourcesusingyouraddressbooksandyourcompanyGAL.
Examplesofresourcesincludeprojectorsandotherelectronicequipment.
To use the Find Resources tab:
1. Click
intheCalendarview.TheFindResourcestabappears.
2. Typeasearchvalueintooneofthefields.Forexample,typearesourcenameinto
theNamefieldortypeasitenameintotheSitefield.
3. ClickSearch.Resourcesmatchingyoursearcharedisplayed.
4. Selecttheresource(s)displayed.
5. ClickeitherAddAllorAdd.NamesaredisplayedintheResourcesforthis
Appointmentarea.
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Ifyouareaddinganappointmenttoasharedcalendar,youmayneedto
refreshthescreentoseetheappointment.
Scheduling an All Day Event

Toscheduleanalldayappointment,whichiscalledaneventintheZWC,usethe
AppointmentDetailstab.
To schedule an all day appointment:
1. SelecttheAlldayeventoptionontheAppointmentDetailstab.
IfyouareusingtheQuickAddAppointmentdialog,clicktheMoreDetailsbutton.Thiswill
opentheAppointmentDetailstabfromwhichyoucanselecttheAlldayeventoption.
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Creating a Recurring Appointment

Recurringappointmentsareappointmentsthatrepeatonsomesortofschedule.Youcan
schedulerecurringmeetingstorepeatdaily,weekly,monthly,oryearly.Inaddition,youcan
customizerecurringappointmentschedules.
To create a recurring appointment:
1. SelectanoptionfromtheRepeatdropdownmenuoneithertheQuickAdd
AppointmentdialogortheAppointmentDetailstab.
The
2. Click
linkappears.
todisplaytheCustomRepeatdialog.
143
3. SelectoptionsfromtheCustomRepeatdialogasnecessary.
o
Repeat.Usethisdropdowntospecifythefrequencyofthemeeting:daily,
weekly,monthly,oryearly.Theremainingfieldsinthisdialogchangebasedon
therepeatfrequencyselected.
Daily.Customizedailyrepeats.
Weekly.Customizeweeklyrepeats.
Monthly.Customizemonthlyrepeats.
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Yearly.Customizeyearlyrepeats.
End.Specifytheenddateandotherinformation.
4. Click
Changing an Appointment or Meeting

Youcanchangeanymeetingorappointment,includingthedate,time,attendees,frequency(if
repeating),atanytime.Ifyoucreatedarecurringmeeting,youcanchangeoneoccurrenceor
theseriesofmeetings.Anemailissenttoattendeestoupdatethemeetingdetails.
Therearetwowaystochangeanappointment:
1. Doubleclickonthemeetingyouwanttochange.
2. RightclickthemeetingyouwanttochangeandselectOpen.
Ifyouareopeningarecurringmeeting,theOpenRecurringItemdialogopens.
Usethisdialogtoeitherchangethissingleinstanceofarecurringmeetingortochangethe
entireseries.
145
3. TheAppointmentDetailtabappears.Changeanyinformationnecessaryandclick
.
4. Selectwhethertoopenonlytheselecteddateortoopentheseries.The
Appointmentpageopens.
5. Makeyourchanges.Youcanchangetheschedule,theattendees,addan
explanationintheTextfieldandaddanattachment.
6. ClickOK.Anemailissenttotheattendees.
Deleting an Appointment or Meeting

Ifyoucreatedameeting,youcancancelordeleteit.Ifyoucreatedarecurringmeeting,you
candeleteoneoccurrenceortheentireseriesofmeetings.Anemailissenttoattendeesto
informthemofthecancelledmeeting.
Onlytheoriginatorofanappointmentcancanceltheappointment.Attendees
cancanceltheappointmentontheirowncalendars,butattendeescannotcancel
theentireappointment.
Deleting a Meeting
Youcandeleteameetingintwoways:
1. RightclickonthemeetinginanycalendarviewandselectCancel.
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2. Clickameetinginacalendarandclick
inthetoolbar.
Ifyouarecancelinganappointment,aconfirmationdialogappears.
3. ClickYestocancelordeletetheappointment.Theappointmentisimmediately
removedfromyourcalendar.Youcannotundothedelete.
Ifyouarecancelingameeting,adifferentconfirmationdialogappears.
4. ClickYestoedittheemailsenttoattendees.Edittheemailasnecessary,andclick
Sendtosendthecancellationmessage.
Theappointmentisimmediatelyremovedfromyourcalendar.Anemailissentto
theattendees,andtheappointmentisdeletedfromtheircalendars.Youcannot
undoadelete.
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Deleting a Recurring Meeting

Therearetwowaystodeletearecurringmeeting:
1. Rightclickonthemeetinginanycalendarview,selectInstanceorSeries,andselect
Delete.
2. Clickameetinginacalendarandclick
inthetoolbar.Adialogappears
whereyoucanspecifytheinstanceortheseries.
3. Selectwhethertodeletetheinstanceortodeletetheseries,andclick
confirmationdialogappears.
.A
4. ClickYestodeletethemeetinginstanceorseries.Theappointmentisimmediately
removedfromyourcalendar.Anemailissenttotheattendees,andtheappointment
isdeletedfromtheircalendars.Youcannotundoadelete.
Printing an Appointment or Meeting

Toprintappointmentand/ormeetinginformation,refertoPrintingaCalendarinChapter8.
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Creating a Meeting Using Drag and Drop: Turning a Message

or Contact into a Meeting Request
Youcanquicklycreateameetingrequestbysimplydragginganddroppingamessage,
conversation,orcontacttoadateontheminicalendar.Whenyoudraganddropamessage
orconversation,theinformationinthemessageisusedtopopulatemanyofthefieldsonthe
Appointmentpage.
TheSubjectoftheappointmentisthesubjectofthemessage.
TheattendeesaretheemailaddressesintheToandCcfieldsofthemessageorfor
conversations,themostrecentmessageinaconversation.Whenyoudragacontact
fromyourContactslisttotheminicalendar,thecontactsfirstemailaddressisadded
totheattendeefield.
Thetextofamessageorthetextofallmessagesinaconversationthreadbecomesthe
textoftheinvitation.Messageattachmentsarenotattachedtotheappointment
request.
Turning a Message or Conversation into a Meeting Request

To turn a message or conversation into a meeting request:
1. Clickonamessageorconversationanddragittoadateontheminicalendar.
TheAppointmentDetailstabappears.
149
2. Reviewthemeetingrequestdetailsandmakeanynecessarychanges.
3. Click
.Ameetinginvitationissenttoallattendees.
Turning a Contact into a Meeting Request

To turn a contact into a meeting request:
1. ClickonanamefromyourAddressBooklistanddragthenametoadateonthe
minicalendar.
TheappointmentpageopenswiththecontactnameintheAttendeesfield.
150
2. Finishthemeetingrequestdetails:addasubject,selectatime,addmoreattendees,
etc.
3. Click
.Ameetinginvitationissenttothecontacts.
Responding to a Meeting Invitation

Whenyoureceiveanemailnotificationforameeting,themeetingisaddedtoyourcalendar
andmarkedNew.YoucanquicklyrespondtotheinvitationeitherfromtheemailInboxor
fromtheCalendarListpane.
To respond to a meeting invitation:
1. Openthemessagethatcontainsthemeetingrequestbyeither:
2. ClickingontheinvitationemailintheInbox.
3. RightclickingtheappointmentintheCalendarListpaneandselectNew.The
meetinginvitationappears.
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4. Selectanaction.Therearethreeactions:
Acceptsthemeeting.
Showsthemeetinginorangeinyourcalendar.
Removesthemeetingfromyourcalendar.
5. Clickanyoftheseactionstoautomaticallysendareplytothemeetingorganizer
indicatingyourresponse,eitherIwillattend;Imightattend,orNo,Iwontattend.
6. ClickthearrowontheactionandselectEditReplytoaddcommentstothereply
email.Thisisoptional.
Ifthemeetingisarecurringmeeting,youhavetheoptiontoreplyforanInstanceor
theSeries.
ToaddcommentswhenrespondingtoameetinginvitationinCalendarListpane,
rightclicktheappointmentandselectEditReply.
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Afteryoumakeyourchoice,theinvitationismovedtotheTrash,andNewisremovedfrom
thecalendarnotice.Declinedappointmentsdisplayonyourcalendarinafadedview,asa
reminderofthemeetingyoudeclined.Youcandeletedeclinedmessageanytime.
IfyouwouldprefertohavetheinvitationemailremaininyourInbox,change
thispreferenceonthePreference>Calendartab.
Toreadthemessageortoseeanyattachmentsthatmayhavebeensent,clickthemeeting
notice.
Changing Your Response to a Meeting Invitation

Ifyoudecidetochangeyourresponsetoameetinginvitation,forexample,ifyouwantto
acceptapreviouslydeclinedmeeting:
1. Rightclickthemeetinginyourcalendar.
2. SelectAcceptfromthemenu.
Anautomaticresponseissenttothemeetingorganizertoindicatethatyouhave
acceptedthemeeting.
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Using the Preferences Tabs
10
Thischapterprovidesahighleveloverviewofthefeaturesofeachtab.Youcan
dosuchthingsas:
CreateawaymessagesusingtheMailtab
CreateemailsignaturesusingtheSignaturestab
Createadditionalemailpersonasandlinktoexternalemailaccountsusing
theAccountstab
Thekeyfunctionalityforeachofthesetabsiscoveredindetailinotherchapters
ofthisuserguide.Thischapterprovidesahighleveloverviewofthefeatures
ofeachtab.
Yourdefaultuserpreferencesareconfiguredwhenyouraccountiscreated.Theseoptions
definehowyourmailbox,addressbooks,andcalendarwork.Youcanalsosetupyour
personalemailidentitiesandPOPaccountsandselectathemeforyourmailbox.
YoucanchangethedefaultsettingsusingthePreferencestabs.Ifanoptiondescribedhereis
notvisibleinyourview,itisnotavailableforyouraccount.
Saving, Canceling, and Reverting Changes to Preferences

