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

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

Web 2. Some of the features that can be found in the web client include: • Compose. and Standard Zimbra Web Client as an HTML client. This guide is intended for system administrators responsible for creating and maintaining accounts. reply.7 5 . 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.0. 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. and government agencies.0 collaboration and messaging software for enterprises. Administrators centrally manage the appliance from the administration console. educational institutions. 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.Chapter 1 Introduction Zimbra is the leader in open source. Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. read. forward. service providers.

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

7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 8 ZCA 6.

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

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

ZCA uses a percentage value to determine spaminess based on a SpamAssassin score of 20 as 100%. Zimbra Collaboration Suite Appliance ZCA 6. An automated spam training filter is enabled and two feedback system mailboxes are created to receive mail notification. but should not have been. the message is delivered to the recipient’s Junk folder. Any message tagged between 33%-75% is considered spam and delivered to the user’s Junk folder. The anti-virus software is configured to block encrypted archives. When a message is tagged as spam. Messages tagged above 75% are always considered spam and are discarded. The accounts created are listed in the accounts list. 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. 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. Anti-virus Service Clam AntiVirus software is bundled with the appliance as the virus protection engine. These addresses are automatically configured to work with the spam training filter.7 11 . • Non-spam (referred to as ham) Training User to receive mail notification about mail that was marked as junk. to send notification to administrators when a virus has been found.0. • Spam Training User to receive mail notification about mail that was not marked as junk. and to send notification to recipients alerting that a mail message with a virus was not delivered. but should be.Working in the Administration Console Anti-spam Service The Zimbra Appliance utilizes SpamAssassin to control spam.

LDAP Service LDAP directory services provides a centralized repository for information about users and devices that are authorized to use your network. When a virus has been found. 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. During ZCA installation. 12 ZCA 6. and briefcase folders. The default is to set up the admin account to receive the notification.7 Zimbra Collaboration Suite Appliance . MTA Service MTA receives email through SMTP and routes each message to the mailbox server. Anti-virus protection is enabled for each server when the Zimbra software is installed. This is referred to as the GAL. including messages. By default.Administrator’s Guide The anti-virus protection is enabled for each server during installation. Mailbox Service The mailbox service manages all accounts’ mailbox content. the Zimbra MTA checks every two hours for any new anti-virus updates from ClamAV. The LDAP directory service is used for internal authentication.0. contacts. ZCA uses the LDAP directory to look up user addresses from within the company. In addition. calendars. 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. attachments. a notification is automatically sent to that address. the notification address for anti-virus alerts is configured. LDAP entries are made for every ZCA attribute that specify operating parameters for the appliance. Each account has an unique mailbox ID that is the primary point of reference to identify the account.

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

the Content pane shows all addresses in ZCS. and profiles area.0. domains. and resources.7 Zimbra Collaboration Suite Appliance . To view each of these items in the Content pane. When you view All addresses. This tab includes tools for migrating and importing accounts. select the item from the menu on the right of the Find address. aliases. distribution lists. profiles. 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. domains. 14 ZCA 6.Administrator’s Guide • Advanced Tools. You can identify the type of account from the icon. used to manage the Zimbra Appliance license and certificates.

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

You can use the Move Alias feature from the toolbar to move an alias from one account to another. Lists location or equipment that can be scheduled for a meeting. • Profile. In the Accounts folder. You can create and manage domains. Working in the Settings Tab The Settings tab is used to manage general ZCA settings. You can create. • Resources. the default profile is displayed. As a minimum. and configure the authentication mechanism to be used for that domain. edit.0. • Distribution Lists. You can create new distribution lists and add to or delete members from a distribution list. • Aliases. The tab includes the following items: • Zimbra License tab that shows ZCA license information 16 ZCA 6. Lists the domain in the Zimbra Appliance environment. profiles.Administrator’s Guide • Accounts. you create and manage end-user accounts. • Domains. Lists all aliases that have been created in user accounts. Lists all distribution lists. 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. passwords and aliases for an account.7 Zimbra Collaboration Suite Appliance . Lists all accounts. setting options. You can create new resources and set the scheduling policy for the resource. configure GAL. or delete profiles.

