Zimbra™ Collaboration Suite Appliance Administrator’s Guide

Release 6.0.7
July 2010

Legal Notices
Copyright 2010 Zimbra. All rights reserved. No part of this document may be reproduced, in whole or in part, without the express written permission of Zimbra. Zimbra, a division of VMware, Inc. 3401 Hillview Avenue Palo Alto , California 94304 USA www.Zimbra.com ZCS 6.0.7 7/27/2010

Table of Contents

Chapter 1

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

5

Core Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Core Zimbra Server Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Zimbra License Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Available Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Support and Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Chapter 2 Working in the Administration Console. . . . . . . . . . . . . . . . . . . 9

Logging Into the Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Setting Up the Administrator Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Changing Administrator Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Zimbra Status Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Anti-spam Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Anti-virus Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Convertd Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 LDAP Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Mailbox Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 MTA Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Spell Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Stats Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Disk Space Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Monitoring ZAP Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Navigating the Administration Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Working in the Dashboard Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Working in the Settings Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Working in the Advanced Tools Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Managing Network Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Updating ZCA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Chapter 3 Managing ZCA Configuration . . . . . . . . . . . . . . . . . . . . . . . . . 19

Changing General Information about your Default Domain . . . . . . . . . . . . . 19 Default Domain Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Setting the Maximum Size of Uploads to Briefcase . . . . . . . . . . . . . . . . 20 Setting Up Relay MTA for External Delivery . . . . . . . . . . . . . . . . . . . . . . 20 Configuring Rules for Receiving Attachments to Email . . . . . . . . . . . . . . . . 20 Managing the Zimbra License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Managing Your Self-Signed or Commercial Certificates . . . . . . . . . . . . . . . 22 Requesting a Commercial Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Viewing the SSL Certificate Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Setting Up Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Configuring General Information Settings. . . . . . . . . . . . . . . . . . . . . . . . 25 Setting Up Your Global Address List (GAL) . . . . . . . . . . . . . . . . . . . . . . 27 Setting Up Account Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Setting UP Virtual Hosts for Your Domain . . . . . . . . . . . . . . . . . . . . . . . 31 Setting up Zimbra Free/Busy Interoperability . . . . . . . . . . . . . . . . . . . . 32 Managing Zimlets on the Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Zimbra Collaboration Suite Appliance iii

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Briefcase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Setting Session Timeout Policy . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Other Feature Configuration Settings for Accounts . . . . . . . . . . . 52 Importing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Setting Up Mobile Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Managing Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Address Book . . . . . 47 Setting Password Policy . . . . . . . . . . . . 37 ZCA Features to Configure . . . 47 Setting Account Quotas . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Changing Mobile Device Password Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Disabling Preferences. . . . . . . . . . . . . . 53 Migrating Accounts and Content. . . . . . . 64 Changing an Account’s Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Reindexing a Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Managing Aliases . . . . . . . . . . . . . . . 50 About Zimbra Web Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Tasks . . . . . . . . 63 Changing Passwords . . . . 51 Password Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting Failed Login Policy . . . . . . . . . . . . . . . . 34 Chapter 4 Customizing Profiles and Setting Up Mail Policy Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Users’ Mobile Device Self Care Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Other Account Configuration Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Email messaging . . . . . . . . . . . . . . . . . . . . . . . . . . 73 iv Zimbra Collaboration Suite Appliance . . . . 43 Calendar . . . . . . . . . . . . . . . . . . . . 65 Managing Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Creating a Single Account . . . . . . . . . . 63 View an Account’s Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Before Creating Accounts . . . . . . . Resources and Distribution Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Chapter 5 Creating Accounts on ZCA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Managing Accounts . . . . . . . . . . . . . . . 46 Zimbra Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Setting Email Retention Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Chapter 6 Managing Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Configuring Advanced Tap Options . . . . . . . . . . . . . . . . 66 Chapter 7 Managing Zimbra Mobile . . . .Administrator’s Guide Customizing Themes for Domains . 65 Using Distribution Lists for Group Sharing . . . . . . . 37 Setting Up Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Deleting an Account . 45 Enabling Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Creating User Accounts . . . . . . . . . . . . . . . . . . . . . . . . 70 Setting up Mobile Device Security Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Setting Mobile Device Policies Attributes . . . .

7 5 . Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. read. and government agencies. and Standard Zimbra Web Client as an HTML client. forward. reply. Core Functionality The Zimbra Appliance is an innovative messaging and collaboration application that offers the following state-of-the-art messaging and collaboration solutions: • Intuitive message management and search • Personal and shared calendars • Multiple address books • Task management tool • Collaboration tools for online document authoring Zimbra offers two browser based web clients. and use other standard mail features • View mail by conversation threads • Tag mail to easily group messages for quick reference • Perform advanced searches • Save searches • Use the Calendar feature to schedule appointments • Create address books Zimbra Collaboration Suite Appliance ZCA 6. The Zimbra Collaboration Suite Appliance is your email and collaboration cloud delivered as a virtual appliance for faster provisioning and easier administration than traditional solutions. Web 2. Administrators centrally manage the appliance from the administration console. educational institutions. This guide is intended for system administrators responsible for creating and maintaining accounts.0 collaboration and messaging software for enterprises.0.Chapter 1 Introduction Zimbra is the leader in open source. service providers. Some of the features that can be found in the web client include: • Compose.

Global Address List (GAL) and external authentication • LDAP interoperability for GAL and external authentication • Self-signed and commercial SSL certificate management • Zimbra license management • Service status overviews • Automatic update mechanism • Service level control with status • Diagnostic tools to log file downloads 6 ZCA 6. domains and aliases • Maintain profiles for feature based administration • Mobile device policy management • Color scheme configuration options of the Zimbra Web Client interface • Advanced tools for migration and interoperability • Exchange migration tools • Exchange interoperability for free/busy. including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create. address book lists with others • Set mailbox usage preferences. share and publish rich documents online Core Zimbra Server Functionality The core Zimbra server functionality includes: • Mail delivery and storage • Indexing of mail messages upon delivery • Mailbox server logging • IMAP and POP support • Directory services.0. email folders.7 Zimbra Collaboration Suite Appliance . • Create and mange user accounts. distribution lists. The console offers the following management features: • Dashboard with task based management features.Administrator’s Guide • Share calendars. resources. including the ability to use Microsoft Active Directory • Anti-spam protection • Anti-virus protection Task-Based Administration Console The Zimbra Appliance is managed from a task based administration console.

This guide provides a product overview. • Release Notes. a trial license was automatically installed.zimbra. the effective date. For information about the Zimbra support program.com to purchase Zimbra Collaboration Suite • Contact support@zimbra. Available Documentation The following documentation is available: • Administrator Guide. This trial license is good for 60 days. www.com to submit a bug report. Zimbra Collaboration Suite Appliance ZCA 6. and expiration date of the regular license. This license is encrypted with the number of Zimbra accounts (seats) you have purchased. We appreciate your feedback and suggestions. Late-breaking news for product releases and upgrade instructions are contained in the release notes.7 7 .html If you encounter problems with this software. • Zimbra Web Client Help. You will need to purchase a Zimbra regular license in order to create accounts after the trial license expires. see the Zimbra website. go to http://bugzilla. The help topics describes how to perform tasks required to centrally manage mailbox accounts from the administration console. and a description of administration tasks and configuration options. The latest notes can be found on the Zimbra website. Make sure to provide enough detail so that the bug can be easily duplicated. http://www.com to join the community and to be a part of building the best open source messaging solution. When you installed ZCA. • Contact sales@Zimbra. Support and Contact Information Visit www.com/support/support_overview.zimbra.0.com. The help topics describe how to use the features of the Zimbra Web Client.com for support issues.Introduction Zimbra License Requirements A Zimbra license is required in order to create accounts.Zimbra. • Zimbra administration console Help.Zimbra.

Administrator’s Guide 8 ZCA 6.7 Zimbra Collaboration Suite Appliance .0.

The administration console is the browser-based user interface the ZCA administrator uses to centrally manage ZCA.xxx. and proxy server settings.7 9 .xxx. This tab opens the admin dashboard used to manage accounts and domains.xxx:5480 You can find the IP address on the vSphere Client. • Update tab. address settings. The administration console consists of the following four main tabs. Zimbra Collaboration Suite Appliance summary tab. • Zimbra Status tab.0. This tab shows the network status. This tab is used when a ZCA version is updated. Zimbra Collaboration Suite Appliance ZCA 6. • Zimbra Administration tab. Logging Into the Console To log into the administration console open your browser and type the Zimbra Appliance host name URL as https://xxx. if they are configured. • Network tab.Chapter 2 Working in the Administration Console This chapter describes the components of the Zimbra Collaboration Suite Appliance (ZCA) administration console. The administrator can download and install the update from this tab. This shows the status of the ZCA services.

When all services are green. Select the administrator account and change the password. This address is where notification messages from the operating system are sent. Note: When you log in to the ZCA administration console the first time. Services that are not running display in red.0. ignore the warning and select the option to continue. Setting Up the Administrator Account One administrator account can be created in ZCA and this account is created during the installation of ZCA. The postmaster address is displayed in emails that are automatically generated from the mail transfer agent (MTA) and sent to the sender when messages cannot be sent. If you did not change the default settings during the installation. This admin account is the first account provisioned on the server and allows you to log on to the administration account using the password that was created at the same time. Initial administrative tasks for this account may include setting up the administrator mailbox to create aliases and forwarding addresses needed for the administrator’s working environment. This tab also shows the amount of free mail storage disk space remaining. if an untrusted connection warning displays. the anti-virus notification is sent directly to the admin account. Two aliases for the administrator account are created during install: • Postmaster. You should log on to this account frequently. • Root. the first page that is displayed shows the Zimbra services. the message is forwarded to the administrator mailbox.7 Zimbra Collaboration Suite Appliance . click the Zimbra Administration tab. Changing Administrator Passwords The administrator password is created when ZCA is set up during installation. • The password is the password of the VMware virtual machine set during the installation of ZCA. The Zimbra Status tab opens and shows that status of all services. Other appliance reports may be sent to the admin account as well. The password can be changed at any time from the Accounts toolbar.Administrator’s Guide • The user name is vmware. This opens the administration dashboard where you manage ZCA accounts and domains. 10 ZCA 6. Zimbra Status Tab When you log on to ZCA. If users reply to this postmaster address.

the message is delivered to the recipient’s Junk folder. How well the antispam filter works depends on recognizing what is considered spam or not considered spam from messages that users specifically mark as Junk or Not Junk in their accounts.Working in the Administration Console Anti-spam Service The Zimbra Appliance utilizes SpamAssassin to control spam. An automated spam training filter is enabled and two feedback system mailboxes are created to receive mail notification. These addresses are automatically configured to work with the spam training filter. SpamAssassin uses predefined rules as well as a Bayes database to score messages with a numerical range. Users can view the number of unread messages that are in their Junk folder and can open the Junk folder to review the messages marked as spam and move a message if it is not spam. Any message tagged between 33%-75% is considered spam and delivered to the user’s Junk folder. The accounts created are listed in the accounts list. Anti-virus Service Clam AntiVirus software is bundled with the appliance as the virus protection engine. but should not have been. but should be. • Non-spam (referred to as ham) Training User to receive mail notification about mail that was marked as junk. When a message is tagged as spam. ZCA uses a percentage value to determine spaminess based on a SpamAssassin score of 20 as 100%. Zimbra Collaboration Suite Appliance ZCA 6. The anti-virus software is configured to block encrypted archives. • Spam Training User to receive mail notification about mail that was not marked as junk. to send notification to administrators when a virus has been found.0. Messages tagged above 75% are always considered spam and are discarded. and to send notification to recipients alerting that a mail message with a virus was not delivered.7 11 .