TherearethreethingsyoucandooneachPreferencestab:
Click
inthetoolbartosaveanychangesyoumadeonthetab.Thissavesyour
changesandreturnsyoutoyourZWCview.
Click
inthetoolbartocancelanychangesyoumadeonthetab.Thiscancels
yourchangesandreturnsyoutoyourZWCview.
Click
inthetoprightcornerofanyPreferencestabtoresetany
changesforthatpagetoyourlastsavedsettings.
Thisrevertfeaturedoesnotaffectchangestopasswords.
155
YoucannavigatetodifferentPreferencestabs,makingchangesonmultipletabs,beforeyou
click
or
General Tab
UsetheoptionsonthePreferences>Generaltabasfollows:
156
Loginusing.DefinesyourdefaultClientTypeatlogin.
Advanced.OffersthefullsetofWebcollaborationfeatures.ThisWebClientworks
bestwithnewerbrowsersandfasterInternetconnections.
Standard.RecommendedwhenInternetconnectionsareslow,whenusingolder
browsers,orforeasieraccessibility.
Theme.Thebackgroundcolorforyourmailboxinterface.
Language.ThelanguageusedtodisplaythetextintheZWC.
DefaultTimezone.Thedefaulttimezoneforyouraccount.Thisdeterminesthedate
andtimeformessagesthatyousendorreceiveandthetimetodisplayforCalendar
appointments.Thiscanbedifferentfromyourcomputertimezoneconfiguration.
Changepassword.Usedtochangeyourpassword.Ifyouhavetroublechangingyour
password,orifthisbuttonisnotdisplayed,contactyouradministratorforpassword
help.
SearchSettings.CheckIncludeJunkFolderinSearchesand/orIncludeTrashFolder
inSearchestoincludethesefoldersinanysearchyouperform.Bydefaultthesefolders
arenotsearched.
SearchLanguage.CheckShowadvancedsearchlanguageinsearchtoolbartoshow
searchstringdetailsinthesearchtextboxatthetopoftheZWCwindow.
Settings.CheckDisplaycheckboxestoquicklyselectitemsinlists(requiresrefresh)
todisplayacheckboxforeachitemintheContentpane.Whenthisisenabled,usethe
checkboxtoselectoneormoreitemstoperformthesameactionon,suchasdelete,
move,ormarkasread/unread.
Mail Tab
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Settinganautoreplymessage,alsoknownasanawaymessage,isacommontaskperformed
byZimbraendusers.ThistaskisperformedusingtheMailtab.Forstepsoncreatinganauto
replymessage,refertoChapter6.
UsetheoptionsonthePreferences>Mailtabasfollows:
158
Display.Selecthowmanyitems(messagesorconversations)todisplayperpage.The
defaultistodisplay25itemsperpage,butyoucanselect10,50,or100itemsperpage.
Groupmailby.Selecthowyouwanttogroupyouremail,byconversationormessage.
IfyouhavetheConversationfeature,Conversationsisthedefault.
Checkfornewmailevery.Selectthepollinginterval,whichishowoftenyour
computerchecksfornewemail.Thedefaultisevery5minutes.Theminimumlength
oftimeisdefinedbyyouradministrator.
DisplayMail.SelectAsHTML(whenpossible)todisplaymessageswithHTML
formatting,forexample,withbold,colored,orotherwisestyledtext.SelectAsTextto
displaymessagesinplantextformat.Inplaintextformat,HTMLtagsaredisplayed,
notappliedasmarkup.
MessagePreviewoptions:
o
SelectwhethertoshowtheReadingpanewhenviewingmessages.Thedefault
istoalwaysshowtheReadingpane.
Selectwhethertodisplaysnippetsofmessagesinemaillist.Whenon,thefirst
lineintheemailisdisplayedwhenthecursorisoverthesubjectofamessage.
Whenoff,onlythefirstfewwordsofthemessagearedisplayed.
Selectwhetheradoubleclickwillopenmessagesinanewwindow.
Images.SelectwhethertodownloadpicturesautomaticallytoyourHTMLemail
message.
DefaultMailSearch.Definesthesearchtoexecutewhenyoulogin.Theresultsofthis
searcharedisplayedintheContentpanewhenyoulogintoyourmailbox.Thedefault
searchisyourInbox.Therefore,whenyoulogin,theresultsofyourInboxdisplay.You
canchangethisfieldtohaveanotherfolder,tag,orasavedsearchdisplayedwhenyou
firstopentheZimbraWebClient.
Whenamessagearrives:Forwardacopyto.Specifyanaddresstowhichyouwantto
forwardyouremail.Selectthecheckboxifyoudonotwanttokeepacopyofthe
forwardedmessageinyourmailbox.
o
Sendanotificationmessageto.Specifyanaddresswhereyouwanttobe
notifiedofnewemailinyourZWCmailbox.
Sendautoreplymessage.Usethistosendanawaymessagesayingthatyouare
outoftheoffice.Specifythetextforthemessageusingthefieldprovided.Set
theStartandStopdatesforwhichthisautoreplymessageshouldbeused.
Messagesfromme.Usethissectiontohandlemessagesyousendthatincludeyour
addressasoneoftherecipientsofthemessageorthatareincludedinanaddress,such
asamailinglist,thatincludesyou.
Composing Messages Tab
UsetheoptionsonthePreferences>Composingtabasfollows:
Compose.Selectyourdefaulttexteditor,eitherHTMLorplaintext.
SetthedefaultfontsettingstobeusedwhenusingHTMLtocomposeinEmail,
Documents,andCalendar.Youcandefinethefontstyle,size,andcolortouseasyour
defaultstyle.Verdana,12pointblackisthedefault.
159
Alwayscomposeinnewwindow.Whenselected,anewcomposewindowopens,
separatefromyourmailbox,whenyoucomposeamessage.Youcanviewand
navigateyourmailboxwhilethecomposewindowisopen.
Automaticallysavedraftsofmessageswhileyouarecomposing.Whenselected,
draftsofmessagesaresavedeveryfewminutes.Ifyouprefernottohavemessages
automaticallysaved,disablethefeature.
Reply/ReplyAll.Selectwhethertoincludetheoriginaltextinthebodyofyourreply
message.Youcanchoose:
160
Includeoriginalmessage
Dontincludeoriginalmessage
Includeoriginalmessagewiththeprefixbelow(either>or|)
Includeoriginalmessageasanattachment
Includelastmessageonly.Includesonlywhatwaswrittenbythepersonwho
sentthelastmessage,andnotprevioustext
Forward.Selectwhethertoincludetheoriginaltextinthebodyofaforwarded
message.Youcanchoose:
o
Includeoriginalmessage
Includeoriginalmessagewiththeprefixbelow(either>or|)
Includeoriginalmessageasanattachment
Prefix.Specifywhethertoprefixeachlinewith>or|foremailmessagesthatare
forwardedorrepliedto,ifyouchosetoincludetheoriginalmessagetext.
SentMessages.SpecifywhetherornottosaveacopyofsentmessagesintheSent
folder.Bydefault,theSavecopiesofmessagestosentfolderisenabled.
Signatures Tab
Youcancreatesignaturesforyouremailmessages.Thisisataskcommonlyperformedby
endusers.Fordetailedstepsoncreatinganemailsignature,refertoChapter3.
Yoursignaturecanincludeyournameandadditionalclosingtexttothemaximumnumberof
charactersthatyouraccountallows.Ifyoucreatemultipleidentities,youcancreatedifferent
signaturesandassignthemtospecificaddresses.
TypeanamethatidentifiesthesignatureintotheSignatureNamefield.Youcancreate
multiplesignatures,sousinganidentifiablenamehereisimportant.
1. Typethesignaturetextintothetextboxexactlyasyouwantittoappear.
2. SpecifyintheUsingSignaturessectionwhereyouwantyoursignaturedisplayed.
3. SelectAboveincludedmessagestoaddyoursignatureattheendoftheyour
composed,repliedto,orforwardedtext.
4. SelectBelowincludedmessagestoaddthesignatureattheendofthemessage.
5. ClickAddSignature.
161
Address Book Tab
UsetheoptionsonthePreferences>AddressBooktabasfollows:
162
Displaycontactsperpage.Selecthowmanycontactstodisplayperpage.Thedefault
istodisplay25contactsperpage,butyoucanselect10,50,or100itemsperpage.
DefaultView.Choosetodisplaycontactseitherinalistvieworinbusinesscardview.
Settings.SelectAddnewcontactstoEmailedContactstoautomaticallyadd
addressestoyouraddressbookwhenyousendemail.Ifthisisenabled,addressesare
savedtoyourEmailContactsfolder.
Import/Export.ImportcontactstoandexportcontactsfromyourZWCContactslist.
Thefiletoimportmustbeinacommadelimitedformat.
Accounts Tab
TheAccountstabisusedtocreateandmanageyourpersonasandexternalemailaccounts.
PersonaistheemailidentityusedintheFromfieldofemailmessagesyousend.
AddingexternalaccountsandpersonasaretaskscommonlyperformedbyZimbraendusers.
Fordetailedstepsonthesetasks,refertoChapter6.
Mail Filters Tab
UsetheMailFilterstabtodefineemailfilteringrules.
RefertoChapter5forfurtherinformationoncreatingandusingfilters.
163
Calendar Tab
UsetheoptionsonthePreferences>Calendartabasfollows:
164
DefaultView.SelecthowyouwouldliketoviewyourZimbracalendar.Thedefaultis
byworkweek.Theviewoptionsinclude:Day,WorkWeek,7DayWeek,Month,and
Schedule.
StartWeekOn.Specifywhichdayoftheweekshouldbethefirstdayoftheweekin
yourcalendar.
Alwaysshowtheminicalendar.Specifywhethertheminicalendarisdisplayedatthe
bottomoftheOverviewpane.
Afterrespondingtoaninvitation.Specifywhethertoautomaticallydeleteinvitations
fromyourInboxafteryourespondtothem.
Showreminders.Setthenumberofminutesbeforeanappointmenttobereminded.
Thedefaultisfiveminutes.
UsetheQuickAdddialogwhencreatingnewappointments.Specifywhetherto
createnewappointmentsusingtheQuickAdddialog.Thisisoftenhelpfulifyou
createmanyappointmentswithoutattendees.
Showtimezonelistinappointmentview.Selectifyouoftenschedulemeetingswith
otherindifferenttimezones.
Import/Export.ImportandexportiCalendars.
Shortcuts Tab
Keyboardshortcutsletyouusetheapplicationwithoutgoingtothemouse.Alargenumberof
shortcutsareavailable.Youcanalsocreatecustomshortcutsbyassigningnumericaliasesto
folders,tags,andsavedsearches.
ShortcutList.Showsalltheexistingkeyboardshortcuts.
MailFolderShortcuts.Usedtocreateashortcuttoquicklygotoyouremailfolders
andtomoveamessagetothatfolder.Youselectthefolderandassignanumbertoit.
Forexample,ifyouassign3totheInboxfolder:Fromanywhereinyourmailbox,
typingv3willmoveyoutotheInbox.Selectinganitemandtyping.3,willmovethe
itemtotheInbox.
165
SavedSearchShortcuts.UsedtocreateshortcutstoquicklyaccessSavedSearches.
Selectasavedsearchandassignanumbertoit.Forexample,ifyouassign3toyour
favoritesearch,thenfromanywhereinyourmailbox,youcantypes3torunthat
search.
TheTagShortcutstabisusedtocreateshortcutstoquicklyaccessallitemswitha
specifictagorapplyatagtoamessageorcontact.Youselectatagandassigna
numbertoit.Forexample,atagcalledFollowupisassigned3.Fromanywherein
yourmailbox,youcantypey3toseeallitemsmarkedwithFollowup.Selectanitem
andtypet3totagthatitemwithFollowup.
Youcanassignanynumber,butitcannotberepeatedwithinaShortcuttab.
166
Using Task Lists
11
Using Task Lists
Createanewtasklist
Manageyourtasksandtasklists
Youcanuseyourtaskliststocreateandtracktheprogressofatask.Inaddition,youcanwrite
noteswithinyourtaskandattachfilesforeasyaccessfromwithinthetask.Havingallthe
relevantinformationwithyourtaskisusefulwhenyoushareyourtasklistwithothers.
ForsimpletaskallyoumayneedtodoiscreateataskfromtheContentpane.Ifataskneeds
tobemanaged,youcanaddmoredetails,defineastartandduedate,settheprioritytothe
Creating a New Task List