The Proxy tab is configured if external calendar servers or social networking services are made available from user accounts. netmask. including IP address. • The Status tab displays the Zimbra Appliance network status.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. DNS server address.0.7 17 . When you make changes to the network settings. • 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. gateway. restart ZCA from the VMware VSphere console to make sure your changes take affect on all ZCA services. Updating ZCA The Update tab is used to check for ZCA updates and to install those updates when they become available. • The Address tab can be used to change the network addresses if you move the server to a new network. Zimbra Collaboration Suite Appliance ZCA 6. and host name. You can set specific addresses or you can select to obtain the configuration from DHCP server.

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

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 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.0.7 19 . Zimbra Collaboration Suite Appliance 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 change this.

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

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

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

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

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

The following settings can be configured for your default domain or when you create a new domain. a list of domains is displayed. Select the domain to edit from the list. external LDAP. When you set up a domain. A GAL sync account is created and the datasource for the Internal GAL is Zimbra. domains and profiles menu. When you select Domains from the Find address. 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.Managing ZCA Configuration Setting Up Domains One domain is identified during the installation process and additional domains can be added from the administration console. internal. or both • Domain authentication mode. Zimbra Collaboration Suite Appliance ZCA 6. 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. you can configure the following: • Global Address List (GAL) mode. either Internal LDAP server. External LDAP server or Active Directory.7 25 . 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. • The authentication mechanism is Internal • The Virtual Hosts.0.

Public service hostname This is the host name to be used for REST URLs.domain. make sure that the user’s computer time zone and the Zimbra Web Client time zone are set to the same time. This is commonly used when sharing within Zimbra Appliance. When you configure a pubic service hostname. the name of that server must be entered in Inbound SMTP Hostname field. the time zone setting on the computer is used as the time stamp for received messages and for calendar activities. To make sure that the time is displayed the same in one or the other client. The URL displays as http://publicservicename. Inbound SMTP Hostname If your MX records point to a spam-relay or any other external non-zimbra server. email folders. When users use the advanced Zimbra Web Client. this public service hostname is used instead of the ZCA server hostname and the ZCA service hostname. If the majority of your uses are located in another time zone. 26 ZCA 6.0.7 Zimbra Collaboration Suite Appliance . Each domain can be configured with the public service host name to be used for REST URLs.com/home/username/ sharedfolder. set that here.Administrator’s Guide Default time zone for the domain PST (Pacific time) is the time zone that is set at installation by default. Users can change the time zone from their accounts’ Preferences>General folder. and Briefcase folders. 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. This is the URL that is used when users share items such as calendars.

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

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

the default GAL filter setting is (|( cn=%s*)( sn=%s*)( gn=%s*)( mail=%s*)).7 29 . Enter the LDAP address. To search within a specific part of your directory. 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. The Configure Authentication wizard on the Domain toolbar is used to configure the authentication modes. If you use SSL. enter a search base. For AD. gn. For LDAP. no other configuration is required. The parameters in a filter you construct determine the thoroughness of a search. A search filter must be specified. Zimbra Collaboration Suite offers the following three authentication mechanisms: • Internal.Managing ZCA Configuration External LDAP settings that need to be configured are the following: • LDAP URL and whether to use SSL. LDAP filter. The following is an example of the filter string. the port is 636. • Use DN Password to bind to external server. • External LDAP. The user name and password is the authentication information supplied in the bind operation to the directory server.). etc. To enable the ability to let users use the Autocomplete from GAL feature. dc=com). You must configure the LDAP URL. The Internal authentication uses the Zimbra directory server for authentication on the domain.0. This is the default. If the filter you entered cannot be run using an anonymous bind. ( dc=server. • LDAP search base. • LDAP filter. The port is 389. • Autocomplete filter. You can configure multiple external LDAP hosts so users can access GAL from the next available configured server when a GAL server is down. 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. the autocomplete filter must be configured. and to use DN password to bind to the external server. The filter defines the search rules used for directory searches. When you select Internal. Zimbra Collaboration Suite Appliance ZCA 6. 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. For example. and then verifies that the entry matched is either a Zimbra account or distribution list. adAutoComplete is the default filter.