When a virus has been found. the Zimbra MTA checks every two hours for any new anti-virus updates from ClamAV. calendars. The LDAP directory service is used for internal authentication. LDAP entries are made for every ZCA attribute that specify operating parameters for the appliance. and briefcase folders. By default. In addition. LDAP Service LDAP directory services provides a centralized repository for information about users and devices that are authorized to use your network.7 Zimbra Collaboration Suite Appliance . Each account has an unique mailbox ID that is the primary point of reference to identify the account. the notification address for anti-virus alerts is configured. MTA Service MTA receives email through SMTP and routes each message to the mailbox server. ZCA uses the LDAP directory to look up user addresses from within the company. This is referred to as the GAL. Mailbox Service The mailbox service manages all accounts’ mailbox content. contacts. Functionality includes: • SMTP authentication • Attachment blocking • Relay host configuration Spell Service This is the spell checker service used for Zimbra Web Client (ZWC) to check the spelling when an email message is composed.Administrator’s Guide The anti-virus protection is enabled for each server during installation. 12 ZCA 6. a notification is automatically sent to that address. attachments. Convertd Service The convertd service is a conversion service that is used to extract the text from attachments to email messages so they can be indexed along with the email body. including messages.0. Anti-virus protection is enabled for each server when the Zimbra software is installed. The default is to set up the admin account to receive the notification. During ZCA installation.

com/products • For documentation: http://www. Navigating the Administration Tab You manage all user and domain configuration tasks from the administration tab. and utilization.com/support/systems-monitoringdoc Diagnostics Link The Diagnostics link is used for troubleshooting ZCA. Monitoring ZAP Servers You can set up a third-party monitoring tool to manage ZCA servers.Working in the Administration Console Stats Service This service maintains statistics about the operation of the application.hyperic. The information is not available for administrator’s review. A link to the Spring Source Hyperic HQ monitoring tool is available from the Status tab. but is available for Zimbra support to troubleshoot issues. Disk Space Usage The Status tab shows the amount of free storage space remaining on the disk.0. HQ's default metric collection provides real time monitoring of availability. For more information about Hyperic HQ go to the following links: • For product description: http://www. Zimbra Collaboration Suite Appliance ZCA 6. used to manage server configuration and to create a policy for attachments received with email messages. The storage space is used to save the content of users’ accounts. When you run a diagnostics of ZCA. • Settings.hyperic. In most cases. used to manage the daily ZCA activity for accounts. • Dashboard. You should regularly monitor the disk capacity and when disks reach the 85% full threshold. the results are saved to a zip file that can be forwarded to support. you are directed to use this link by Zimbra support to help diagnose issues. performance. you should plan to add additional disk space.7 13 . The console includes three tabs that make it easy to quickly find items in the console.

profiles. used to manage the Zimbra Appliance license and certificates.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide • Advanced Tools. To view each of these items in the Content pane. select the item from the menu on the right of the Find address. and profiles area. distribution lists. the Content pane shows all addresses in ZCS. aliases. domains. and resources. 14 ZCA 6. Tasks Managed from the Administration Tab Some of the tasks that are performed from the administration console include: • Managing your domain and create new domains • Managing general configuration settings including licenses and certificates • Setting up virtual hosts on a domain • Creating and managing end-user accounts • Creating different profiles that define enabled features and assign the profiles to accounts • Creating and managing distribution lists and aliases • Migrating Microsoft Exchange user accounts to ZCA using the migration tool • Importing multiple accounts • Managing resources that can be scheduled for meetings • Changing user passwords Working in the Dashboard Tab From the ZCA dashboard tab you can view a list of account addresses. This tab includes tools for migrating and importing accounts. domains.0. When you view All addresses. You can identify the type of account from the icon.

7 15 . Do not delete this account! This icon represent user accounts. Zimbra Collaboration Suite Appliance ZCA 6. distribution lists. profiles. Resource accounts do not count against your ZCA license. the ZCA license account limit reflects the change. Do not delete these accounts! This icon represents the administrator account. This account counts against your ZCA license. This icon represents a resource equipment account. profiles. and resources Description of Items to Create From the New menu on the dashboard toolbar you can create the following items. This type of account counts against your ZCA license account limit. This icon represents a distribution list. This icon represents an alias account. and resources • Edit and delete the items you have created • Change passwords for accounts • View an accounts mailbox • View a list of account addresses. domains. • Create new accounts. distribution lists. From the dashboard you can manage the following items. Aliases do not count against your ZCA license. This icon represents a resource location account. (spam and ham) and GALsync account if you configure GAL for your domain. Distribution lists do not count against your ZCA license. System accounts include the spam filter accounts for junk mail. aliases. aliases. When you delete an account. domains. These are specific accounts used by ZCA.0.Working in the Administration Console This icon represents system accounts. Only one administrator account can be created.

configure GAL. As a minimum. passwords and aliases for an account. you create and manage end-user accounts. Lists the domain in the Zimbra Appliance environment. Working in the Settings Tab The Settings tab is used to manage general ZCA settings. The following domain items are managed from the Settings tab: • Update server configuration • Set rules for what type of attachments can be received with an email message Working in the Advanced Tools Tab The Advanced Tools tab page includes features that are infrequently accessed after you initial configure ZCA. Lists profiles that have been created. Lists all distribution lists. • Resources. the default profile is displayed. You can create new resources and set the scheduling policy for the resource. You can create. • Aliases. The tab includes the following items: • Zimbra License tab that shows ZCA license information 16 ZCA 6.0. You can use the Move Alias feature from the toolbar to move an alias from one account to another. You can create and manage domains. Lists all accounts. • Distribution Lists. • Domains. • Profile. You can create new distribution lists and add to or delete members from a distribution list. Lists all aliases that have been created in user accounts. Lists location or equipment that can be scheduled for a meeting. or delete profiles. profiles. setting options. edit. and configure the authentication mechanism to be used for that domain.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide • Accounts. In the Accounts folder.

• The Status tab displays the Zimbra Appliance network status. restart ZCA from the VMware VSphere console to make sure your changes take affect on all ZCA services. and host name. including IP address. DNS server address. • The Proxy tab is configured if an HTTP proxy is required for access to the Internet for Web services that the Zimbra server may access.Working in the Administration Console • SSL Certificates tab that displays the information about the certificate assigned to ZCA • Migration Wizard and Import Accounts wizard links to help you migrate accounts and their content or import account information to provision many accounts at once Managing Network Settings The Network tab displays the Zimbra Appliance network connection settings. Updating ZCA The Update tab is used to check for ZCA updates and to install those updates when they become available. The Proxy tab is configured if external calendar servers or social networking services are made available from user accounts. When you make changes to the network settings. Zimbra Collaboration Suite Appliance ZCA 6.0. You can set specific addresses or you can select to obtain the configuration from DHCP server. • The Address tab can be used to change the network addresses if you move the server to a new network. netmask.7 17 . gateway.

7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 18 ZCA 6.

Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console. You can manage these tasks from the administration console: • Install and manage your Zimbra license • Install and view your SSL certificates • Create new domains • Configure the authentication method to use.7 19 . Zimbra Collaboration Suite Appliance ZCA 6.0. internal or external • Define the virtual host for a domain • Change general information configured for the default domain • Customize the client color scheme • Manage Zimlets that are available for accounts • Set up free/busy interop for scheduling meetings when you have users on both ZCA and Exchange • Define the email attachment filtering policy for incoming emails Changing General Information about your Default Domain The general information tab shows the following configuration details. You can change this.

This is the relay host name to which the MTA relays external email Default Domain Name The default domain name is the fully qualified hostname of the server. 20 ZCA 6. an email loop is created. Setting Up Relay MTA for External Delivery Setting this parameter is optional. (An email loop is an infinite loop phenomenon. The relay host name is the appliance MTA to Gateway host. If one such automatic response triggers another automatic response on the other side. users can upload files up to 10240K in size to their accounts. scripts.) Configuring Rules for Receiving Attachments to Email To help prevent potential viruses from being received. such as . If you set the default to 0.Administrator’s Guide • Default domain name. This is configured during the installation of ZCA. you can configure rules to filter all attachments from email messages or attachments with a specific extension type. Common use cases for a relay host is when an ISP requires that all your email be relayed through a designated host or if you have some filtering SMTP proxy server. there is no limit to the size of the upload. The default is 10 Mb. This also used as the assumed domain name when only a user name but not the domain is provided.7 Zimbra Collaboration Suite Appliance . • Maximum size of an uploaded file for Documents or Briefcase. resulting from mail servers. This is the default. Setting the Maximum Size of Uploads to Briefcase If the Briefcase feature is enabled.zip. • Relay MTA for external delivery. This is the assumed domain name when users try to authenticate without providing a domain name as part of their login name. This setting is used to instruct the MTA to send all non-local mail to a different SMTP server. or email clients that generate automatic replies or responses. You can change this on the General Information tab.0. Important: Use caution when setting a relay host to prevent mail loops. or used as a third-party anti-virus and anti-spam gateway. This is the maximum size of a file that can be uploaded into Briefcase. This is changed from the Settings>Attachments tab.

Users cannot view any attachments sent with their email messages. This trial license is good for 60 days. renew. Files attached to email messages can only be viewed in HTML. When you purchase. you must update the server with the new license information. the effective date. Messages with those type of extensions attached are rejected and the sender and recipient are notified that the message was blocked. and expiration date of the regular license. Zimbra Collaboration Suite Appliance ZCA 6. You will need to purchase a Zimbra regular license in order to create accounts after the trial license expires. Managing the Zimbra License A Zimbra license is required in order to create accounts. If you do not want to send a notification to the recipient when messages are blocked. You can select from the common extension types that are listed or add other types of extensions. • Allow viewing attachments only in HTML. or change the Zimbra license. When you installed ZCA.7 21 .0. you can disable this feature. This option blocks all attachments types sent with email messages and can be set to prevent a virus outbreak from attachments. You can also restrict receiving attachments by the file extension type. This license is encrypted with the number of Zimbra accounts (seats) you have purchased. a trial license was automatically installed. Attachment to an email message can be viewed either in HTML or the attachment can be viewed in the original format. Use the Install License Wizard from the administration console’s Advanced Tools tab to upload and install a new license and to update an existing license.Managing ZCA Configuration The Attachments tab can be configured as follows: • Block all attachments. • Do not restrict viewing attachments. Extensions that are restricted here do not display even if you have selected Do not restrict viewing attachments.