Therearetwowaystocreateanewtasklist:
1. Clickthearrowon
inthetoolbarandselectNewTaskList.Thisoption
isavailablefromtheNewmenuinanyview,exceptthePreferencesview.
2. Clickon
abovetheTaskListdisplay.
Usingeithermethod,theCreateNewTaskListdialogappears.
167
3. EnteranameforthetasklistintheNamefield.
4. Selectacolorforthetasksonthistasklist.
5. Click
.Thetasklistisdisplayedinthetasklistdisplay.Intheexample
below,thenewtasklistisTrainingTasks,whichispink.
Creating a New Task

Therearetwowaystocreateatask:
1. Click
onthetoolbarandclick
2. Clickthearrowon
inthetoolbarandselectNewTask.Thisoptionis
availablefromtheNewmenuinanyview,exceptthePreferencesview.
168
Using Task Lists
TheTasksDetailstabappears.
3. SpecifythefollowinginformationintheDetailsarea:
Subject.Briefdescriptionofthetask.Thetextaddedherebecomesthe
descriptioninthetasklist.
169
Location.Wheredoesthetaskoccur,ifapplicable?
Priority.Selectthepriorityforthistask.
TaskList.Selectthetasklistwhereyouwantthistaskdisplayed.
SpecifythefollowinginformationintheProgressarea:
Status.Selectthestatusforthistask.Youcanreopenthistaskandchangethis
statusatanytime.
170
Percentage.Selectapercentagetogowiththestatusofthetask.Youcanreopen
thistaskandchangethispercentageatanytime.
Using Task Lists
4. Definethestartandenddayandtimeforthetask.
5. Specifythefollowingremaininginformation:
o
Body.Typeanynotestobeincludedinthetasklist.
Options:
Click
Click
Click
inthetoolbartoincludeanattachmentforthetask.
inthetoolbartospellcheckthetaskbody.
.
Adding a Task Quickly

To quickly add a new task to a task list:
1. Openthetasklisttowhichyouwanttoaddatask.Doubleclickonthetasklistin
theTasksareaoftheOverviewpanetoopenatasklist.
2. ClickClickheretoaddanewtask.
3. TypeanameforthenewtaskandpressEnter.
Thisaddsthetasksubjecttoyourtasklist,butitdoesnotgiveanydetails.Toadd
details,editthetask.
Therearetwowaystoeditthetaskinformation:
Doubleclickthetask.
Clickthetaskandclick
inthetoolbar.TheTaskDetailstabappears.Edit
theinformationdisplayedandclick
Ifyouaddorcreateataskinthewrongtasklist,either:
171
Openthetask,andselectthecorrecttasklistfromtheTaskListsdropdown.
DraganddropthetaskontheContentpanetothecorrecttasklistintheOverview
pane.
YoucanuseZimbraAssistanttoquicklyaddataskwhileworkingwithinan
emailmessage,ameetingwithincalendar,orviewingacontact.Whenthetask
iscreated,anyoftheinformationthatwasavailableisaddedtotheTasktext
area.FormoreinformationonZimbraAssistant,refertoChapter1.
Changing or Updating a Task

Asyouprogressonatask,youmaywanttochangeitsstatusand%completeinformation.
To update a task:
1. Openthetasklistyouwanttoupdate.DoubleclickonthetasklistintheTasksarea
oftheOverviewpanetoopenatasklist.
2. Editthetaskinformationusingoneofthesetwomethods:
3. Doubleclickthetask.
4. Clickthetaskandclick
TheTaskDetailstabappears.
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inthetoolbar.
Using Task Lists
5. Edittheinformationdisplayedandclick
Moving a Task
Youcanmoveatasktoanotherlistinoneofthefollowingways:
UsingtheMoveoptionfromtherightclickmenu
Usingdraganddrop
Editingthetaskdetails
To move the task using the Move option:

1. RightclickthetaskandselectMove.
TheMoveTaskdialogappears.
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2. SelectthetasklisttowhichyouwanttomovethetaskandclickOK.
To move the task with drag-and-drop:
Selectthetasktomove,holddowntheleftmousebuttonanddragthetasktothelistsinthe
Overviewpane.
To move a task by editing the task:

OpenthetaskpageandintheTaskListsfield,selectthetasklist.
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Using Task Lists
Deleting a Task
To delete a task from a task list:
1. Openthetasklistcontainingthetaskyouwanttodelete.Doubleclickonthetask
listintheTasksareaoftheOverviewpanetoopenatasklist.
Deletethetaskusingoneofthefollowingmethods:
2. Selectthetasktodeleteandclick
onthetoolbar.
3. RightclickonthetaskandselectDelete.ClickYesintheConfirmationdialog.
Sorting Tasks
Youcansorttasksinatasklistbysubject,status,percentagecomplete,andduedate.
To sort tasks:
1. Openthetasklistcontainingthetasksyouwanttosort.Doubleclickonthetasklist
intheTasksareaoftheOverviewpanetoopenatasklist.
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2. Clickonanyofthefollowingcolumnheaderstosortthetasksbythatcolumn:
o
Subject
Status
PercentageComplete
DueDate
Sharing Task Lists

Youcanshareyourtasklistswithotherpeopleinyouroffice,withexternalguests,andwith
thepublic.Whenyoushareyourtasklistswithinternalusers,youcanselectthetypeofaccess
theinternaluserscanhave,eithermanagerwhichgivesfullaccesstoviewandmodifyatask,
orviewer,whichgivesreadonlyaccess.Externalguestsandthepublichavereadonlyaccess.
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Working in Documents
12
Createnotebooks
CreateanddesignpagesusingarichtexteditororusingHTML
Uploadandlinkfilesandimagestodifferentpages
Searchthroughallnotebooks,pages,andattachments
TheZimbraDocumentsapplicationisadocumentsharingandcollaborationapplicationthat
givesyouacentralplaceontheZWCtodevelopandorganizeinformation.Images,
spreadsheets,andotherrichWebcontentobjectscanbeembeddedintoDocumentpages.
Externaldocumentscanalsobeuploaded.Thepagesdisplayinyourbrowser.
ZimbraDocumentsismadeupofnotebookswithindividualpagesthatareorganizedina
tableofcontents.
Creating a New Notebook

Bydefault,everyZWCaccountincludesonenotebook.Youcancreateasmanyadditional
notebooksasyouneed.
To create a new notebook:
1. Clickthearrowon
inthetoolbarandselectNewNotebook.Thisoption
isavailablefromtheNewmenuinanyview,exceptthePreferencesview.
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2. Clickon
aboveNotebooksintheOverviewpane.
Usingeithermethod,theCreateNewNotebookdialogappears.
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EnteranameforthenotebookintheNamefield.
Selectacolorforthenotebook.
Selectthelocationforthenotebook.
3. Click
.ThenotebookisdisplayedinthenotebookareaoftheOverview
pane.Intheexamplebelow,thenewnotebookisTrainingNotebook,whichispink.
Allnotebooknamesmustbeuniquewithinthehierarchyofyourmailbox
folders.Notebookscannothavethesamenameasanytoplevelfolderinyour
Zimbraemail,calendar,oraddressbook.
Creating a New Page

Youcancreateapageinanotebook.Onanypage,youcan:
DesignthecontentlayoutusingeitherrichtextformattoolsorHTMLtags
Checkthespellingonthepage
Usekeywordstoeasilycreatelinkstootherpages
To create a new page in a notebook:

1. Openthenotebooktowhichyouwanttoaddapage.Doubleclickonthenotebook
intheNotebooksareaoftheOverviewpanetoopenanotebook.
ThetableofcontentspagedisplaysintheContentpane.
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2. Click
onthetoolbar.Ablankpageappears.
3. EnterthenameforthenewpageinthePagefieldintheheader.Thisnamedisplays
inthetableofcontents.
4. Composethecontentofthepage.Lateryoucanuseeitherofthefollowingtoformat
thispage(instructionsforbothmethodsaredescribedlaterinthischapter)
o
Defaultrichtexteditortoaddstyles,color,tables,andspreadsheetstoyour
page
HTMLtags
5. Click
tosavethepage.Youcannowproceedtoformatthepage,orclick
toreturntothetableofcontentspage.
Formatting a Notebook Page: Overview

Youcancomposeyourpagesusingeithertherichtexteditortoformatthecontentonthepage
orHTMLsourcetoformatyourpageusingHTMLtags.Youcanswitchbetweenthetwo
formatstotakeadvantageoftherichtexteditorfeaturesandtoinserttablesandspreadsheets.
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Formatting a Page Using the Rich-Text Editor

Whenyoueditusingtherichtexteditor,thetworowtoolbarletsyoueasilyformatyourpage
layout.Select,change,oraddthefollowing:
Fontsizes,faces,andcolors
Textstyles
Backgroundcolors
Tables
Spreadsheets
Attachments
Images
Theseformattingtoolsworkthesameasmanywordprocessingtools.
Adding a Paragraph Style

Usethe
icononthetoolbartoviewtheavailableparagraphstyles.Thestylesinclude:
Normalformostparagraphs
Headings(sixlevels)toidentifysectiontitles
Addresstomaketextitalic
PreformattedtousewhenyouwanttodisplaytextinCourierfont
Thesestylescannotbemodified,butyoucanusetheeditingoptionstoformatastyle
differently.Forexample,youcanchangethefont,size,color,etc.
Adding a Table to Your Page

Addingtablestoyourpageisathreepartprocess:addatable,configurethetableproperties,
andthenaddcontenttothetable.
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To add a table to a page:

1. Click
onthetoolbar.Thetablemenuisdisplayed.
2. SelectInsertTable,andselecthowmanyrowsandcolumnsshouldbeinthetable.
Thetableisaddedtothepage.
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Tosetthetableproperties,click
onthetoolbarandselectTable
Properties.TheTablePropertiesdialogappears.
Youcandefinetablealignmentandwidth;textstyle,includingfontcolorandtable
background;andborderstyle,includingcellpadding.
o
Tosetthecellproperties,click
TheCellPropertiesdialogappears.
onthetoolbarandselectCellProperties.
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Youcandefineborderstyleforthecellandlayoutandtextstyles,includingfont
andbackgroundcolorforacell.
Youcanalsoclick
onthetoolbartoinsertmorerowsandcolumnsand
mergeorsplitcellsafteryoucreatedthetable.
Afterthetablepropertiesareset,clickonacelltobegintotypetext.
Adding a Spreadsheet to Your Page

Toaddaspreadsheet,clickthespreadsheeticon
spreadsheetisaddedtothepage.
onthetoolbar.Asixcolumn
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Spreadsheetscanbeusedtocreatedatabasestokeeptrackoflistsofactivities,schedules,tasks
todo,etc.Thespreadsheetincludesbasicspreadsheetfunctionalityandasetofpredefined
functions.
Adding Attachments, Images, and Links to Your Page

Youcanuploadfilesandimagesthatlinktothenotebookpage.
Click
toaddafile.
Click
toaddanimage.
Click
toaddalink.Youcanlinktoothernotebookpagesortoanexternal
WebURL.GivethelinkadescriptivetitlesotheURLaddressdoesnotdisplay.
Browsetofindthefileorimagetobeuploaded,orenteradescriptivetitleforalink(thiswill
bedisplayedinsteadoftheURL).Youarenotifiedifyouuploadafilethatalreadyexistsin
yourDocuments.
Formatting Using HTML Source

IfyouknowHTML,youcanuseHTMLtagstocreateyourcontent.AllbasicHTMLelements
canbeused.
To create pages in HTML:
1. ClickFormatonthetoolbarandselectHTMLSource.
Sharing Your Documents Notebooks

Youcanshareyournotebookswithotherpeopleinyourorganization,withexternalguests,
andwiththepublic.Whenyoushareyournotebookswithinternalusers,youcanselectthe
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typeofaccesstheinternaluserscanhave,eithermanagerwhichgivesfullaccesstoview,
createandeditthenotebookscontent,orviewer,whichgivesreadonlyaccess.External
guestsandthepublichavereadonlyaccess.
Tolearnmoreabouthowtoshareyournotebooks,seeChapter15,SharingYourAccount
Items.
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Using Briefcase
13
Briefcase
CreateBriefcasefolders
UploadanytypeoffiletoyourBriefcase
SaveattachmentssentinemailmessagestoyourBriefcase
WorkinfilesinBriefcase
TheBriefcaseapplicationletsyoucopyfilesfromyourcomputertoyourZCSaccount.You
canaccessthesefileswheneveryoulogintoyourZWCaccountfromanycomputerandyou
cansharethesefileswithother.
Note:FilesinyourBriefcasecanalsobeaccessedfromaWebDAVClient.
Creating Briefcase Folders

1. ClicktheBriefcasetab.
2. ClickNewBriefcaseonthetoolbar.
TheCreateNewBriefcasedialogdisplays.
3. Typeanameforthenewbriefcasefolder.
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Thebriefcasefoldernamemustbeuniquewithinthehierarchyofyourallof
mailboxfolders.Thisnamecannotmatchanytoplevelfolderinyourmailbox,
calendar,oraddressbook.Forexample,ifyouhaveacalendarnamedHolidays,
youcannotnameatoplevelbriefcaseHolidays.Holidayscouldbeanameofa
briefcasewithinanotherbriefcase.
4. Selectthefolderhierarchy,eitherunderFoldersorunderanotherbriefcasefolder.
Youcancreateanewtoplevelbriefcase,oryoucanplaceitunderanexisting
briefcase.
5. ClickOK.ThenewbriefcasedisplaysintheOverviewpane.
Adding Files to Your Briefcase Folders

UploadingafiletransfersafilefromyourpersonalcomputertoyourZWCaccount.This
makesthefileavailableanytimeyoulogintoyouraccount.Youcanuploadfilesinthe
followingways:
Clickingattachmentsyoureceivewithyouremailmessages
UsingthefileuploadtoolwhenworkinginBriefcase
UsingWebDavClienttools
To upload files from Briefcase

1. OpenBriefcase,selecttheBriefcasetosavethefileandthenclickUploadfileonthe
toolbar.
2. IntheUploaddialogclickBrowsetofindthefiletoupload.
3. Toaddanotherfile,clickAdd.
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Using Briefcase
Youcannotuploadafilewiththesamenametothesamebriefcase.Youcanspecify
ontheUploaddialoghowtofileswiththesamenameshouldbetreatedwhenyou
attempttouploadthefile.Whenyouchangethisoption,thechangeissavedinthe
dialog.
o
Ifyouwanttobenotifiedthatyouareuploadingafilewiththesamename,
selectAskMe.Ifafilehasthesamenameasanexistingupload,theUpload
Conflictdialogdisplays.Youcaneitherkeepyourexistingfileorreplaceit
withtheuploadedfile.Youcanalsoviewthenewfile.Thisthedefault.
Ifyoualwayswantthefileyouuploadtoreplacetheexistingfilewiththesame
name,selectReplaceWithMyFile.Thenewfileisuploadedandreplacesthe
existingfile.Youarenotnotifiedofthis.
IfyoudonotwantthefilesinyourBriefcasetobereplaced,selectKeepExisting
File.Thefileisnotuploadedandyouarenotnotified.
4. Whenallfilesareuploaded,clickOK.ThefileisdisplayedintheBriefcase.
Note:Ifyouselectedthewrongbriefcase,youcanusedraganddroptoeasilymovethefileto
thecorrectbriefcasefolder.
Youraccountmayhaveamaximumsizeforuploadfiles.Ifthefileistoolarge,awarningis
displayed.Filesthatyouuploadimpactyouraccountquota.
To upload email attachments to Briefcase
Emailattachmentscanquicklybeaddedtoyourbriefcase.
1. Toaddtheattachment,clicktheaddtobriefcaselinkinthemessageheadernextto
theAttachmentslink.
2. IntheAddtoBriefcasedialog,selectthedestinationfolderorcreateanewbriefcase
folder.
3. ClickOK.
Viewing Files in Briefcase

YoucanselecthowtoviewyourfilesinyourBriefcasefolders.OntheBriefcasetoolbarselect
oneoftheseoptionsfromtheViewmenu.
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ExplorerView.Filesaredisplayedasthumbnails.
DetailView.Filesaredisplayedinahorizontallinewiththefilesize,dateuploaded,
owner,ifasharedfilethismaynotbeyou,andwhichfolderthefileisin.
ColumnBrowserView.Filesaredisplayedvertically.Inthisviewyoucanclickona
filetoseeinformationaboutthefile,includingsize,createdate,creator,modifieddate
andmodifier.
Inaddition,youcanviewfilesusingaWebDevclient.
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Using Briefcase
Working in Briefcase
InBriefcase,youcanopenfilestoworkinthem,movefiles,tagfilesandsendanemailwitha
linktoafileinyourBriefcase.
Opening files in Briefcase

Youcanopenfilesinyourbriefcasefromanycomputer.Youmusthavetheappropriate
softwareapplicationtoopenandreadorupdatethefile.Commonfileformatssuchastext
files,HTMLfiles,andimagessuchas.gifor.jpgfilescanbeopenedinavarietyofprograms.
Toopenafile,rightclickonthefileandselectOpen.
Ifthetypeisunknown,adialogdisplaysaskingwhattodowiththefile,savetodiskoropen
withaspecificapplication.
Moving files
Youcanmovefilesfromonebriefcasetoanother.
1. Onthetoolbar,click
2. Selectthedestinationfolderorcreateanewbriefcasefolder.
3. ClickOK.
Tag files
Youcantagfiles.
1. Clickonthefileandonthetoolbar,click
2. Selectthetag.
3. ClickOK.
TagsonlydisplayintheDetailview.
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Send an email with a link to a file