the default port is 636. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password. Check either to use SSL or StartTLS.0. otherwise an authentication error is returned to the user. The default is to use the internal method as the authentication mode. Example of the search filter is (mail=%u@mycompany. You identify the Active Directory domain name and URL. No additional configuration is necessary. The filter defines the search rules used for directory searches and tries to map the user name to one user on the external LDAP. Enter the LDAP address. • LDAP filter. On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. Internal The Internal authentication method assumes the Zimbra schema. The authentication method is set on a per-domain basis. You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS. 30 ZCA 6. the connection is closed and the password is considered valid. If this bind succeeds. You should ensure that the filter you enter results in a single entry being matched.Administrator’s Guide • External Active Directory. If you use SSL. The user name and password is the authentication information supplied to the Active Directory server.com). The default port is 389.7 Zimbra Collaboration Suite Appliance . You can configure multiple external LDAP hosts.

company.Managing ZCA Configuration • LDAP search base. It would be entered as ( dc=server. When the Zimbra login screen displays. 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. If you use SSL. enter a search base. When the virtual host is found. The virtual host requires a valid DNS configuration with an A record. • AD LDAP URL and whether to use SSL. When you create a virtual host. the default port is 636. Zimbra Collaboration Suite Appliance ZCA 6.com. The authentication request searches for a domain with that virtual host name. users can login to their accounts without having to specify the domain name as part of their user name. users enter only their user name and password. External Active Directory The external active directory (AD) authentication mechanism attempts to bind to the AD server using the supplied user name and password. You configure the following settings: • AD domain name. You can configure multiple external active directory hosts. https:// mail. Virtual hosts are configured from the administration console Domains>Virtual Host tab. Zimbra Web Client users can log in without having to specify the domain name as part of their user name. The default port is 389.0. the authentication is completed against that domain. To search within a specific part of your directory. dc=com). For example. The name of the domain for the active directory server. • Use DN/Password to bind to external server. The general domain configuration does not change. Users enter the virtual host name as the URL address. If the filter you entered cannot be run using an anonymous bind. Setting UP Virtual Hosts for Your Domain You can configure multiple virtual host names to host more than one domain name on the server. Enter the active directory LDAP address.7 31 .

Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab. the Exchange systems must be set up as described in the Exchange Setup Requirements section. 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. Exchange 2003/2007 Setup Requirements For Exchange 2003. the following is required: • Either a single Active Directory (AD) must be in the system or the global catalog must be available. To set free/busy interoperability.0.7 Zimbra Collaboration Suite Appliance . you can set up free/busy scheduling across the Exchange server and the ZCA server so that users can efficiently schedule meetings. ZCA can query the free/busy schedules of users on Microsoft Exchange 2003/ 2007 servers. • The ZCA server must be able to access the HTTP(S) port of IIS on at least one of the Exchange servers. This is required only if there is Zimbra Appliance to Exchange free/busy replication. (http://server/public/) • ZCA users must be provisioned as a contact on the AD using the same administrative group for each mail domain. This is required only for ZCA to Exchange free/busy replication. • Web interface to Exchange public folders needs to be available via IIS. • The Exchange user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users.Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and.

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

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

You may want to disable those themes from user’s Theme preferences selection. selection headers in the Navigation pane. Zimbra Collaboration Suite Appliance ZCA 6. the clicked item from a right-click or other drop-down menu selection. Note: A number of Zimbra themes are included with Zimbra Appliance. have been designed with graphics or color codes that are not changed when you change the base color. • Secondary color of the themes. The secondary color is the color used for the toolbar. and the toolbar are displayed in the secondary color. The selection color is the color displayed for a selected item.0.7 35 . such as Lemongrass. and for a selected tab. the variant of the background color displays in the login area. Variants of the color are used for buttons. and selection highlight. This color is the background on the page. the background color displays with the logo. background color of the Content and Navigation panes. In the following image. Some of these themes. Waves and Yahoo. Hot Rod. the selected tab. Mail. The primary background color displayed in the client. in this example. In the following image. tabs.Managing ZCA Configuration • Background color of the themes. • Selection color of the themes. such as a message.