a security alert is displayed and you will need to accept the warning to be able to log in. Self-signed certificates are normally used for testing. but when you log in to the appliance administration console the first time. When the number of accounts created is equal to the number of accounts purchased. and install self-signed and commercial certificates from the administration console Advanced Tools tab. including license ID. • A self-signed certificate is an identity certificate that is signed by its own creator.0. You must renew your license within 30 days of the expiration date. 22 ZCA 6. Two types of certificates can be used.Administrator’s Guide Current license information. expiration date. number of accounts purchased. issue date. • A commercial certificate is issued by a certificate authority (CA) that attests that the public key contained in the certificate belongs to the organization (servers) noted in the certificate. Certificates are used to certify that a site is owned by you. This is useful when you use a self-signed certificate and want to change the expiration date. self-signed and commercial certificates. the self-signed certificate is automatically installed and can be used. update. You can purchase additional accounts or you can delete existing accounts. You can use the Certificate Installation Wizard to generate a new selfsigned certificate. A certificate is the digital identity used for secure communication between different hosts or clients and servers. you will not be able to create new accounts. and the number of accounts used can be viewed from the Advanced Tools>License tab. When ZCA is installed.7 Zimbra Collaboration Suite Appliance . A self-signed certificate is automatically deployed when ZCA is installed. Managing Your Self-Signed or Commercial Certificates You can view. Starting 30 days before the license expires. The default is 365 days. when you log on to the administration console a reminder notice is displayed.

before you generate the CSR you must know the following details: • Common Name (CN). You save this file to your computer and submit it to your commercial certificate authorizer. and country. You download the CSR from the Zimbra server and submit it to a CA. company. you complete a form with details about the domain. use the Zimbra Certificates Wizard to generate the RSA Private Key and Certificate Signing Request (CSR). such as VeriSign or GoDaddy. and then generate a CSR with the RSA private key. They issue a digitally signed certificate. As you enter information about your company. you use the Certificates Wizard to install the certificate on ZCA. Requesting a Commercial Certificate You can use the Zimbra Certificate Installation Wizard to generate the CSR that is sent to a commercial certificate authorizer and to install the commercially signed certificate when it has been authorized. To generate the CSR.0. An asterisk (*) is added to the Common Name field. Zimbra Collaboration Suite Appliance ZCA 6. This is the exact domain name that should be used to access your Web site securely.Managing ZCA Configuration To obtain a commercially signed certificate. Are you going to use a wildcard common name? If you want to manage multiple sub domains on a single domain on the server with a single certificate.7 23 . check this box. and when you receive the certificate.

7 Zimbra Collaboration Suite Appliance . The city you want the certificate to display as your company location • Organization Name (O). You should renew your certificates before it expires. If a certificate expires. The country you want the certificate to display as your company location • State/Province (ST). the client ignores the common name and tries to match the server name to one of the SAN names. a security alert warning is displayed.0. When SAN is used the domain name is compared with the common name and then to the SAN to find a match. Your company name • Organization Unit (OU). Viewing the SSL Certificate Tab The Advanced Tools>SSL Certificate tab displays the certificate information for the Zimbra services.Administrator’s Guide • Country Name (C). when users log on to the accounts. 24 ZCA 6. You can create multiple SANs. The state/province you want the certificate to display as your company location • City (L). including validation days that shows when the certificate expires. The unit name (if applicable) Are you going to use Subject Alternative Name (SAN)? The input should be a valid domain name. When the alternate name is entered here.

domains and profiles menu. commonly used in sharing • Free/Busy Interop settings for use with Microsoft Exchange • Zimlets that are available for the domain • Customize the domain skin The default domain configuration after ZCA installation is as follows: • The GAL mode is Internal. External LDAP server or Active Directory. external LDAP.Managing ZCA Configuration Setting Up Domains One domain is identified during the installation process and additional domains can be added from the administration console. Zimbra Collaboration Suite Appliance ZCA 6. When you set up a domain. A GAL sync account is created and the datasource for the Internal GAL is Zimbra. either Internal LDAP server.7 25 . you can configure the following: • Global Address List (GAL) mode. The following settings can be configured for your default domain or when you create a new domain. and Free/Busy Interop are not set up • The profile is set to default profile Configuring General Information Settings Domains are managed from the administration console dashboard. or external Active Directory • Virtual hosts that are used to establish a default domain for user login • Public service host name that is used for REST URLs. When you select Domains from the Find address. internal. or both • Domain authentication mode.0. • The authentication mechanism is Internal • The Virtual Hosts. a list of domains is displayed. Select the domain to edit from the list.

0. this public service hostname is used instead of the ZCA server hostname and the ZCA service hostname. set that here. To make sure that the time is displayed the same in one or the other client. When users use the advanced Zimbra Web Client. the time zone setting on the computer is used as the time stamp for received messages and for calendar activities.com/home/username/ sharedfolder. the name of that server must be entered in Inbound SMTP Hostname field. and Briefcase folders. Inbound SMTP Hostname If your MX records point to a spam-relay or any other external non-zimbra server. Note: The default time zone setting that is displayed in an account’s General Preferences folder is used to localize the time for received messages and calendar activities in the standard Zimbra Web Client. Users can change the time zone from their accounts’ Preferences>General folder. This is the URL that is used when users share items such as calendars. Each domain can be configured with the public service host name to be used for REST URLs. email folders.Administrator’s Guide Default time zone for the domain PST (Pacific time) is the time zone that is set at installation by default. The URL displays as http://publicservicename. This is commonly used when sharing within Zimbra Appliance. When you configure a pubic service hostname. 26 ZCA 6. Public service hostname This is the host name to be used for REST URLs. make sure that the user’s computer time zone and the Zimbra Web Client time zone are set to the same time.domain.7 Zimbra Collaboration Suite Appliance . If the majority of your uses are located in another time zone.

When the domain status is marked as maintenance. GAL is configured on a per-domain basis. the account’s status overrides the domain status setting. Changing the status also can affect the status for accounts on the domain. When a domain status is marked as closed. and accounts and distribution lists cannot be created. The default setting is Internal mode. • Maintenance. but email is still delivered to the accounts.” ZCA uses the GAL to look up user addresses from within the company. the account status overrides the domain status. Users can log in and mail is delivered. or modified. The GAL mode setting for each domain determines where the GAL lookup is performed. When a domain status is marked as locked. • Suspended.7 27 .0. their email is queued at the MTA. users cannot log in to check their email. The Zimbra LDAP server is used for directory lookups. users cannot log in. the account’s status overrides the domain status setting. deleted. The closed status overrides an individual account’s status setting. the account’s status overrides the domain status setting. If an account’s status setting is marked as maintenance or closed. you can assign another profile to the domain.Managing ZCA Configuration Default Profile for the Domain The profile designated for the domain is automatically assigned to accounts created on the domain. • Locked. If an account’s status setting is marked as closed. The GAL search options are as follows: • Internal. Domain status can be set as follows : • Active. When the domain status is marked as suspended. users cannot log in and their email is queued at the MTA. If an account’s status setting is marked as closed. Note: If an account has a different status setting than the domain setting. If you create additional profiles. Domain Status The domain status is active in the normal state. • Closed. Setting Up Your Global Address List (GAL) The GAL is your company-wide listing of users that is available to all users of the email system. This is sometimes referred to as the company directory or company “white pages. The Configure Gal wizard on the Domain toolbar is used to configure the authentication modes. For the initial set up the default profile created during the installation is assigned to the domain. Accounts can be created and mail can be delivered. login for accounts on the domain is disabled and messages are bounced. Zimbra Collaboration Suite Appliance ZCA 6. Active is the normal status for domains.

the GAL sync account is updated with new contact. When you configure the external GAL mode. You can configure multiple external LDAP hosts for GAL. The address book in these accounts is used to sync the LDAP server contact data. no additional configuration is required. mail routing. 28 ZCA 6. • Both.7 Zimbra Collaboration Suite Appliance . changes you make to the address book are deleted. Syncing the LDAP to the account gives users faster access to the GAL data and makes it easier for users to search the GAL. During the sync. Configuring GAL Search for Internal GAL When you select Internal. When the LDAP syncs the GAL to the account. but users also need to be able to sync to the GAL. a GAL sync account is created for each LDAP data source. These accounts display in the administration console accounts list. Internal and external directory servers are used for GAL lookups. If the GALsync account is not available for some reason. GALsync accounts When an internal or external GAL is set up. etc. External directory servers are used for GAL lookups. You should not modify the GAL sync account address book directly. all GAL contacts from the LDAP are added to the GAL address book.Administrator’s Guide • External. modified contact and deleted contact information. you can configure different search settings and sync settings. All other directory services use the Zimbra LDAP service (configuration. the traditional LDAP based search is run. Configuring GAL Search for External GALs When you configure an external GAL. When the GAL sync account syncs to the LDAP.). you can configure GAL search and GAL sync separately.0. You may want to configure different search settings if your LDAP environment is set up to optimize LDAP searching by setting up an LDAP cache server.

• External LDAP. The port is 389. enter a search base. and to use DN password to bind to the external server. The parameters in a filter you construct determine the thoroughness of a search. • Autocomplete filter. the default GAL filter setting is (|( cn=%s*)( sn=%s*)( gn=%s*)( mail=%s*)). • LDAP filter. This is the default.). For LDAP. gn. The user name and password is the authentication information supplied in the bind operation to the directory server. The following is an example of the filter string. If the filter you entered cannot be run using an anonymous bind. The Internal authentication uses the Zimbra directory server for authentication on the domain. the port is 636.0.7 29 . ( dc=server. Zimbra Collaboration Suite offers the following three authentication mechanisms: • Internal. When you select Internal. • Use DN Password to bind to external server. The filter defines the search rules used for directory searches. Zimbra Collaboration Suite Appliance ZCA 6. Setting Up Account Authentication Account authentication is the process of identifying a user or a server to the directory server and granting access to legitimate users based on user name and password information provided when users log in. To search within a specific part of your directory. For AD. etc. You must configure the LDAP URL. the autocomplete filter must be configured. Syntax "%s" represents the string the user enters: (&(|( cn=*%s*)( sn=*%s*)( gn=*%s*)( mail=*%s*)( zimbraMailDeliveryAddress=*%s*) ( zimbraMailAlias=*%s*)( zimbraMailAddress=*%s*)) (|( objectclass=zimbraAccount)( objectclass=zimbraDistributionList))) This filter example combines the basic search filters using the Boolean operation OR to first search the various attributes (cn. LDAP filter. no other configuration is required. The Configure Authentication wizard on the Domain toolbar is used to configure the authentication modes. To enable the ability to let users use the Autocomplete from GAL feature. then enter the DN/password of a service account on the external LDAP that has been granted access to the attributes required to do the search. dc=com). For example. You can configure multiple external LDAP hosts so users can access GAL from the next available configured server when a GAL server is down. If you use SSL. • LDAP search base. adAutoComplete is the default filter. A search filter must be specified.Managing ZCA Configuration External LDAP settings that need to be configured are the following: • LDAP URL and whether to use SSL. Enter the LDAP address. and then verifies that the entry matched is either a Zimbra account or distribution list.

Check either to use SSL or StartTLS. The user name and password is the authentication information supplied to the Active Directory server. Enter the LDAP address. Internal The Internal authentication method assumes the Zimbra schema. The filter defines the search rules used for directory searches and tries to map the user name to one user on the external LDAP. the default port is 636.7 Zimbra Collaboration Suite Appliance .com). The default port is 389.0. 30 ZCA 6. You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS. You should ensure that the filter you enter results in a single entry being matched. • LDAP filter. No additional configuration is necessary.Administrator’s Guide • External Active Directory. On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. otherwise an authentication error is returned to the user. If this bind succeeds. The authentication method is set on a per-domain basis. If you use SSL. You identify the Active Directory domain name and URL. You can configure multiple external LDAP hosts. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password. Example of the search filter is (mail=%u@mycompany. The default is to use the internal method as the authentication mode. the connection is closed and the password is considered valid.