Youcansendanemailthathasalinktoafileinbriefcase.Therecipientsmusthavethe
appropriatesoftwaretoopenthefileandhavepermissiontoviewthecontents.
1. Rightclickontheselectedfile.Aconfirmationpaneopens.ClickYestoproceed.
2. Anewcomposeemailmessageopenswiththelinkdisplayedinthebodyofthe
message.CompletetheemailmessageandclickSendtomailthemessage.
Sharing Your Briefcase Folders

YoucanshareyourBriefcasefolderswithotherpeopleinyouroffice,withexternalguests,
andwiththepublic.Whenyoushareyourbriefcasefolderswithinternalusers,youcanselect
thetypeofaccesstheinternaluserscanhave,eithermanagerwhichgivesfullaccesstoview,
edit,andaddfilestothesharedfolderscontent,orviewer,whichgivesreadonlyaccess.
Externalguestsandthepublichavereadonlyaccess.
TolearnmoreabouthowtoshareyourBriefcasefolders,seeChapter15,SharingYour
AccountItems.
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Searching Your Account
14
UseQuicksearch
Usethesearchsyntaxtocreateyourownsearches
UseAdvancedSearchtoeasilycreatecomplicatedsearchqueries
Saveyoursearchquery
TheZWCletsyousearchmessages,contacts,appointments,notebooks,pages,andfiles.You
cansearchby:
Specificwords
Datesandtime
URL
Filesize
Tag
Whetherornotafilehasattachmentsorattachmentsofaparticularfiletype
Therearetwomailboxsearchtools:
Search.ThisisaquicksearchthatexecutesthesearchquerydisplayedintheSearchtextbox.
ThedropdownarrowattheleftoftheSearchboxenablesyoutoselectthetypeofitemfor
whichtosearch.
Advanced.Thissearchopensanewpaneandmakesiteasiertoexecutemorecomplex
searches.Youcansaveyouradvancedsearchqueriesandreexecutethematalaterdate.
Search Syntax
Ifyouarefamiliarwithtextmatchsearchesorwordprocessingfeaturessuchasthe
Find/ChangeinMicrosoftWord,notethatthecontentsearchintheZimbraWebClientis
slightlydifferentfromperformingaliteralstringmatch.
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Zimbrasearchsyntaxworksasfollows:
Itisanexacttextsearch.Youcansearchforphrases,buteachwordwithinthat
phraseismatchedliterallybywholewordonly.Spellingvariantsarenotallowed.
Forexample,ifyousearchforbananas,messageswithbananaarenotamatch.
Searchisnotcasesensitive;South,south,andSOUTHareallthesamething.
Thesespecialcharacterscannotbeusedinyoursearchtext.~!@#$%^&*()_+
?/{}[];:
Theasterisk*asawildcardafteraprefixissupported.Forexample,ifyousearch
fordo*,itreturnsitemswiththeworddog,door,etc.
Searchingforcontentwillsearchthebodyofamessageplusany(systemreadable)file
attachmentsitmayhave.Asystemreadablefileattachmentisatypeoffilethatcanbe
convertedtoHTMLviewabletext.TheseattachmentsincludeMicrosoftOfficedocuments
(Word,PowerPoint,orExcel),aswellastextfiles.Youcannotsearchforimageandaudiofiles.
Using Quick-Search
Thesearchfeatureisapowerfultool.Itprovidesaquickshortcuttosearchingwithout
keywords.Forexample,tofindallemailcontainingthewordtimanywhereintheSubject
line,To,From,Cc,orBcclines,messagebody,orfileattachment,simplytypetim intothe
searchboxandclickSearch.
Youcanenteranyvalue,suchasaword,firstname,lastname,phonenumber,ordomain
name.Tosearchforcontactsinyouraddressbooks,thesearchfieldmustcontainawhole
wordornumberstring.Forexample,tosearchcontactsbyphonenumber,youhavetoenter
thefullphonenumberasitappearsinthecontactentry;youcannotsearchbytheareacode
alone.
To perform a quick search:
1. EnterthesearchqueryintotheSearchfield.
2. Selectoneofthefollowingoptionsfromthesearchtypedropdownmenu:
o
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tosearchallitemsinyourmailbox
tosearchemailmessages
tosearchcontactsinyourpersonaladdressbook
tosearchappointments
tosearchyourtasks
tosearchnotebookpagesandfiles
3. Click
Advanced Search Criteria

TheAdvancedsearchfeaturesopensseparateminipanestoperformdifferenttypesof
searches.Youcanopenmultipleinstancesofeachminipane.Youmightwanttodothisifyou
aredoingANDtypesearches.
Refertothetablebelowforadvancedsearchcriteria.
Criteria
Description
Basic
SearchheaderinformationsuchasFrom,To,andSubject.
Searchthecontentofmessagesandattachmentsfora
specificwordorphrase.
Attachment
SearchforNoAttachment,AnyAttachment,orSpecific
Attachment.Ifyouselectspecificattachment,alistof
attachmenttypesisdisplayed.
Date
Searchformessagesreceivedafter,on,orbeforeaselected
date.OpentwoDatepanestosearchbetweendates.
Domain
Searchformessageswheretheaddressheaders
(From/To/Cc)containaddressesfromcertaindomains.The
domainsthatyoucansearchforarepredefinedwithcheck
boxes.
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Criteria
Description
Folder
Limitsearchtoselectedfoldersonly.
SavedSearch
Openasearchqueryyoupreviouslysaved.
Size
Searchformessagesthatarelargerorsmallerthana
specifiedsize(bytes,KB,orMB).
Zimlets
SearchformessagesorcontactscontainingURLs,phone
numbers,orotherobjectsasdefinedbyyouradministrator.
Status
Searchformessagesorcontactsthatareflaggedor
unflagged.Searchformessagesthatareread,unread,
forwarded,orrepliedto.
Tag
Searchformessagesorcontactsthathaveaspecifictagora
specifiedsetoftags.
Time
Searchformessagesthatarrivedwithinatimeframe,such
asthelasthour,thisweek,lastmonth,etc.
Searching for Messages with Quick Search

TosearchformessagesusingQuickSearch:
1. EntersearchcriteriaintheSearchbox.Forexample,enterasendersname.
2. SelectanoptionfromtheSearchdropdownmenu.Emailisthedefault.
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3. Click
.SearchresultsaredisplayedintheContentpane.
4. Clickanytabonthemenutoexitthesearch.
Searching for Messages with Advanced Search

TosearchformessagesusingAdvancedSearch:
1. ClickAdvancedtoopentheAdvancedsearcharea.
TheAdvancedsearchpanesappear,withtheBasicSearchpanedisplayed.
2. Dependingonyoursearchrequirements,clickaniconinthetoolbartoopenthe
appropriatepane.Eachtimeyouclickanicon,anotherpaneisdisplayed.
3. Enterinformationinthepanefields.
IfyouenabledAlwaysShowSearchStringonthePreferences>Generaltab,the
searchtextboxupdatesasyoutypeormakeselections.
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SearchExecution.Whenyouenteracriterioninasearchpane,orassoonasyou
havemadeanyselectionchangeinasearchpane,thesearchexecutes.Therefore,
ifyouentertextinafield,thesearchexecutes.Ifyouselectaradiobutton,the
searchexecutes.Etc.
SearchResults.ItemsmatchingthesearchcriteriaarelistedintheContentpane.
IftheConversationfeatureisenabled,conversationscontainingmessagesthat
matchthesearchcriteriaarelisted.
4. Refresh.Click
5. Click
torefreshthesearchresultsarea.
toexitthesearch.
Advanced Search Example

Tosearchforaspecifictypeofattachmentfile.Amessagewithanewsclipattached.You
dontrememberwhoitsfromorwhatdateitwassent,butthefilenamehasa.PDFextension.
Howitwasdone:
SelectEmailfromthesearchdropdownmenu.
ClickAttachmentsintheAdvancedsearchareatoopenjusttheAttachmentspane.
ChooseSpecificAttachment.Alistofcheckboxesappearsbeneaththeradiobutton.
ChecktheboxnexttoAdobePDF.
Anemailmessageisdisplayedinthesearchresultsarea(theContentpane).
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Using * as a Wildcard in Search

Theasterisk*canbeusedasawildcardinasearchtofindcontentwithwordsthathave
similarspellings.
Usetheasterisk*asawildcardafteraprefix.Forexample,do*returnsitemswiththeword
dog,door,etc.
Saving a Search Query