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

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

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

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

By default a message is sent to each recipient only once every seven days. size. This is commonly used as a vacation message. you can also specify forwarding addresses that are hidden from the user. Saved searches 40 ZCA 6. New mail notification Allows users the option to specify an address where to be notified of new mail to their ZWC account. Users can change the information from their account Preferences tab. 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. This is the information that the user uses as the From address. and folders. 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. In the account configuration. sender address and recipient address is sent to the address. When Persona is enabled.Administrator’s Guide Allow the user to specify a forwarding address Users can create a forwarding address for their mail. status. users can create additional account names to manage different roles. Advanced search Allows users to build a complex search by date.7 Zimbra Collaboration Suite Appliance . tags.0. regardless of how many messages that person sends to the address during that week. domain. Out of office reply Users can create an email message that automatically replies to incoming messages. attachment. Persona The name and address configured for the account creates the primary account persona. Users can save a search that they have previously executed or built. You can specify a default forwarding address for a user when you create or edit an account. An email with information about the email’s subject. A copy of each message sent to the account is immediately forwarded to the designated forwarding address. 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.

When Initial search preference is enabled. Users can define a set of rules and corresponding actions to apply to incoming mail and calendar appointments. They can add the external account address to their account settings. users can create a spam white list from the Preferences Mail folder to identify email addresses that should not be marked as spam. and Documents pages. Users can set these up from their Preferences Accounts tab. 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. to access their mailbox using the IMAP protocol. An alias is not an email account. Users can set up to retrieve their IMAP accounts’ email messages directly from their ZWC account. An email alias is an email address that redirects all mail to a specified mail account.7 41 IMAP access Zimbra Collaboration Suite Appliance . users enter a few letters in their compose header and names listed in the GAL are displayed. They can add the external account address to their account settings. When this is enabled. Users can access the company directory to find names for their email messages. To avoid having mail incorrectly marked as junk. such as Thunderbird or Outlook. Messages identified as spam are moved to the Junk folder. the corresponding actions associated with that rule are applied.Customizing Profiles and Setting Up Mail Policy Rules Initial search preference The initial search folder is Inbox. Users can set these up from their Preferences tab. Users can also choose whether to delete the messages on the server after they are downloaded. Users can turn this feature on or off from their Preferences tab. ZCA 6.0. Users cannot change this. Users can set up to retrieve their POP accounts’ email messages directly from their ZWC account. Users can use third party mail applications. users can select another folder as the default search folder that is automatically searched from the search field. When an incoming email message matches the conditions of a filter rule. You can create an alias for the account. 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. contacts.

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

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

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

Important: To allow users to share their task lists. • Be notified of changes made to an appointment by a delegated access grantee. 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.0. 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. 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. • Enable the ability to automatically add invites with PUBLISH method. groups. Tasks Zimbra Tasks lets users create to-do lists and manage tasks through to completion. Feature Name Tasks Description Users can create and organize tasks from the Zimbra Web Client. These files can be accessed whenever they log into the advanced Zimbra Web Client. Feature Name Briefcase Description Users can upload files to their Zimbra Web Client account. Briefcase Zimbra Briefcase lets users upload files from their computer to their Zimbra Web Client account. • Forward calendar invitation to specific addresses. They can open the file if the application is available on the computer.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. Task lists can be shared with individuals.7 45 . enable Sharing in the Features tab.

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

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

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

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

0. 50 ZCA 6. Number of days a message can remain in the Junk folder before it is automatically purged. and Briefcase folders. The default ZWC for login is the advanced Zimbra Web Client.7 Zimbra Collaboration Suite Appliance . They can export specific items in their account and save the data to their computer or other location. Both web clients include mail. The default is 30 days.csv files. • Advanced Web Client includes Ajax capability and offers a full set of Web collaboration features. The exported account data file can be viewed with an archive program such as WinRAR archiver. ZCA offers a standard and an advanced Zimbra Web Client that users can log in to. Features Tab. Other Account Configuration Preferences Preferences Import/Export. contacts. address book and task functionality. Users can change the default version in their preferences. However. From the browser the enter the URL you provide along with their password to log in. unless they use the menu on the login screen to change to the standard version. This web client works best with newer browsers and fast internet connections. Individual contacts are saved as . including Briefcase and the ability to export your account information. tasks. including mail. The default is 30 days. and individual calendar files are saved as . About Zimbra Web Client Zimbra Web Client (ZWC) is a full-featured messaging and collaboration application that users can access from any web browser. When users log in. users are automatically redirected to the standard Zimbra Web Client. Any of these files can be imported into their account from the same tab. calendar. • Standard Web Client is a good option when Internet connections are slow or users prefer HTML-based messaging for navigating within their mailbox. Users can select which client to use when they log in. Users can still choose the advanced ZWC but get a warning message suggesting the use of the standard ZWC for better screen view. they view the advanced Zimbra Web Client. calendar. If you do not want users to the import/export capability. you can disable the feature from the profile.ics files. if ZWC detects the screen resolution to be 800 x 600. The account data is saved as a tar-gzipped (tgz) archive file so that it can be easily imported to restore their account. General Features Section.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 data are not removed from their accounts. The Import/Export tab found under the user’s Preference tab lets users export all of their account data.