You can configure multiple external active directory hosts. Users enter the virtual host name as the URL address. the authentication is completed against that domain. dc=com). Virtual hosts are configured from the administration console Domains>Virtual Host tab. enter a search base. External Active Directory The external active directory (AD) authentication mechanism attempts to bind to the AD server using the supplied user name and password. The general domain configuration does not change. Zimbra Collaboration Suite Appliance ZCA 6. The default port is 389. It would be entered as ( dc=server. • AD LDAP URL and whether to use SSL. The authentication request searches for a domain with that virtual host name.7 31 . Setting UP Virtual Hosts for Your Domain You can configure multiple virtual host names to host more than one domain name on the server.company. If you use SSL. https:// mail.0. For example. Zimbra Web Client users can log in without having to specify the domain name as part of their user name. If the filter you entered cannot be run using an anonymous bind. When the virtual host is found. The name of the domain for the active directory server. users can login to their accounts without having to specify the domain name as part of their user name. The virtual host requires a valid DNS configuration with an A record. When you create a virtual host. Enter the active directory LDAP address. then enter the DN/password for a service account on the external LDAP that has been granted access to the attributes required to do the search.Managing ZCA Configuration • LDAP search base.com. • Use DN/Password to bind to external server. the default port is 636. To search within a specific part of your directory. users enter only their user name and password. You configure the following settings: • AD domain name. When the Zimbra login screen displays.

(http://server/public/) • ZCA users must be provisioned as a contact on the AD using the same administrative group for each mail domain. • The Exchange user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users. Exchange 2003/2007 Setup Requirements For Exchange 2003. you can set up free/busy scheduling across the Exchange server and the ZCA server so that users can efficiently schedule meetings. the Exchange systems must be set up as described in the Exchange Setup Requirements section.Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and. ZCA can query the free/busy schedules of users on Microsoft Exchange 2003/ 2007 servers.0. • Web interface to Exchange public folders needs to be available via IIS. Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab. This is required only if there is Zimbra Appliance to Exchange free/busy replication. This is required only for ZCA to Exchange free/busy replication. To set free/busy interoperability. • The ZCA server must be able to access the HTTP(S) port of IIS on at least one of the Exchange servers. The Zimbra Free/Busy module to connect with Microsoft Exchange pulls the free/busy schedule of users on the Exchange server and also pushes the free/ busy schedule of ZCA users to the Exchange server. 32 ZCA 6.7 Zimbra Collaboration Suite Appliance . the following is required: • Either a single Active Directory (AD) must be in the system or the global catalog must be available.

Managing Zimlets on the Domain Pre-defined Zimlets that enhance the user’s experience from the Zimbra Web Client are included with ZCA. • com_zimbra_url. This is the Web interface to the Exchange. This is the name of the account in AD and password that has access to the public folders. The cn setting in the legacyExchangeDn attribute corresponds to the zimbraForeignPrincipal attribute. Next go the each account’s Free/Busy Interop tab and configure the foreign principal for the account. • O and OU used in the legacyExchangeDN attribute. Dates or time in the message to see their calendar schedule for that date or time. to see contact information from the address book for this name. • Microsoft Exchange User Name and Password. URL link to quickly go to the website specified in an email message. • Basic is authentication to Exchange via HTTP basic authentication. • Microsoft Exchange Authentication Scheme. ou= .0. Email addresses/names.7 33 . either Basic or Form.Managing ZCA Configuration • Microsoft Exchange Server URL. The following are included: • com_zimbra_date. and cn= settings. This sets up a mapping from the ZCA account to the corresponding object in the AD. Note: To find these settings on the Exchange server. you can run the Exchange ADSI Edit tool and search the legacyExchangeDN attribute for the o= . • Form is authentication to Exchange as HTML form based authentication. These are used to authenticate against the Exchange server on REST and WebDAV interfaces. Zimbra Collaboration Suite Appliance ZCA 6. • com_zimbra_email. Set at the global level this applies to all accounts talking to Exchange.

0. The emoticons are available from a link on the compose toolbar. Note: This feature does not work with Internet Explorer. The default text color is black. to add a textual portrayal of different facial expressions to their messages. Customizing Themes for Domains The Zimbra Web Client includes multiple themes that users can select as the appearance of their mailbox. select mandatory. 34 ZCA 6. You can change the base colors of themes for a domain from the administration console. • Foreground color of the themes. The foreground color is the text color displayed.Administrator’s Guide • com_zimbra_phone. Phone numbers to quickly place a call. If a Zimlet should not be turned off from ZWC. • com_zimbra_ymemotiocons. such as Skype or Cisco VOIP phones must be installed on the user’s computer. Drag and Drop files on to their email message. Emotiocons. Check the Zimlets that should be enabled for the domain.7 Zimbra Collaboration Suite Appliance . The text color usually does not need to be changed. • com_zimbra_ dnd. Users can control the Zimlets they use from the ZWC Preferences>Zimlet page. All Zimlets that are deployed are displayed in the Domain>Zimlets tab. VOIP software.

0. such as a message. Zimbra Collaboration Suite Appliance ZCA 6. have been designed with graphics or color codes that are not changed when you change the base color. background color of the Content and Navigation panes. Some of these themes. The selection color is the color displayed for a selected item. In the following image. Waves and Yahoo. The primary background color displayed in the client. and for a selected tab. Mail. the variant of the background color displays in the login area. and the toolbar are displayed in the secondary color. • Selection color of the themes. selection headers in the Navigation pane. the clicked item from a right-click or other drop-down menu selection. and selection highlight.Managing ZCA Configuration • Background color of the themes. • Secondary color of the themes. the background color displays with the logo. Variants of the color are used for buttons. The secondary color is the color used for the toolbar. the selected tab. You may want to disable those themes from user’s Theme preferences selection. in this example. Hot Rod. In the following image. tabs. Note: A number of Zimbra themes are included with Zimbra Appliance.7 35 . such as Lemongrass. This color is the background on the page.

7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 36 ZCA 6.0.

When IMAP or POP clients are used.0. Each account is assigned a profile. Zimbra Collaboration Suite Appliance ZCA 6. Click New and select Profile. You might not want to turn this on for all of your users. which allows users to sync their smart phones with their accounts. Note: Mailbox features are enabled for the Zimbra Web Client users. creating different profiles based on user requirements makes it easy to give users the feature sets they need. a new profile tab opens.7 37 . users may not have these features available. When you change a profile. A default profile is automatically created during the installation of ZCA and you can create additional profiles. For example. Configuring profiles and assigning a profile to accounts lets you configure the features for accounts. In an environment that includes users with different email and collaboration requirements. You can create a profile from the New link on the administration console dashboard. the default profile does not enable mobile sync.Chapter 4 Customizing Profiles and Setting Up Mail Policy Rules This chapter describes the features that can be enabled in a ZCA profile that is assigned to user accounts. In that case. Setting Up Profiles Profiles define which features are enabled for an account. create another profile that enables the features and Zimbra Mobile and assign this profile to users who can access to this feature. accounts assigned that profile reflect the change.

0. the default profile is automatically assigned when an account is created. Domain Profiles When you create a new domain or edit an existing one. • Zimbra Mobile.7 Zimbra Collaboration Suite Appliance . and set password. • Advanced. Note: If you delete a profile that accounts are currently assigned.Administrator’s Guide A profile consists of the following configuration tabs: • General Information. and email retention policies. This is a good option if most users on the domain should have the same features enabled. you can select the profile that is automatically assigned to users created on that domain. This tab is used to set up account quota. This tab lists all features that can be enabled for user accounts. The features are described in this chapter. • Features. On this tab you define the profile’s display name and you can describe the profile in any way you want. • Email 38 ZCA 6. This tab enables the Zimbra Mobile sync feature. Managing Zimbra Mobile for information about this feature. the accounts are automatically assigned the default profile. See Chapter 13. ZCA Features to Configure When users use the Zimbra Web Client to view their accounts they can access the following features as determined by their profile. If the domain does not have a profile defined. login.

If this feature is enabled. Many of these features can be managed by users from their account Preferences tab when they log on to the Zimbra Web Client. View link. Mail Features Mail Conversations Description Enables the email application. Users can change the default from the Mail toolbar. Email messaging Zimbra Appliance email messaging is a full-featured email application that includes advanced message search capabilities. If you do not want users to be able to change their account preferences. You configure which email messaging features are enabled.Customizing Profiles and Setting Up Mail Policy Rules • Address books • Calendar • Tasks • Briefcase • Preferences These features can be enabled in the profile. mail sorted by conversations. HTML compose Users can compose email messages with an HTML editor. and more.0. Conversations group messages by subject. you can remove the check from Preferences in the profile.7 39 . Zimbra Collaboration Suite Appliance ZCA 6. user-defined folders. This is enabled by default in the profile. Messages can be displayed grouped into conversations or as a message list. tags. Features tab. The default is to let users manage their preferences. conversation view is the default. user-defined filters. They can specify their default font settings for HTML compose in their account Preferences tab.

Persona The name and address configured for the account creates the primary account persona. When Persona is enabled.7 Zimbra Collaboration Suite Appliance . This is commonly used as a vacation message.Administrator’s Guide Allow the user to specify a forwarding address Users can create a forwarding address for their mail.0. A copy of each message sent to the account is immediately forwarded to the designated forwarding address. regardless of how many messages that person sends to the address during that week. New mail notification Allows users the option to specify an address where to be notified of new mail to their ZWC account. Advanced search Allows users to build a complex search by date. Out of office reply Users can create an email message that automatically replies to incoming messages. and folders. status. In the Forwarding tab you can enable the function so that a copy of the forwarded message is not saved in the user’s mailbox. An email with information about the email’s subject. domain. You can specify a default forwarding address for a user when you create or edit an account. Saved searches 40 ZCA 6. you can also specify forwarding addresses that are hidden from the user. This is the information that the user uses as the From address. Users can change the information from their account Preferences tab. size. Users can save a search that they have previously executed or built. By default a message is sent to each recipient only once every seven days. Users can also set the start and stop dates for the out of office message. They can turn this feature on or off and designate an address from their account Preferences tab. tags. Account aliases can be selected for the From name of messages sent from that persona account and a specific signature can be set for the persona account. users can create additional account names to manage different roles. In the account configuration. sender address and recipient address is sent to the address. attachment.

users can select another folder as the default search folder that is automatically searched from the search field. Users can set up to retrieve their POP accounts’ email messages directly from their ZWC account. An email alias is an email address that redirects all mail to a specified mail account. When Initial search preference is enabled. users can create a spam white list from the Preferences Mail folder to identify email addresses that should not be marked as spam. contacts. They can add the external account address to their account settings. When this is enabled. such as Thunderbird or Outlook.0. and Documents pages.Customizing Profiles and Setting Up Mail Policy Rules Initial search preference The initial search folder is Inbox. They can add the external account address to their account settings. Note: Spam check on a received message is completed before users’ mail filters are run. Users set up these rules from their account Preferences tab. Users can use third party mail applications. Users can access the company directory to find names for their email messages. External POP access External IMAP Access Aliases for this account Mail filters Tagging GAL access Autocomplete from GAL Users can create tags and assign them to messages. Messages identified as spam are moved to the Junk folder.7 41 IMAP access Zimbra Collaboration Suite Appliance . Users can turn this feature on or off from their Preferences tab. Users can set these up from their Preferences tab. the corresponding actions associated with that rule are applied. When an incoming email message matches the conditions of a filter rule. Users cannot change this. ZCA 6. To avoid having mail incorrectly marked as junk. Users can set these up from their Preferences Accounts tab. Users can define a set of rules and corresponding actions to apply to incoming mail and calendar appointments. Users can also choose whether to delete the messages on the server after they are downloaded. users enter a few letters in their compose header and names listed in the GAL are displayed. to access their mailbox using the IMAP protocol. An alias is not an email account. You can create an alias for the account. Users can set up to retrieve their IMAP accounts’ email messages directly from their ZWC account.