Ifyoucreateasearchthatyouthinkyouwillwanttouseagain,youcansaveit.
Tosaveasearch:
1. Createthesearchquery,eitherbyenteringtextintheSearchbarorbycreatinga
querywithAdvancedsearch.
2. Click
intheSearchareatosavethesearch.
TheSaveSearchdialogappears.
3. Enteranameforthesearchintothefield.
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4. Selectwheretoplacethesavedsearch.SearchesaresavedasaSearchesfolderinthe
SearchessectionoftheOverviewpanebydefault,butyoucanselectanotherfolder.
5. Click
ThesavedsearchisdisplayedintheOverviewpane.
Touseasavedsearch,clickthesearchfolder.Thesearchresultsimmediately
displayintheContentpane.
Search Examples
ThedifferentpanesintheAdvancedsearchareacanbeusedtosearchbydifferentcriteria.
ThefollowingexamplesincludewhichAdvancedsearchpanesyouwoulduse.
Hereareafewpossiblesearchexamples:
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Tosearchforanattachmentthatmaybeonetypeoranother.Messageswitheither
PDFattachmentsorJPEGattachments.
Howitwasdone:SelectEmailfromthesearchdropdownmenu.Inthe
Attachmentspane,chooseSpecificAttachmentandthencheckbothAdobePDF
andJPEGImage.
Tosearchforacontactwithinaspecificcompany.Acontactwhoworksatacompany
calledZimbra.
Howitwasdone:SelectContactsfromthesearchdropdownmenu.Inthe
Advancedsearcharea,opentheBasicSearchpane.EnterZimbraintheContent
field.(YoucouldalsodothissearchwithoutusingAdvancedSearch.)
Tosearchforanitemthatwastagged.Descriptionofthenewproceduresforyour
industry,whichyouhadtaggedasIndustryNews.
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Howitwasdone:SelectAllItemTypesfromthesearchdropdownmenu.Inthe
Advancedsearcharea,opentheTagspane.SelectthecheckboxfortheIndustry
newstag.Notethattagsareuserdefined,sothisassumesthatyouhavepreviously
1)createdthetagdefinition,and2)appliedittoobjectsinyourmailbox.
Tosearchbyadaterange.Searchforamessagesomeoneclaimstohavesentyouin
earlyDecember.
Howitwasdone:SelectEmailfromthesearchdropdownmenu.IntheAdvanced
searcharea,opentwoinstancesoftheDatepanetosetthedaterange.Inthefirst
one,settheDatedropdowntoisbeforeandselectanenddate.UsetheotherDate
panetospecifyisafterandastartdate.Youcanalsosearchbysenderusingabasic
search.
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Sharing Your Account Items
15
Sharing Your Account Folders
SharefoldersfromyourMail,AddressBook,Calendar,Tasks,Documents
notebooks,andBriefcasefolders
Setupsharingwithothers
Cancelasharedfolder
Acceptashareinvitation
Workinsharedfolder
Linktoasharedfolder
Youcanshareyourmailfolders,addressbooks,calendars,tasklists,Documentsnotebooks,
andBriefcasefolders.SharingyourZWCitemsletsyoucollaboratewithothers,lettingthem
makechangestoorjustviewthefolderdetails.Theprocesstoshareanfolderisasfollows:
Thegrantorselectsthefoldertoshare:emailfolder,addressbook,calendar,notebook,
tasklist,orBriefcasefolder.
Thegrantordecideswithwhomtoshareandtheaccessprivileges,managerorview
only,thegranteecanhave,andthensendsthemaninvitation.
Thegranteeacceptstheinvitationandgetsaccesstothesharedfolder.
Selecting Access Privileges

Fromwithintheappropriateapplication,youselectthefolderandspecifythetypeofaccess
privilegestogivethegrantee.Youcansharewithinternalusers,whocanbegivencomplete
manageraccesstothefolderoronlytheabilitytoviewthefolder.
Youcansetpermissionsperuserorgroup,soeveryonedoesnothavetohavethesame
permissionstoyoursharedfolder.
Youcansharewiththefollowing:
Internalusersorgroups.Youselectthetypeofprivileges(role)togranttointernal
users.Theuserorgroupmusthaveavalidaddressinyourcompanysmailserver.
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Viewer.Thegranteecanreadthecontentsofthesharedfolder,butcannotmake
changestothecontent.
Manager.Thegranteehasfullpermissiontoviewandeditthecontentofa
sharedfolder,createnewsubfolders,editanddeletefilesinthesharedfolder.
None.Anoptiontotemporarilydisableaccesstoasharedfolderwithout
revokingtheshareprivileges.Thegranteestillhasthesharedfolderinhis
mailboxbutcannotviewormanageactivitiesonthegrantorsfolder.
Note:YoucanshareyourMailfoldersonlywithinternalusersorgroups.
Externalguests.Youcreateapasswordforthesharedfolderthatguestsmustenterto
viewthecontent.Theycannotmakeanychangestotheinformationtheyview.
Public.AnyonethatknowstheURLtothefoldercanviewthecontent.Theycannot
makeanychangestotheinformation.
How Sharing Works

The access privileges for each application is described in the following sections.
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Sharing Your Mail Folders

Youcanshareanyofyourmailfolders,includingtheInboxfolderandsubfolders,withvalid
userswithinyourorganization.Youcannotshareyourmailfolderswithexternalusersor
withthepublic.AcopyofthesharedfolderisputinthegranteesFolderlistonthe
Overviewpane.Whenthefolderisselected,thecontentdisplaysintheContentpane.The
granteedonotneedtologintothegrantorsmailbox.
Granteesthathasthemanagerrolehavefullpermissiontoviewandeditthecontentsofthe
sharedmailfolder,createnewsubfolders,sendemailonthegrantorsbehalf,anddelete
emailmessages.
Scenarios for sharing a mail folder
Yoursalesdepartmentwantsonecentralmailboxforallemailmessagesrequesting
informationaboutyourproduct,andeveryoneinsalesshouldbeabletoviewemail
messagesimmediatelywhentheycomein.Youcangiveeveryoneinthedepartment
permissiontoviewthemailfolderandtheycancopythemessagestotheirmailbox,or
youcangivethempermissiontomanagethemailfolderandtheycanreplyonbehalf
ofthisaddress.
Amanagerisoftenoutoftheofficeanddoesnothavetimetorespondtoheremail
messages.WhenthemanagerdelegatesaccesstoherInboxmailfolder,herassistant
(grantee)canmanagethecontentofhermail,respondtomessagesonherbehalf,create
folderstoorganizemessageinthatmailfolder,anddeletemessages.
Insteadofsendingemailmessagestodozensofaddresseseverytimeyouhavean
announcement,youcanidentifyoneofyourfoldersasapublicfolderthatcontainsthe
emailannouncements.Youcancreatesharedaccesstoonlyspecificemailaddresses
andsetapasswordthatmustbeenteredtoviewthecontent,oryoucanmakeita
publicURLforanyonewhohastheURLcanviewthecontent.
Sharing Address Book Contact Lists

Youcanshareanyofyouraddressbookswithotherpeopleinyouroffice,withexternal
guests,andwiththepublic.Dependingontheroleyouassigntothegrantee,theshared
contactslistcanbeviewonlyormanagerwhichhasfullaccessprivilegestoedit,add,and
deletecontactsintheaddressbook.
Sharingyouraddressbookisusefulifyouraddressbooksareforspecificcategoriesof
contactsandyouwantotheruserstohaveaccesstothenames.
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Sharing Calendars
Youcanshareyourcalendarswithotherpeopleinyouroffice,withexternalguests,andwith
thepublic.Dependingontheprivilegesyouassigntothegrantee,thesharedcalendarcanbe
viewonlyormanagerwhichhasfullaccessprivilegestocreatemeetings,acceptordecline
invitations,andeditanddeleteactivitiesonthesharedcalendar.
Sharing Task Lists, Documents Notebooks, Briefcase Folders

Youcanshareyourtasklists,Documentsnotebooks,andBriefcasefolderswithotherpeople
inyouroffice,withexternalguests,andwiththepublic.Whenyoushareyourfolderswith
internalusers,youcanselectthetypeofaccesstheinternaluserscanhave:eithermanager,
whichgivesfullaccesstoviewandmodifythecontentofthesharedfolder;orviewer,which
givesreadonlyaccess.Externalguestsandthepubliconlycanhavereadonlyaccess.
Setting Up Shared Folders

Whenyouselecttheitemtoshare,youcanselectthetoplevelfolderoryoucanselecta
specificfolderunderthefolder.Ifyouselecttosharethetoplevelfolder,allfolderswithin
thatfolderarealsoshared.
1. Rightclickonthefolderyouwanttoshare.
NoteWhenyoushareyourmailfolders,youcannotsharetheTrashorJunkfolders.
2. ClickShareFolder.TheSharedPropertiesdialogdisplays.Selectwhomtoshare
with;Internaluserorgroups,Externalguests,orPublic.
206
3. Dependingonwithwhomyoushare,youdothefollowing:
o
ForInternalusersorgroups,entertheemailaddressesandintheRolearea
selecttheaccessprivileges.
ForExternalguests,enterguestsaddressesandthepasswordtoentertoview
yourmailfolder.
ForthePublic,directthepublictotheURLthatdisplaysintheURLarea.For
example,youcouldcopyandemailthisURLtothoseyouwanttoviewthe
page.
4. IntheMessageareaselectwhichtypeofmessagetosend.Thismessagecanbesent
tointernalusersandtoexternalguests.Theoptionsareasfollows:
o
Donotsendmailaboutthisshare.Nomessageissent.
Sendstandardmessage.Thestandardsharenotificationmessageissenttothe
emailaddress.Thismessageincludesthenameofthemailfolderthatisbeing
shared,youraddress,thegranteesaddressandtheroleassigned,withalistof
theallowedactions.
Addanotetostandardmessage.Youcanaddadditionalinformationtothe
standardmessage.
Composeemailinnewwindow.Createandsendanewemailmessage.
5. ClickOK.
Note:Remember,ifyouselectedPublic,youwillneedtonotifythepublicofthe
URL.
Changing or Cancelling Access

YoucancanceltheshareprivilegesandeditthegranteesrolefromtheShareProperties
dialog.
207
To change access permissions

1. Fromtheappropriateapplication,rightclickonthesharedfoldertochange.
2. SelectEditProperties.TheFolderPropertiesdialogopens.Thisdialogdisplaysthe
namesthatsharethefolder.
3. IntheSharingforthisfoldersection,clickEditbythenametochange.TheShare
Propertiesdialogopens.Youcanchangetheprivileges.
o
Viewer.Thegranteecanreadthecontentsofthefolder,butcannotchangeit.
Manager.Thegranteehasfullpermissiontoview,editthecontentsofafolder,
addnewpagesandremovepages.
None.Thisisanoptiontotemporarilydisableaccesstoagrantorssharedfolder
withoutrevokingtheshareprivileges.Thegranteestillhasthefolderintheir
list,butcannotviewormanageactivitiesinthefolder.
4. Anemailmessagewillbesenttonotifytheuser,oryoucanselecttoeithernot
sendanemailmessageortosendastandardorcomposedmessage.
5. ClickOK.
To cancel access
1. Fromtheappropriateapplication,rightclickonthesharedfolder.
2. SelectEditProperties.TheFolderPropertiesdialogopens.Thisdialogdisplaysthe
namesthatsharethefolder.
3. ClickRevoke.ARevokeSharedialogopens.Anemailmessagewillbesentto
notifytheuser,oryoucanselecttoeithernotsendanemailmessageortosenda
customizedmessage.
208
4. ClickOK.Theusercannolongeraccessyourfolder.Theusercandeletethefolder
fromtheirOverviewpanelist.
Accepting an Invitation to Share Items

Ifyoureceiveanemailnoticethatyouhavebeengrantedaccesstoshareanotherpersonsmail
folder,youcanacceptordeclinetheshare.
Whenyouaccepttheshare,thesharedfolderdisplaysinthespecifiedapplicationslistinthe
Overviewpane.
To accept
1. ClickAcceptShareintheemail.TheAcceptSharedialogopensanddescribesthe
rolegrantedtoyou.
2. Beforeyouaccept,youcanchangethefoldernameandselectacolortohighlight
thefolder.
3. (Optional)SelecttosendaconfirmationbacktotheGrantor.
209
4. ClickYes.ThefolderisaddedtothegrantteesOverviewpane.Themessageis
movedtoyourTrashfolder.
Working within a Shared Folder

Whenyouaccepttoshareagrantorsfolder,thefolderisdisplayedinyourOverviewpane.
Whenyouopenthefolder,youseethecontentofthefolder.Thisinformationisnotactually
savedinyourmailbox.
WhensharingaMailfolder,thegranteescanopentheemailandiftheyweregranted
permissionsofManager,theycanreplyto,forward,ordeletethemessage.Copiesof
themessagesthegranteesendsaresavedinthegrantorsmailbox,andifthegrantee
deletesomethingfromthegrantorsmailboxormarksitasspam,themessageis
movedtothegrantorsTrashfolderorJunkfolder.
Ifthegranteehasaccesstomorethanoneofthegrantorsfolders,thegranteecan
o
Movethecontentsfromonefoldertoanotherfolderinthegrantorsmailbox.
Copyanemailmessagefromthegrantorsfolderstothegranteesmailfolders.
Thegrantorsmailfolderalsoretainsacopy.
Createfolderswithinthesharedmailfolderandthenewfolderappearsinthe
grantorsmailbox.
WhensharinganAddressBookfolder,thegranteewithmanagerspermissioncan
add,delete,andeditcontactsintheaddressbook.
WhensharingaCalendarfolder,thegranteewithmanagerspermissioncanadd,
delete,andeditmeetingsandappointmentsonthecalendar.
WhensharingaTasklist,thegranteewithmanagerspermissioncanadd,edit,and
deletetasksinthetasklist.
WhensharingDocumentsnotebook,thegranteewithmanagerspermissioncanadd
pages,editanddeletepagesinthenotebook.Theversioncontrolletsusersknowwhen
apagewaslastupdatedandwhoupdatedit.
210
WhensharingaBriefcasefolder,thegranteewithmanagerspermissioncanaddnew
filestothefolder,editexistingfilesiftheyhavetheappropriatesoftware,anddelete
files.Thedetailedinformationshowswhenafileismodifiedandwhomodifiedit.
Linking to Shared Items

Inadditiontoacceptingemailnotificationthatyouhavebeengrantedaccess,youcanalso
establishlinkstosharedfoldersbyusingtheLinktoShareddialog.Forexample,thismaybe
thecasewhenyourorganizationhaspublicnotebooksthatyouwanttoviewbutnotmanage.
Note:Theaccessprivilegesyouhavearesetbythegrantor.
1. Intheappropriateapplication,rightclickontheapplicationheaderandselectLink
toShared.Adialogopens.
2. Toaddthesharedfolderlink,youmustknowtheemailaddressoftheownerand
thenameofthesharedfolder.Forexample,Jdoe@example.comcreatedanotebook
calledProjectswithsecondnotebookunderProjectscalledProject1.Jdoethen
sharesProject1withyou.
InordertoaccessProject1,entertheinformationasfollows:
o
Email.jdoe@example.com
211
Path.projects/project1
Name.Thenameautocompleteswiththeemailnameandthepath.Youcan
changethis.
Color.Selectacolorfromthelist(optional)
3. ClickOK.ThenotebookisaddedtoyourNotebookslist.
212
Appendix A Standard Zimbra Web Client
Appendix A: Standard Zimbra Web Client
Overview
The appendix gives a brief introduction to the standard Zimbra Web Client,
including features available and navigation overview. The standard ZWC is a
non-Ajax web UI for poorer connections, legacy browsers, or easier accessibility.
Features that are available and general navigation around the applications is
different.
Features Available on the Standard ZWC

The table that follows lists the main features of the ZWC and whether the feature
is available in the standard ZWC.
Feature
Description
ADV
ZWC
STD
ZWC
General Web Interface