the Preference. The default maximum number of white list and black list addresses is 100 on each list. • Set the display language for ZWC. contacts. • Preferences for how messages that are replied to or forwarded are composed. and Briefcase folders. in minutes. • Whether to view mail as HTML for messages that include HTML or to view messages as plain text. Users can modify the following mail preferences from their account Preferences Mail tab. etc. This data can be saved to their computer or other location as a backup. Users can set up their own Junk Mail Options of whitelist and blacklist email addresses that is used to filter incoming message from their Preferences Mail folder. Import/Export Folder In the advanced Web Client. users can select the locale that is different from the browser language settings. such as Thunderbird or Outlook. If more than one language locale is installed on Zimbra Appliance. Alerts can be set up to play a sound.Administrator’s Guide POP3 access Users can use third party mail applications. that the Web Client checks for new messages. • Whether to save copies of outbound messages to the Sent folder. enable Sharing in the Features tab. When they retrieve their POP email messages. the messages and attachments are saved on the Zimbra server. and flash the browser. • Whether to compose messages in a separate window. including email messages and attachments. address books. calendar.. highlight the Mail tab when a message arrives. calendars.. • Whether to send a read receipt when it is requested. • Whether to save a local copy of a message that is forwarded or to have it deleted from their mailbox. to access their mailbox using the POP protocol. • Set or change email message alerts. • Which folder should be searched first when running a search. • How often. Check for new mail every.0. tasks. Important: To allow users to share their mailbox folders.7 Zimbra Collaboration Suite Appliance . Users can modify the following mail preferences from their Preferences Signatures tab. Import/ Export folder can be used to export a user’s account data. • Whether to automatically append a signature to outgoing messages. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore 42 ZCA 6.

You can turn the Import/Export feature off from the profile. address books. Zimbra Collaboration Suite Appliance ZCA 6.Customizing Profiles and Setting Up Mail Policy Rules the user’s account. enable Sharing on the Features tab.0. They can subscribe to external calendars and view their calendar information from Zimbra Web Client. Users can import other contact lists into their Address Book and can export their address books as well. and delegate manager access to their calendars. enable Sharing in the Features tab. This is done from the Preferences Import/Export folder Calendar Zimbra Calendar lets users schedule appointments and meetings. not removed from the user’s account. and Documents notebooks. When they run the export command. Important: To allow users to share their address books.7 43 . the data are copied. calendars. Address Book Zimbra Address Book allows users to create multiple contact lists and add contact names automatically when mail is received or sent. Feature Name Address Book Description Users can create their own personal contacts lists. two contact lists folders are in the Address Book. Users can import contacts into their Address Book. The files must be . establish recurring activities. and Documents notebooks. a Contacts list and an Emailed Contacts list are created in Address Book. share calendars with others. By default. create multiple calendars. Users can modify the following Address Book preferences from their account Preferences Address Book tab.csv files. By default. • Enable auto adding of contacts to automatically add contacts to their Emailed Contact list when they send an email to a new address. Important: To allow users to share their calendars. They can also use search for appointments in their calendars.

7-day week. • Set permissions for free/busy and who can invite the user to a meeting.0. Group Calendar Setting Remote Calendar Automatic Update Interval Remote calendars are automatically updated every 12 hours by default. messages that are marked as invites are run through the filter. 44 ZCA 6. • First day of the week to display in the calendar. Other User Calendar Preferences Users can modify the following calendar preferences from their account Preferences Calendar folder. list.7 Zimbra Collaboration Suite Appliance . If popup notification is selected. When this option is enabled.Administrator’s Guide Feature Name Calendar Description A calendar and scheduling tool to let users maintain their calendar. work week. the user must have Yahoo! BrowserPlus™ installed. create multiple personal calendars. • View calendars as a nested group within different folders. Filtering Calendar Messages Users can set up mail filter rules that act on calendar-related messages. The Find Attendees. the only Calendar feature is the ability to create personal appointments and accept invitations to meetings. • Time-zone list in their appointment dialog. or schedule. schedule meetings. The mini-calendar automatically displays in the Calendar view. giving them the opportunity to change time zones while making appointments. This is done from the Preferences Import/Export folder. The filter subject is Calendar Invite. When Group Calendar is not checked. delegate access to their calendar. • Display the mini-navigation calendar in the Mail view. month. and popup notification. When they select this subject. • Calendar view they want to see by default. the QuickAdd dialog displays when users double-click or drag on the calendar. Schedule and Find Resources tabs are not displayed. • Users can import and export their appointments in the standard iCalendar (. day. • Number of minutes before an appointment to be reminded and select how to be notified: sound. and more. • Use the QuickAdd dialog to create appointments from the calendar view. flash the browser title.ics) format.

• Be notified of changes made to an appointment by a delegated access grantee. Feature Name Tasks Description Users can create and organize tasks from the Zimbra Web Client. Important: To allow users to share their task lists. Tasks Zimbra Tasks lets users create to-do lists and manage tasks through to completion. The account the invitation is forwarded to must have been granted admin privileges on the shared calendar to be able to reply to the invitation. and the public.Customizing Profiles and Setting Up Mail Policy Rules • Set the preference to use the iCal delegation model for shared calendars for CalDav interface. organize files into different Briefcase folders. They can open the file if the application is available on the computer. Briefcase Zimbra Briefcase lets users upload files from their computer to their Zimbra Web Client account.7 45 . Feature Name Briefcase Description Users can upload files to their Zimbra Web Client account. • Enable the ability to automatically add invites with PUBLISH method.0. groups. enable Sharing in the Features tab. These files can be accessed whenever they log into the advanced Zimbra Web Client. • Forward calendar invitation to specific addresses. Task lists can be shared with individuals. send the file in an email. Other Feature Configuration Settings for Accounts Other configuration options include: • Enabling the Sharing feature that allows users to share items with other users • Disabling Preferences for user accounts • Disabling the user preferences for Import/Export • Enable Zimbra Mobile so users can access their accounts from their mobile devices Zimbra Collaboration Suite Appliance ZCA 6. They can add tasks to the default tasks list and they can create additional task lists to organize to-do lists by more specific activities.

They can accept the shared item from their ZWC Preferences>Sharing tab. They can share with internal users who can be given complete manager access to the folder. Users can modify the default preferences that are configured for their account.7 Zimbra Collaboration Suite Appliance . Users can manage their shared folders from their ZWC Preferences Sharing folder. calendar. users can share any of their folders. external guests that must use a password to view the folder content.0. When internal users share a mail folder. All members of the list have the same share privileges that the grantee defined for the shared folder. 46 ZCA 6. existing members of the DL are automatically notified of the new shared item. the administrator publishes the shared item in the Shares tab to make the shared item available to members of the DL. Users specify the type of access permissions to give the grantee. New members added to the distribution list can be automatically notified about items that are shared with them. and the public access so that anyone who has the URL can view the content of the folder. and Briefcase folders. In this folder users see a list of folders that have been shared with them and folders that they have shared with others. When a member is removed from the distribution list. address books. including their mail folders. the share privileges associated with the DL are revoked. You can disable preferences and the Preferences tab does not display in users’ mailboxes. They cannot change the default configuration for features that are set up for their accounts. and contacts data between mobile devices and the Zimbra server. members of the distribution list are automatically granted rights to the shared item. task lists. a copy of the shared folder is put in the grantee’s folder list on the Overview pane. Disabling Preferences Preferences is enabled by default in profiles. Administrators manage the shares from the DL’s Shares tab. Managing Shared Items using Distribution Lists When distribution lists are used to manage shared items. Users must notify the administrator that they have shared a folder with the distribution list. over-the-air synchronization of email. calendars. When the administrator is notified.Administrator’s Guide Enabling Sharing When the Sharing feature is enabled. When a new shared folder is published. Zimbra Mobile Zimbra Mobile is an optional component that enables two-way.

The percentage threshold for quota notification can be configured. Important: If Microsoft Active Directory (AD) is used for user authentication. and files in Briefcase. The AD password policy is not managed by Zimbra. The Address Book size limit field sets the maximum number of contacts a user can have across all of their address books. you can configure ZCA to require users to create strong passwords. When the quota is reached. Account quota is the amount of space in megabytes that an account can use. Setting Password Policy If internal authentication is configured for the domain. The password settings that can be configured are listed below. and email retention policies. The default mobile device policy is also enabled. The quota percentage can be set and the warning message text can be modified in the Advanced tab settings for the profile. login. If you set the quota to 0. all email messages are rejected and users cannot add files to their account. The quota includes email messages. When the number is reached. See the Zimbra Mobile chapter for information about setting up mobile devices and setting up or changing the mobile device policies that can be enabled. you must disable the Change Password feature in their profile.Customizing Profiles and Setting Up Mail Policy Rules Zimbra Mobile Enables the Zimbra Mobile feature that allows Zimbra to provide mobile data access to email. task lists. accounts do not have a quota. calendar.0. When this is enabled. users cannot add new contacts. Zimbra Collaboration Suite Appliance ZCA 6. Calendar meeting information. Users can be notified that their mailboxes are nearing their quota.7 47 . Configuring Advanced Tap Options The profiles Advanced tab lets you set account quotas and password. Select Password locked from the Advanced tab Password section. and contacts for users of selected mobile phones. Setting Account Quotas You can specify mailbox quotas and the number of contacts allowed for accounts. a quota warning message is sent to the user. When this threshold is reached.

This should be set if authentication is external. The default is 10 attempts. The number of failed login attempts before the account is locked out. Configuring a minimum and maximum password age sets the password expiration date. Setting Failed Login Policy You can specify a policy that sets the maximum number of failed login attempts before the account is locked out for the specified lockout time. #.Z Lower case a .7 Zimbra Collaboration Suite Appliance .z Non-alphanumeric. This means the account is never locked out. Configuring the next settings will require users to create more complex passwords. for example !.0. the “failed login lockout” feature is enabled and you can configure the following settings. Minimum upper case characters Minimum lower case characters Minimum punctuation symbols Minimum numeric characters Minimum number of unique passwords history Password locked Upper case A . an unlimited number of failed log in attempts is allowed. Feature Name Enable failed login lockout Number of consecutive failed logins allowed Description When this box is checked. If this is set to 0. % Base 10 digits 0 . 48 ZCA 6. Users cannot change their passwords.9 Number of unique new passwords that a user must create before he can reuse an old password. This type of policy is used to prevent password attacks.Administrator’s Guide Feature Name Minimum/Maximum password length Minimum / Maximum password age Description This specifies the required length of a password. The default minimum length is 6 characters. Users can change their passwords at any time between the minimum and maximum set. They must change it when the maximum password age is reached. The default maximum length is 64 characters. $. &.