AJAXbasedend
userinterface
Rich,interactive,webbasedinterfaceforenduser
functions(accessviaHTTPorHTTPS)
Onlineenduserhelp
Onlineenduserhelpaccessibledirectlyfromthe
enduserinterface
Themes
Abilitytocustomizethecolorsandappearanceof
thewebinterface
Cross-Application Features
213
Feature
Description
Abilitytodrag/dropitems,withdynamicindicators
Drag/Dropwithdrag
ofthenumberofitemsbeingdraggedandvalid
context
dropzones
ADV
ZWC
STD
ZWC
Autocomplete
addresses
Addressesautocompleteastheyarebeingtyped,
includingadynamicallyupdatedselectiondialog
whenmultipleaddressesmatch
Tags
Abilitytoquicklycategorizemessages,contacts,
and/ordocumentsbyattachingTagswithuser
definednamesandcolors
*Standardcanonlytagmail
HTMLformatting
Abilitytorenderandcreatemessages,
appointments,andwebdocumentsinHTMLformat
Spellcheck
Optiontocheckandcorrectspellinginamail
message,calendarappointment,orwebDocument
*StandardHTMLcomposemustbechecked
ZimbraAssistant
Minidialogforquickactions(e.g.sendmessage,
createappointment)withoutchangingthe
underlyingapplicationcontext
ViewasHTML
optionfor
attachments
OptiontoquicklyviewattachmentsinHTML
format
Keyboard
Navigation
KeyboardshortcutsareavailableforZimbraWeb
Client
214
Feature
Description
Customkeyboard
navigationshortcuts
Userscancreatecustomshortcutkeysforfolders,
tags,andsavedsearchfromtheirOptionspage
Mail
ADV
ZWC
STD
ZWC
Conversations
Automaticgroupingofmessagesinamessage
thread,enablingefficientmessageorganization
Previewpane
Abilitytoviewahighlightedmessageinapreview
pane
Subscribeto
RSS/ATOMfeeds
AbilitytosubscribetoRSS/ATOMfeeds
Messageprintand
printpreview
Abilitytoprintamessageandseeaprintpreview
Messagesort
Abilitytosortmessagesbasedonsubject,date,or
sender
Flags
Abilitytoflag/unflagmessages/conversationsfor
followup
Filters
Abilitytodefinefilterrulesandprioritiesfor
incomingmessages
Awaymessages
Abilitytoenable/disableacustomawaymessage
Signatures
Abilitytoaddacustomsignaturetoamessage
215
Feature
Description
ADV
ZWC
STD
ZWC
Composein
window
Optiontopopupaseparatewindowwhen
composingamessage
Drafts
AbilitytosaveinprogressmessagestoaDrafts
folder
Usercontrolled
forwarding
Abilityforausertosetanautomaticforwarding
addressandchoosewhethertoleaveacopyinthe
primarymailbox
Replywith
attachmentsoption
OptiontoReplyorReplyAllwhileretainingthe
attachmentsfromtheoriginalmessage
Rightclickmessage
contextmenu
Rightclickingamessagedisplaysamenuofactions
totakeonthatmessage(e.g.MarkRead,Reply,
Delete)
Rightclickemail
addresscontext
menu
Rightclickinganemailaddressdisplaysamenuof
actionstotakeonthataddress(e.g.viewwebsite,
add/editcontact,createfilter,searchformessages)
Hoveroverattached
imageshows
preview
Hoveringoveranimageattachmentinamessage
displaysathumbnailpreviewoftheimage
Createcalendar
appointmentfrom
message
Abilitytodragamessagetoaminicalendardateto
createanappointmentbasedonthemessage
216
Feature
Description
ADV
ZWC
STD
ZWC
Quotaindicator
Visualindicatorofquotaandamountofquota
consumed
Exportmessagesas
ZIPfile
AbilitytoexportasetofmessagesasaZIPfile
Reply/ReplyAll
Toggle
AbilitytotogglebetweenReplyandReplyAllwhile
composingareply
Persona(Mail
Identities)
AbilitytocreatemultipleidentitiesinZimbraWeb
Clientandusedifferentnamesandmailsettings.
Supportformultiple
externalemail
accounts
WithinZWC,userscanidentifyotherPOPemail
accountsthattheyhave,retrieveemailfromthose
accountsandsaveinspecificfolders
ReadingPaneview
canbeset
Userscansettheirdefaultpreferenceforviewing
messagesinthereadingpane
Userspecified
defaultHTML
settings
Userscansetthedefaultfontfamily,fontsizeand
fontcolortousewhencomposingemailmessages
andDocumentspages
Abilitytoinsert
inlineimagesin
HTMLEditor
Userscaninsertinlineimagesinemailmessages
andcalendarappointments
Differentsignatures
canbedefined
Userscandefine differentemailsignaturestouse
217
Feature
Description
ADV
ZWC
STD
ZWC
Checkboxestoselect
mail
Userscancheckmultipleemailsinthelistviewto
markasread/unread/tag,delete,ortomovetoa
differentfolder
Messageprioritycan
beset
Whensendingamessage,thepriorityisnormal,but
itcanbesettohighorlowaswell
Multiplemessages
canbeforwarded
Multiplemessagescanbeselectedandforwardedin
oneemail
Aggregationofmail
accountsusing
IMAP
Userscanaggregatemultipleexternalaccountsin
theirZimbraaccountusingIMAP
Viewthenumber
andtotalsizeof
itemsinfolder
Userscanrightclickonafoldertoseethenumberof
messagesandthetotalsizeofitemsinfolder
AddressBook
Import/export
contactsinCSV
format
Abilitytoimport/exportContactsin.csvformat
MultipleAddress
Bookspermailbox
AbilitytocreatemultipleAddressBooksinasingle
mailbox
Move/copycontacts
acrossAddress
Books
Abilitytomove/copycontactsfromoneAddress
Booktoanother(basedonaccessprivileges)
218
Feature
Description
Personal
DistributionLists
(GroupLists)
Abilitytocreategroupcontactlistsintheiruser
AddressBooks
Calendar
ADV
ZWC
STD
ZWC
Personalscheduling
Abilitytoschedulepersonalappointments
Groupscheduling
Abilitytoschedulemeetingsandviewattendees
free/busyinformation
Recurrencesand
recurrence
exceptions
Abilitytocreaterecurringmeetingsandexceptions
torecurringmeetings
Resourcescheduling
Abilitytobookresources(locations,equipment,
etc.)forameeting
Calendaralerts
Optiontoenableanalertpopupforupcoming
appointments
Timezone
adjustment
Appointments/schedulesareautomatically
displayedintheuserscurrenttimezone
Day,Week,Work
Week,Monthviews
AbilitytoviewcalendarsinDay,Week,Work
Week,orMonthviews
Customizablefirst
dayofweek
Usersettingforthefirstdayoftheweek;value
chosenimpactstheWeekcalendarview
219
Feature
Description
ADV
ZWC
STD
ZWC
Create/drag
appointmentinline
incalendarviews
Abilitytocreateanappointmentand/ordragan
appointmentsboundariesinlineincalendarviews
Quick
Accept/Tentative/De
clinefromcalendar
views
AbilitytoquicklymarkAccept/Tentative/Decline
fromcalendarviews
Fadeddisplayof
declined
appointments
Declinedappointmentsdisplayfadedsothatthe
userremainsawareoftheiroccurrence
Calendarprintand
printpreview
Abilitytoprintcalendarsinday,week,workweek,
ormonthviewsandseeaprintpreview
Hoverover
appointmentshows
details
Hoveringoveranappointmentincalendarview
displaysadditionalappointmentdetails
Minical
Optiontodisplayaminiaturecalendaratalltimes
Hoveroverdatein
minicalshows
schedule
Hoveringoveradateintheminicaldisplays
calendarinformationforthatdate
Multiplecalendars
permailbox
Abilityforausertocreatemultiplecalendarswithin
asingleaccount
Free/busyinclusion
Abilityforausertodesignatewhichcalendarswill
220
Feature
Description
ADV
ZWC
STD
ZWC
bycalendar
beincludedintheusersfree/busycalculations
Subscribetoexternal
calendars
Abilitytosubscribetoanexternalcalendarin
iCalendar(.ics)format
Publishcalendarin
iCalendarformat
Abilitytopublish/exportacalendariniCalendar
(.ics)format
Multicalendar
overlayviews
Abilityforausertoviewmultiplecalendars
overlaidinthesameview,whicheachcalendar
optionallyrepresentedbyadifferentcolor
Importcalendarsas
icsiCalfiles
UserscanimportcalendariCalendars(.ics)
Markappointments
asprivate
Appointmentscanbemarkedasprivateorpublic.
Calendarscanbefor
personal
appointmentsonly
AdministratorscanconfiguretheCalendarfeature
tobeabletocreateonlypersonalappointments
Searchfor
appointments
Userscansearchforappointmentswithintheir
calendars
HTMLReadOnly
ViewforPublic
Calendars
PubliccalendarsdisplayinHTMLreadonlyformat
Tasks
221
Feature
Description
ADV
ZWC
STD
ZWC
Managetasks
Addtasksandsetthestartandduedate,setthe
priorityandkeeptrackoftheprogressand
percentagecomplete
Createtaskfolders
Userscanorganizetasklistsintofolders
Sorttasks
UserscansorttasksbyStatusorDueDate
Prioritizetasks
Userscansetthepriorityoftaskstohigh,normalor
low
Tagtasks
Individualtaskscanbetagged
Attachmentstotasks
Filescanbeattachedtoatasks
Documents
Createanduse
Documentsfeature
Createanduse
Briefcasefeature
ZimletsTM
UseZimlets
Briefcase
222
Feature
Description
Search
ADV
ZWC
STD
ZWC
AdvancedSearch
Advancedinterfaceforbuildingsearches
Crosscontextsearch
Abilitytosearchforaspecificitemtype(Mail,
Contacts,Documents,etc.)oracrossitemtypes
Wildcardsearches
Abilitytosearchusingaprefixplusawildcard
Continuoussearch
WhenusingAdvancedSearch,thesearchresultset
updatescontinuouslyassearchconditionsare
changed
SavedSearches
Abilitytosavesearchesforsubsequentoneclickre
execution
Sharing
Sharewithinternal
usersandgroups
AbilitytoshareAddressBooks,Calendars,Task
Lists,DocumentNotebooks,andBriefcasefolders
withinternalusersandgroups.Theycansetthe
permissionlevelstomanageortoviewonly.
SharewithExternal
Users
withexternalusersbyassigningacustomer
password..Permissionlevelviewonly.
SharewithPublic
223
Feature
Description
ADV
ZWC
STD
ZWC
withthepublic.Nopasswordisset.Permission
levelviewonly.
ShareMailFolders
AbilitytoshareMailFolderswithinternalusersand
groups.Theycansetthepermissionlevelsto
manageortoviewonly
LinktosharedMail
Folders
Userscanlinktoanitemthathasbeensharedwith
them
Linktoshared
AddressBook
them
Linktoshared
Calendar
them
LinktosharedTask
List
them
Linktoshared
Notebooks
them
Linktoshared
BriefcaseFolder
them
224
Navigating the Standard Zimbra Web Client

WhenyoulogintothestandardZimbraWebClientyouseeafullscreenviewsimilartothe
oneshownbelow.
RefertothefollowingtablewhenviewingtheZWC.
Number
Description
WindowHeader.Displaysthefollowing:
SearchBar
and
aredisplayedontheright
OverviewPane.Displaysthefollowing:
UserNametheusernameunderwhichyouloggedin
QuotaDisplayyourmailboxquota
Foldersincludingsystemfolders(Inbox,Sent,Draft,Junk,Trash)and
foldersyoucreated
225
Searchessearchqueriesthatyoucreatedandsavedforfutureusewhileworking
intheAdvanceZWC
Tagsanytagsyouhavecreated.Clickonatagtoquicklyseeallmessagesthatare
taggedwiththattag.
Toolbar.ThisbardisplaysatthetopandagainundertheContentpaneand
displaysthefollowing:
ToolsTabsclickatabtoaccessthedifferentZWCtoolsavailableforyour
account.Inthisexample,Emailisopen.
ActionButtonsclickanactionbuttontoperformataskavailableforthe
applicationyouarecurrentlyusing.TheMovetoandMoreActionsfields
givesyoumenuchoicesavailableintheapplication.
4
ContentPane.Thecontentofthisareachangesdependingonwhatapplicationisin
use.IntheInboxview,itdisplaysallmessagesorconversationsinyourInbox.
Move to
Thismenudisplaysthemovesthatyoucanmakewithintheapplicationyouarein.Inthis
example,Intheemailapplication,themessagefromDanPatternisselectedandtheoptions
forthemessagearetomovetofoldersinyourfolderlist.
226
More Action
Thismenudisplaysthedifferentactionsthatyoucanmakewithintheapplicationyouarein.
Thisexampleisforwhenyouaretheemailapplication.
Navigation Functions Not Available

ThefollowingnavigatingfeaturesarenotavailablewiththestandardZWC
Downarrowmenus
Draganddrop
Readingpane
Movablesash
Tooltips
Rightclick
Folderinformation
227
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Advanced Web Client User Guide

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About this Guide

Tip for success

Zimbra Web Client User Guide

Adding an Attachment ........................................................................................................ 50

6 Customizing Your Email Features ........................................................................................... 89

Zimbra Web Client User Guide

Scheduling Attendees: The Find Attendees Tab................................................................... 138

Formatting a Page Using the Rich-Text Editor ................................................................ 181

Zimbra Web Client User Guide

Getting Started with the Zimbra Web Client

1 Getting Started with the Zimbra Web Client

Advanced and Standard ZWC

Zimbra Web Client User Guide

Features of the Zimbra Web Client (ZWC)

Safety and Security Features

Capacity and Flexibility Features

Getting Started with the Zimbra Web Client

Positive Member Experience Features

Zimbra Web Client User Guide

Zimbra Web Client Components

Getting Started with the Zimbra Web Client

Zimbra Web Client User Guide

Getting Started with the Zimbra Web Client

Zimbra Web Client User Guide

Forget your password?

Getting Started with the Zimbra Web Client

If Your Session Expires

Navigating the Zimbra Web Client

Zimbra Web Client User Guide

Getting Started with the Zimbra Web Client

User Interface Features and Shortcuts

Zimbra Web Client User Guide

Getting Started with the Zimbra Web Client

Applying an Action to Multiple Selections

Zimbra Web Client User Guide

To use Zimbra Assistant:

Getting Started with the Zimbra Web Client

ZWC Keyboard Shortcut Keys

Receiving and Managing Email

2 Receiving and Managing Email

Customizing Your Initial Email Page

Zimbra Web Client User Guide

Receiving and Managing Email

Parts of the Content Page View

Zimbra Web Client User Guide

How Do Conversations Work?

Receiving and Managing Email

Conversations Can Span Folders

Zimbra Web Client User Guide

The Reading Pane

Receiving and Managing Email

Displaying HTML in Email Messages

Zimbra Web Client User Guide

Parts of an Email message

Receiving and Managing Email

Zimbra Web Client User Guide

Marking an Email as Unread

Receiving and Managing Email

Printing an Email Message

Zimbra Web Client User Guide

Receiving and Managing Email