The default is 0. or the administrator manually changes the account status and creates a new password. hours. the user can continue attempts to authenticate. if no activity occurs. the account is locked out until the correct password is entered. minutes. The default is 1 hour.0. email messages are not deleted.7 49 . minutes. or days the account is locked out. The default is 0. . Zimbra Collaboration Suite Appliance ZCA 6. hours. trashed and spam messages is set in the profile. no matter how many consecutive failed login attempts have occurred. Feature Name Email message lifetime Description Number of days a message can remain in any folder before it is automatically purged. Activity includes any clickable mouse action. Time window in which the failed logins must occur within to lock the account Setting Session Timeout Policy You can set how long a user session should remain open and when to close a session because the session is inactive.Customizing Profiles and Setting Up Mail Policy Rules Time to lockout the account The amount of time in seconds. The default is 2 days. Feature Name Session idle lifetime Description Session idle lifetime sets how long a user session remains active. such as viewing contents of a folder or clicking a button. The minimum configuration for email message lifetime is 30 days. or days after which the number of consecutive failed login attempts is cleared from the log. When the message purge function runs is set by the message purge command. Setting Email Retention Policy The email retention policy for email. You can manually expire a user’s web client session from the administration console Expire Sessions link. The duration of time in seconds.This forces the current session of the account to expire immediately. If this is set to 0.

Any of these files can be imported into their account from the same tab.csv files. users are automatically redirected to the standard Zimbra Web Client. Other Account Configuration Preferences Preferences Import/Export. However. Users can change the default version in their preferences. General Features Section. The default is 30 days. including Briefcase and the ability to export your account information. The account data is saved as a tar-gzipped (tgz) archive file so that it can be easily imported to restore their account.Administrator’s Guide Trashed message lifetime Spam message lifetime Number of days a message remains in the Trash folder before it is automatically purged. The default is 30 days. and individual calendar files are saved as . and Briefcase folders. Both web clients include mail. they view the advanced Zimbra Web Client. calendar. The exported account data file can be viewed with an archive program such as WinRAR archiver. 50 ZCA 6. Users can still choose the advanced ZWC but get a warning message suggesting the use of the standard ZWC for better screen view. Individual contacts are saved as . This web client works best with newer browsers and fast internet connections. you can disable the feature from the profile. tasks. • Standard Web Client is a good option when Internet connections are slow or users prefer HTML-based messaging for navigating within their mailbox. If you do not want users to the import/export capability. • Advanced Web Client includes Ajax capability and offers a full set of Web collaboration features. if ZWC detects the screen resolution to be 800 x 600. From the browser the enter the URL you provide along with their password to log in. The data are not removed from their accounts. address book and task functionality. The default ZWC for login is the advanced Zimbra Web Client. Users can select which client to use when they log in. Number of days a message can remain in the Junk folder before it is automatically purged. including mail. When users log in.0.7 Zimbra Collaboration Suite Appliance . contacts. They can export specific items in their account and save the data to their computer or other location. ZCA offers a standard and an advanced Zimbra Web Client that users can log in to. About Zimbra Web Client Zimbra Web Client (ZWC) is a full-featured messaging and collaboration application that users can access from any web browser.ics files. Features Tab. calendar. unless they use the menu on the login screen to change to the standard version. The Import/Export tab found under the user’s Preference tab lets users export all of their account data.

The AD password policy is not managed by Zimbra.0. you must disable the Change Password feature in their Profile. it can be added as part of the . Before Creating Accounts Before you create accounts you need to determine the following: • Will all accounts be on the same domain? See Managing ZCA to create a new domain. When you import accounts.Chapter 5 Creating Accounts on ZCA New accounts are created from the administration console of Zimbra Collaboration Suite Appliance (ZCA) in any of the following methods: • Use the New Account Wizard to create one account at a time • Use the Import Wizard to import account information from an external directory server (either LDAP or Active Directory) to provision multiple accounts at once. Customizing Profiles and Setting Up Mail Policy Rules.csv or . • Will all user accounts have the same features that are enabled in the default profile or do you need to create additional profiles? See Chapter 4. Important: If Microsoft Active Directory (AD) is used for user authentication. Passwords can be from 6 to 64 characters and do not have an expiration date. Zimbra Collaboration Suite Appliance ZCA 6.7 51 . • Are passwords required and can users change their password? Password Options When you provision accounts. you can configure accounts with a password and require users to change the password the first time they log in or you can leave the password field blank and users can create their own password.xml file and is set when the account is provisioned. if the password is known. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange.

0. • Aliases to be used. the New Account Wizard opens and steps you through the information needed to create an account. The account information that can be configured includes: • Account name. • Users first. Each account is assigned a profile that defines features for the account. • Password to be used.Administrator’s Guide Creating User Accounts When you create user accounts. and address. • Display name that appears in the user’s messages. including phone number. This is the name used in the email address. • Profile to be assigned which enables features for the account. the mailbox is created on the domain and a directory account is created on the LDAP server.7 Zimbra Collaboration Suite Appliance . • Contact information. middle. 52 ZCA 6. company name. not the email address. This is the friendly name. and password. When you select New>Account from the dashboard toolbar. and last name. Creating a Single Account You create one account at a time from the administration console dashboard. The only information needed to create an account is the account name and the last name. The default profile is automatically selected if you do not select a profile.

In addition. From the administration console. If you want to make sure users change a password that you create.0. you can enter how many records to fetch for this import. the file is removed from the server.7 53 . By choosing the download option. Creating an account sets up the appropriate entries on the Zimbra LDAP directory server. Managing the Import Process 1. Zimbra Collaboration Suite Appliance ZCA 6. either Active Directory or an LDAP server. If you choose to generate random passwords for each account. Importing Accounts You can create as many accounts as you have license for using the Import Accounts Wizard from the administration console’s Advanced Tools tab.Creating Accounts on ZCA • Enable Forwarding to allow users to specify forwarding addresses from their mailbox. If you add contact information about the account and use the internal GAL. The wizard downloads account information from your directory and creates the accounts on ZCA. the wizard generates a report in a . Advanced Tools. click Import Accounts. Choose a secure location to store it as it may contain password information for all of your users.csv format with a list of new accounts. Download this file for future reference. • Setting up the LDAP directory connection. The import wizard configuration details include: • Generating passwords for the accounts. You can configure the wizard to generate a random password for each account or use one password for all accounts and require users to change their passwords the first time they login. When this is complete. make sure you download the list of provisioned accounts as this will list the passwords for each account. Users must change their password the first time they log on to their accounts. that information is available in the LDAP directory. You enter details for connecting to your AD or LDAP server. When the end-user logs in for the first time or when an email is delivered to the user’s account. The wizard guides you through importing accounts from an external directory. the mailbox is created on the mailbox server. you can enable Must Change Password for the account.

Disabling this option.0. Enter the maximum accounts to import at one time. If the wizard generates random passwords for each account. which means that no limits are set. 3. 5. 4.7 Zimbra Collaboration Suite Appliance . accounts from domains that do not exist on ZCA are not created. • Check Require users to change the password after first login. the domain is automatically created. makes it easy to import accounts from specific domain that have been precreated on the Zimbra Appliance. The password can be from 6 to 64 characters. The following options can be set: Set either • Generate a random password for each account. On the Directory connection dialog. 6. so that when an account is imported and the domain they were on is not created on ZCA. On the Overview dialog. or • Use the same password for all new accounts. select whether to import accounts from Active Directory or from another LDAP directory. you must download the . You need to give the password information to each user. On the Bulk provisioning options dialog. The default is 8 characters. 54 ZCA 6.Administrator’s Guide 2. enter the details for connecting to your Active Directory or other LDAP server. The default is 0.csv file that is created as this file lists the passwords that were created. Enable Automatically create missing domains. If you do not enable Automatically create missing domains. set the password configuration option you want to use and click Next. • Length of generated password.

example. but you can change this • Use Security. Check SSL if this is used • Bind DN and bind password • LDAP filter. In this field enter the LDAP search filter to run.com • By default the port is 3268. last names.0. This dialog also shows the import options you configured. Here you can define search criteria to collect the type of account information you want to import.7 55 . is set to gather account information. postal and phone information if it is available. The filter in the field (objectClass=organizationalPerson). middle. including email address. After you complete this dialog.Creating Accounts on ZCA Enter the following information about the AD or LDAP server: • For Server Name. individual first. click Next. The Import Wizard connects to the directory server and generates a report showing the number of accounts found on the server and how many of those accounts are already created on ZCA. You can change the filter. • LDAP search base is used to configure what subsection of the LDAP forest to search. the LDAP URL is entered as ldap:// ldapdirectory. Zimbra Collaboration Suite Appliance ZCA 6.

Administrator’s Guide 7. By choosing the download option. 8. Download this file for future reference. This list includes the password information for each account.csv file that lists the created accounts and their password. Download the . When the import is complete. Note if you choose not to downlaod the file now. 56 ZCA 6.7 Zimbra Collaboration Suite Appliance . you will not be able to access it again. A . Choose a secure location to store it as it may contain password information for all of your users. The accounts are imported to ZCA. Click Next. a Provision Accounts dialog shows the number of accounts imported and number of accounts that failed to be imported. the file is removed from the server.0.csv file is created with the list of all provisioned accounts.

contacts. • Step 2. 2. Advanced Tools. identify the MAPI profile to use to log into the Exchange server.xml file data. When the user’s files are migrated.7 57 . On the Overview dialog. and task lists from an existing Microsoft Exchange server to ZCA. run the ZCS Migration Wizard for Exchange one-step migration option using the . In the Migration options dialog. click Next.xml file from the data on the Active Directory. When you select the one-step option. 3. This information is used to create an . From the ZCA administration console Advanced Tools tab.xml file. Before you begin. Zimbra Collaboration Suite Appliance ZCA 6. From the administration console.xml file is created. Creating the XML file 1. Migrating accounts to the Zimbra Appliance is a two step process. run the Migration Wizard and configure the migration options and Active Directory log on information. • Step 1. You enter this MAPI profile information in Step 4. the ZCS Migration Wizard creates the accounts and import the accounts content based in the . create an xml file with the migrating accounts data. calendars.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages.0. after the . click Migration Wizard. the folder hierarchy is maintained. select the migration options.

You need to give the password information to each user. address book contacts. • Check Require users to change the password after first login. Uncheck this box if the accounts were already created on ZCA. • Select the items to import the accounts: email messages. select Ignore previously imported emails so accounts do not have duplicate email messages. you must download the .csv file that is created as this file lists the passwords that were created. • If some accounts were migrated before. On the Mail server information dialog configure the ZCA server and Microsoft Exchange information needed to log in to each server. 58 ZCA 6. If the wizard generates random passwords for each account. If this is not checked and you do not have a commercial certifcate installed before you migrate accounts.7 Zimbra Collaboration Suite Appliance . The password can be from 6 to 64 characters. 4. • Ignore invalid SSL certificate is checked by default.Administrator’s Guide Set either • Generate a random password for each account. • Create user accounts in ZCA is checked to enable the account . tasks.xml element for provisioning the account. or • Use the same password for all new accounts. • Length of generated password. The default is 8 characters. • Select whether to import items from the account’s Trash folder (deleted items) or Junk folder. and calendars. the ZCS Migration Wizard for Exchange fails to migrate the accounts because the server certificate is not valid.0.

The default is 0.Creating Accounts on ZCA • In the Target domain field enter the domain name where accounts are migrated to. • • • Mapi profile name. This is the MAPI profile you create for use with the Zimbra Migration Wizard to conduct the migration. In this field enter the LDAP search filter to run. Check SSL if this is used • Bind DN and bind password • LDAP filter. The filter in the field (objectClass=organizationalPerson). The LDAP URL is entered as ldap:// ldapdirectory. MAPI server name is the name of the name of the Microsoft Exchange server from which data is collected. which means that no limits are set. • Server Name. Here you can define search criteria to collect the type of account information you want to import. Enter the MAPI logon user DN Click Next. enter the following information.7 59 . 5. This domain should be created on ZCA. • Enter the maximum accounts to import at one time. but you can change this • Use Security. On the Active Directory information dialog. • Enter the MAPI profile that is used to connect to the Microsoft Exchange server.example. • The ZCA administrator account is automatically configured.0. Enter the password for this account. is set to Zimbra Collaboration Suite Appliance ZCA 6.com • By default the port is 3268.

xml file is created. When you click Next. • LDAP search base is used to configure what subsection of the LDAP forest to search. last names. middle. After you complete this dialog. The Review migration options dialog shows the migration options you have configured.0. the .Administrator’s Guide gather account information. postal and phone information if it is available. click Next. individual first. click Previous. If the information is correct. 6. The migration wizard connects to the Exchange server. including email address. 60 ZCA 6.7 Zimbra Collaboration Suite Appliance . If you need to fix any of the options. click Next. You can change the filter.

the migration begins and a progress bar is displayed. Note: See the Migrating from Microsoft Exchange to ZCS Guide for detailed information about the Wizard.Creating Accounts on ZCA 7. Zimbra Collaboration Suite Appliance ZCA 6. Using ZCS Migration Wizard to Create Accounts and Import Content You can run the ZCS Migration Wizard for Exchange executable file at any time. The ZCS Migration Wizard one-step migration makes it easy to create accounts and import the content you selected for those accounts.0. When the migration is complete. Click Download MS Exchange migration utility to download the ZCS Migration Wizard for Exchange executable file. Click Download XML file for MS Exchange migration utility and save the file to a folder on the computer. Users can now log on to their ZCA accounts. Note if you choose not to download the file now. By choosing the download option.xml file created on ZCA.7 61 . the Import Destination dialog displays. Choose a secure location to store it as it may contain password information for all of your users. the file is removed from the server. you will not be able to access it again. When you open the migration wizard. When you click Next. the Import Completed dialog displays. 8. Select One Step Migration and browse to the . The accounts are now created on ZCA.

0.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 62 ZCA 6.

Changing Passwords If you use internal authentication. Passwords can be from 6 to 64 characters and do not have an expiration date. The user must be told the new password. and profiles menu. select Accounts from the Find address. you can quickly change an account's password from the administration console Account toolbar. Resources and Distribution Lists The administration console dashboard is used to manage accounts. Managing Accounts The following are some of the details that you can manage from the dashboard: • Change password for a selected account • Find a specific account using the Search feature • Change account information • Add or delete an account for multiple distribution lists at one time.Chapter 6 Managing Accounts.0. See the ZCA administration console Help for information about how to perform these tasks from the administration console. resources and distribution lists. and view which lists the account is on • Create and change alias addresses • View an account’s mailbox • Change an account’s status and delete accounts • Reindex a mailbox To see a list of accounts.7 63 . Zimbra Collaboration Suite Appliance ZCA 6. domains.

Reindexing a mailbox's content can take some time. searches may not find all results. When you are in an account. the user cannot log in. If a user reports an issue performing text searches or a message is logged in the mailbob. When a mailbox status is locked. login is disabled. Any View Mail action to access an account is logged to the audit. but mail is still delivered to the account. When a mailbox status is closed.Administrator’s Guide View an Account’s Mailbox View Mail in the Accounts toolbar lets you view the selected account’s mailbox content. or restoring the mailbox. importing. • Locked. This feature can be used to assist users who are having trouble with their mail account as you and the account user can be logged on to the account. but because searches cannot return results for messages that are not indexed. and tags.7 Zimbra Collaboration Suite Appliance . Each mailbox has an index file associated with it. Mail is delivered and users can log into the client interface. Pending is a status that can be assigned when a new account is created and not yet ready to become active.0. Changing an Account’s Status Account status determines whether a user can log in and receive mail. An account can be set to maintenance mode for backing up. Active is the normal status for a mailbox account. including all folders. depending on the number of messages in the mailbox. • Closed. When a mailbox status is set to maintenance.log file. The following account status can be set for an account: • Active. and mail addressed to the account is queued at the MTA. The login is disabled and messages are bounced.log warning of a possible corrupt index. This status is used to soft-delete an account before deleting the account from the server. • Maintenance. This index file is required to retrieve search results from the mailbox. Users can still access their mailbox while reindexing is running. the login is disabled and messages are bounced. 64 ZCA 6. calendar entries. The locked status can be set if you suspect that a mail account has been hacked or is being used in an unauthorized manner. Reindexing a Mailbox Mail messages and attachments are automatically indexed before messages are deposited in a mailbox. you can reindex the mailbox to recreate the mailbox’s index file. A closed account does not change the account license. you can mouse over or right click on a folder to see the number of messages in the folder and the size of the folder. • Pending.

and profiles menu. Senders do not receive an error when they send a message to a distribution list with more than 1000 members. This removes the account from the server.0. The 1000 recipients include addresses in distribution lists that are nested within a distribution list. distribution lists can be created to share items with a group. they are sending the message to everyone whose address is included in the list. When a distribution list is deleted or the removed. the account and all the content is deleted. Deleting these accounts may prevent certain ZCA components from functioning and possibly the lose of administration dashboard access. The login is disabled and messages are bounced. select Distribution Lists from the Find address. To see a list of distribution lists. Important: System accounts designated with the icon and the administrator icon should never be deleted. When a new shared item is published. This is done in the Shares tab. or delete distribution lists. change. You can use this feature to limit the exposure of the distribution list to only those that know the address. deletes the message store. When a Zimbra user’s email address is added to a distribution list. but the content of the account is still available. The maximum number of members in a distribution list is 1000 recipients. Users notify the administrator that they have shared an item with the distribution list and the administrator publishes the shared item to the list.Managing Accounts. Managing Distribution Lists A distribution list is a group of email addresses contained in a list with a common email address. the user’s account Member Of tab is updated with the list name. Only administrators can create. the individual recipient addresses cannot be viewed. domains. Resources and Distribution Lists Deleting an Account You can delete accounts from the administration console.7 65 . The Hide in GAL check box can be enabled to create distribution lists that do not display in the GAL. change the account status to Closed. the distribution list is automatically removed from the Member Of tab. but the message is not sent to more than 1000 recipients. Using Distribution Lists for Group Sharing Instead of creating individual share requests. Zimbra Collaboration Suite Appliance ZCA 6. If you are not sure that is what you want to do. existing members of the list are automatically notified of the new share. When you delete an account. When users send to a distribution list. and changes the number of accounts used against your license. The address line displays the distribution list address.

When members are removed from the group distribution list. their share privileges are revoked. they are automatically granted the same shared privileges as other members of the group. select Aliases from the Find address. Distribution List Alias tab. You can view and edit an account’s alias names from the account view. Managing Resources A resource is a location or equipment that can be scheduled for a meeting. select Resources from the Find address. and profiles menu.0. From Aliases you can quickly view the account information for a specific alias. You can configure the account with the following details about the resource: 66 ZCA 6.Administrator’s Guide Everyone in the DL has the same share privileges that the grantee defines for the shared item. domains. The contents of the resource mailboxes are purged according to the mail purge policies. move the alias from one account to another. This is set up from the administration console. If you create a distribution list for sharing and do not want the distribution list to receive mail.7 Zimbra Collaboration Suite Appliance . You can set up the Share tab so that new members are automatically notified about items that are shared with them through the list. Administrators do not need to monitor these mailboxes on a regular basis. A Resource Wizard on the administration console guides you through the resource configuration. and delete the alias. An alias is not an email account. Managing Aliases An email alias is an email address that redirects all mail to a specified mail account. domains. These accounts do not count against your license. To see resources available on the ZCA. To see a list of aliases. and profiles menu. all aliases that are configured are displayed in the Content pane. User accounts with the calendar feature can select these resources for their meetings. you can disable the Can receive mail checkbox. Each meeting room location and other non-location specific resources such as AV equipment is set up as a resource account. Create Distribution List Aliases A distribution list can have an alias. Each account can have unlimited numbers of aliases. When new members are added to the group distribution list. The resource accounts automatically accept or reject invitations based on availability. When you select Aliases from the Manage Addresses Overview pane.

7 67 . and free/busy status for the resource if these are set up. • Auto accept if available. a directory account is created in the LDAP server. auto decline on conflict. In this case. Zimbra Collaboration Suite Appliance ZCA 6. If you set this up. Appointment requests that do not conflict are marked as tentative in the resource calendar and must be manually accepted.Managing Accounts. free/busy information is not maintained. Resources and Distribution Lists • Type of resource. an email is sent to the resource account. This can be a person to contact if there are issues. configure the forwarding address so a copy of the invite is sent to the account that can manually accept the invitation. No recurring appointments can be scheduled for this resource. You can modify the auto-decline rule to accept some meetings that conflict. and. • Location information. When the meeting invite is sent. the suggested use for this policy would be for a frequently used location off premises that you want the location address to be included in the invite to attendees. auto-decline on conflict. the resource account automatically accepts appointments unless the resource is already scheduled. thus more than one meeting could schedule the resource at the same time. The following resource scheduling values can be set up: • Auto decline all recurring appointments. specific building location including building and address.0. When this option is selected. based on the scheduling policy. • Manual accept. When they select the resource. the resource account automatically declines all appointments that conflict. When this option is selected. The free/busy times can be viewed. The resource account automatically accepts all appointments that are scheduled. This value is enabled when the resource can be scheduled for only one meeting at a time. and room capacity When you create a resource account. You can modify the autodecline rule to accept some meetings that conflict. Because the resource always accepts the invitation. if the resource is free the meeting is automatically entered in the resource’s calendar and the resource is shown as Busy. either location or equipment • Scheduling policy • Forwarding address to receive a copy of the invite • Description of the resource • Contact information. Setting up the Scheduling Policy for Resources The scheduling policy establishes how the resource’s calendar is maintained. users invite the equipment resource and/or location to a meeting. • Auto accept always. To schedule a resource. including room name. contact information. they can view the description of the resource.

remove. Conflict Rules. If you set both fields. To fully manage a resource account’s calendar.0. the resource declines appointments whenever either of the conditions are met. select Allow only the following internal users to invite me to meetings and add the appropriate users’ email addresses to the list. The resource accepts appointments even if there are conflicts until either the number of conflicts reaches the maximum allowed or the maximum percentage of conflicts allowed. accept. either as a number of conflicts or as a percentage of all the recurring appointments to partially accept recurring appointments. or decline the invites. Users delegated as manager have full administrative rights for that calendar. The resource account is manually managed.Administrator’s Guide • No auto accept or decline. You can configure the following options to manage the resource. For accounts that include the auto decline on conflict value. A delegated user must log into the resource account and accept or decline all requests. In the Permissions section. • An address to forward invites. If the forwarding address was set up when the account was provisioned.7 Zimbra Collaboration Suite Appliance . edit. Managing Resource Accounts The Resource Accounts Preference>Calendar tab can be configured to let users manage the Resource’s Calendar. you can share the resource calendar with a user who is given the manager rights. add. Maximum allowed number of conflicts and/or Maximum allowed percent of conflicts are configured to allow a recurring resource to be scheduled even if it is not available for all the requested recurring appointment dates. you can change the address • Who can use this resource. you can set up a threshold. They can view. 68 ZCA 6. Invites.

contacts. and 6 (WM6) devices. ZCA 6. Windows Mobile 5 (WM5). The following diagram shows the flow of data from the server to the mobile.7 69 . IPod Touch. and many other phones that support the Active Sync protocol. The ActiveSync™ protocol is used to configure and sync the Zimbra mailbox server with the native client that is used on a user’s device. ActiveSync™ 1 Native Client 2 Internet 3 Reverse Proxy (Optional) Mailbox Server 4 Authentication LDAP server Disk Storage The diagram shows how the native mobile device application software syncs with the Zimbra mailbox server using Activesync™.0. calendar and task data and device security policy enforcement between the mobile device and an account on the mailbox server. Zimbra Mobile is compatible with IPhone. Devices use the native software and UI that is installed on the device to sync.Chapter 7 Managing Zimbra Mobile Zimbra Mobile is the Zimbra synchronization program enabled on the mailbox server that provides over-the-air synchronization of mail.

The client then connects to the user’s account on the mailbox server.zimbra. Setting Up Mobile Devices Mobile sync is enabled either in the profiles for the account or enabled on individual accounts. no additional plug-ins are required to be able to use the Zimbra Mobile feature. The mailbox server accesses the LDAP server to verify and authenticate the user’s credentials before allowing a connection. 3.zimbra. They can send email. In most cases. • User name. Enter the user’s Zimbra Appliance domain name (DNS). The user’s Zimbra mailbox domain name 2. Note: Only WM6 devices and IPhones support security policies set by the server. • Domain.com/index.0. Older devices do not respond to security policies. 70 ZCA 6. see the Mobile Device Setup pages on the Zimbra Wiki. Users can immediately sync their account to their mobile device when this is configured. Enter the fully qualified host name of the user’s Zimbra Appliance mailbox server. 4.com/index. For details about specific device setup. You can enforce general security policies including password rules and set up local wipe capability on compliant devices. Users configure the following information: a. The following may need to be configured in the mobile device: • Server name (address). The protocol goes through the reverse proxy if it is present in the path.Administrator’s Guide 9. The user’s client connects to the Internet using the ActiveSync protocol for syncing with the Zimbra mailbox server. The Zimbra mailbox server address b.7 Zimbra Collaboration Suite Appliance . create appointments. and add contacts to their address book. Enter the user’s primary Zimbra Appliance account name. http://wiki.php?title=Mobile_Device_Setup http://wiki. • SSL certificate from the server may have to be added to the device as trusted if SSL is used when the certification is self-signed. The user’s username as configured on the account c.php?title=IPhone Setting up Mobile Device Security Policies The administrator can configure mobile security policies that enforce security rules on compliant mobile devices that sync with Zimbra Appliance accounts.

In addition to the rules.7 71 . the user is required to fix the PIN before they can sync with the server. Zimbra Collaboration Suite Appliance ZCA 6. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured. This erases all data on the device. a locally (generated by the device) initiated wipe of the device is performed.Managing Zimbra Mobile After the mobile policy is set up. Once the server confirms that the policy is enforced on the mobile device. the device is locked. the device can sync. the next time a mobile device sends a request to the server. after the PIN is entered incorrectly more than the specified number of times. Remote Wipe can be used to erase all data on lost or stolen devices. If a mobile device is lost or stolen. To unlock the device. mobile devices that are capable of enforcing security policies automatically set up the rules and immediately enforces them.0. See the Users’ Mobile Device Self Care Features section. users must enter their PIN. after the number of minutes configured. • When the Number of consecutive incorrect PIN inputs before device is wiped is configured. This typically means that if a Personal Identification Number (PIN) has not been set up on the device or the PIN is not as strong as required by the mobile policy you set up.

Once the wipe is complete. 72 ZCA 6. the status of the device in the Preference> Mobile Devices folder shows as wipe completed. Idle time before device is locked (Minutes) Users’ Mobile Device Self Care Features The Zimbra Web Client Preference> Mobile Devices folder lists users mobile devices that have synced with ZWC. users can initiate a remote wipe from their ZWC account to erase all data from the mobile device. The device does not need to contact the server for this to happen. The device is returned to its original factory settings. A user selects the device to wipe and clicks Wipe Device. stolen. . Force PIN on device Require alpha-numeric password for device Password Strength Policy Settings Minimum length of device PIN Number of consecutive incorrect PIN input before device is wiped Specifies the minimum length of a password. Forces the user to create a personal identification number on the mobile device. If a mobile device is lost.Administrator’s Guide Setting Mobile Device Policies Attributes The following attributes can be configured to establish rules for PIN and device lockout and local wipe initiation rules.7 Zimbra Collaboration Suite Appliance .0. but a device that only supports a numbered PIN can still be used. the wipe command is initiated. or no longer being used. Requires that the password includes both numeric and alpha characters. Number of failed login attempts to the device before the device automatically initiates a local wipe. the policy requires an alphanumeric PIN. Allow non-provisionable devices Allow partial policy enforcement on device Devices that are capable of enforcing only parts of the mobile security policy can still be used. For example. To unlock the device. How long the device remains active when not in use before the device is locked. Users can directly manage the following device functions from here: • Perform a remote wipe of a device. users must enter their PIN. The next time the device requests to synchronize to the server.

Managing Zimbra Mobile

Users can cancel a device wipe any time before the device connects with the server. • Suspend a sync that has been initiated from the mobile device and resume the sync to the device • Delete a device from the list. If a device is deleted from the list and attempts to sync after that, the server forces the device to re-fetch the policy on the next sync of the device. Note: This list can include devices that do not have the ability to support the mobile policy rules. Wiping a device does not work.

Changing Mobile Device Password Policy
Once a mobile device is locked by the Zimbra Appliance mobile password policy, in order to remove the PIN requirement on the device, the device sync relationship with the server must be deleted and then the PIN requirement for the device must be turned off. After the PIN requirement is turned off, the user re syncs the device to the account. 1. In the administration console, open the user account to be modified. 2. Open the Zimbra Mobile tab and uncheck Force pin on device. Once the password policy has been turned off, users must resync their devices to their ZWC account as follows: • If the device is a WM6 device, the user syncs to the account. After the sync has completed, instruct the user to go to the Lock setting on the device and turn off the device PIN. • If the device is an iPhone/iPod Touch 3.0 or above, the user syncs to the account. After the sync, instruct the user to go to the Settings>General properties and turn off Passcode Lock. Note: If the iPhone/iPod Touch is prior to 3.0, there is an Apple software bug that prevents downloading new device policies to take effect. The user must delete the ZCA account from the iPhone/iPod Touch, turn the PIN off, and then re-setup sync with the ZCA. Because the password requirement was turned off, a PIN is not asked for.

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

73

Administrator’s Guide

74

ZCA 6.0.7

Zimbra Collaboration Suite Appliance

Index

A
account deleting 65 other configuration settings 45 account quota 47 account status 64 account, creating single 52 accounts, creating 51 accounts, importing 53 accounts, migrating 57 accounts, user 16 Active Directory, using and passwords active status 64 address book, features 43 administration console, overview 9 administrator account 10, 15 administrator password, change 10 aliases 16 anti-virus settings 11 appointment reminder 44 appointment reminder popup, Yahoo!BrowserPlus 44 attachments rules 20 auth token, immediate session end 49 authentication modes 29

contact lists 43 core functionality

5

D
deleting accounts 65 distribution list used for sharing 66 distribution list, maximum members 65 distribution list, sharing items 46 distribution lists 16 distribution lists, group sharing 65 distribution lists, managing 65 documentation 7 domain profiles 38 domain, default domain 20 domain, general information 19 domains 16 authentication modes 29 virtual hosts 31 domains, automatically created 54 domains, global address list mode 27 domains, managing 25

51

E
email messaging, features 39 equipment resources 66 export calendar appointments in .ics export preferences on ZWC 42 external LDAP 30

B
background color, changing on Zimbra Web Client 34 Briefcase feature 45

44

F
failed logging policy, setting 48 features to configure 38 features, web client 5 forwarding address, hidden 40 free/busy interop, Exchange setup requirments 32 free/busy interoperability 32 free/busy, configuring 32

C
calendar preferences 44 calendar, enabling personal appointments only 44 calendar, import or export .ics 44 calender, features 43 certificate, requesting CSR 23 certificates - self-signed and commercial 22 changing account status 64 changing password, users 63 closed status 64 contact 7

G
GAL access for COS GAL mode 27

41

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

75

standard web client security policy. managing 46 shares tab. changing admin 10 password. enabling 44 group sharing. Zimbra 21 location resources 66 logging into the admin console Q quota. managing 68 resource calendar. sharing 68 resource conflict rules 68 resources 16 resources. domain 38 profiles. external access 41 postmaster alias 10 profiles 16 profiles.ics import preferences on ZWC 42 importing accounts 53 importing accounts. address book 47 quota. using distribution lists for 65 O out of office reply 40 H hidden forwarding address 40 P password policy. location 15 resources. setting 47 47 9 M mail filters 41 mail filters. reindexing 64 mailbox. 49 sessions.7 Zimbra Collaboration Suite Appliance .0. expire 49 setting up profiles 37 settings tab 19 shared items. using to migrate accounts 61 mobile device. creating xml file 57 migration wizard. setting up 70 R reindexing a mailbox 64 relay MTA for external delivery 20 resource accounts. setting 47 password. working with spam check 41 mail identities 40 mail notification 40 mailbox full notification 47 mailbox quotas specifying 47 mailbox. installing 22 license. setting up notification quotas.Administrator’s Guide group calendar. managing 66 resources. security policy 70 mobile devices. passwords 53 importing process for accounts 53 interop 32 44 L license. scheduling policy 67 REST URL 25 root alias 10 rules for attachments 20 S scheduling policy for resources 67 screen resolution. maintaining calendars 67 resources. password strength policy settings 72 mobile device. distribution list 46 50 N New menu 15 76 ZCA 6. setting up 37 provisioning accounts 51 public service host name 25 publishing shares 66 I icons used 14 IMAP access 41 import calendar appointments in . view from admin console 64 managing resource accounts 68 managing resources 66 maximum number in distribution lists 65 message lifetime 49 migrating accounts. user self care 72 mobile devices. equipment 15 resources. changing password policy 73 mobile device. trial 21 license. failed login policy 48 persona 40 POP3. mobile device 70 session idle lifetime 49 session time out policy.

import/export account data Zimlets 33 42 77 ZCA 6.0. customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files.sharing. 65 50 T tasks feature 45 themes.7 Zimbra Collaboration Suite Appliance . notifying distribuion list 66 spam message lifetime 50 spam white list. maximum size allowed 20 V vacation message 40 view mailbox from admin console viewing SSL certificate 24 virtual host 31 64 W Web client features 5 web client features 39 wipe device. for mail filters 41 standard web client. setting as default support 7 system accounts 15. mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client.

Administrator’s Guide 78 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

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