7 51 . • 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. it can be added as part of the . • Are passwords required and can users change their password? Password Options When you provision accounts. Customizing Profiles and Setting Up Mail Policy Rules. The AD password policy is not managed by Zimbra.xml file and is set when the account is provisioned. you must disable the Change Password feature in their Profile. 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.csv or .0. Passwords can be from 6 to 64 characters and do not have an expiration date. When you import 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. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. if the password is known. Important: If Microsoft Active Directory (AD) is used for user authentication. Zimbra Collaboration Suite Appliance ZCA 6.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.

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

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

you must download the .csv file that is created as this file lists the passwords that were created. enter the details for connecting to your Active Directory or other LDAP server. You need to give the password information to each user. Enter the maximum accounts to import at one time. which means that no limits are set. so that when an account is imported and the domain they were on is not created on ZCA.7 Zimbra Collaboration Suite Appliance . The password can be from 6 to 64 characters. accounts from domains that do not exist on ZCA are not created. set the password configuration option you want to use and click Next.Administrator’s Guide 2. If the wizard generates random passwords for each account. Disabling this option. The default is 0. 6.0. 3. 54 ZCA 6. The default is 8 characters. 4. select whether to import accounts from Active Directory or from another LDAP directory. On the Directory connection dialog. • Check Require users to change the password after first login. On the Bulk provisioning options dialog. the domain is automatically created. makes it easy to import accounts from specific domain that have been precreated on the Zimbra Appliance. • Length of generated password. On the Overview dialog. If you do not enable Automatically create missing domains. or • Use the same password for all new accounts. The following options can be set: Set either • Generate a random password for each account. 5. Enable Automatically create missing domains.

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

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

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

The default is 8 characters. The password can be from 6 to 64 characters. you must download the . • If some accounts were migrated before. • Length of generated password. select Ignore previously imported emails so accounts do not have duplicate email messages. • Create user accounts in ZCA is checked to enable the account . If this is not checked and you do not have a commercial certifcate installed before you migrate accounts. 58 ZCA 6.7 Zimbra Collaboration Suite Appliance . On the Mail server information dialog configure the ZCA server and Microsoft Exchange information needed to log in to each server.xml element for provisioning the account. tasks.Administrator’s Guide Set either • Generate a random password for each account. address book contacts. If the wizard generates random passwords for each account. • Select the items to import the accounts: email messages. and calendars. the ZCS Migration Wizard for Exchange fails to migrate the accounts because the server certificate is not valid. • Ignore invalid SSL certificate is checked by default. or • Use the same password for all new accounts.csv file that is created as this file lists the passwords that were created. You need to give the password information to each user.0. Uncheck this box if the accounts were already created on ZCA. • Check Require users to change the password after first login. • Select whether to import items from the account’s Trash folder (deleted items) or Junk folder. 4.

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

The Review migration options dialog shows the migration options you have configured. last names. 60 ZCA 6.xml file is created.7 Zimbra Collaboration Suite Appliance . the .0.Administrator’s Guide gather account information. including email address. • LDAP search base is used to configure what subsection of the LDAP forest to search. If you need to fix any of the options. When you click Next. click Next. After you complete this dialog. click Previous. 6. middle. click Next. individual first. postal and phone information if it is available. The migration wizard connects to the Exchange server. If the information is correct. You can change the filter.

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

Administrator’s Guide 62 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

domains.Chapter 6 Managing Accounts. and profiles menu. Passwords can be from 6 to 64 characters and do not have an expiration date. you can quickly change an account's password from the administration console Account toolbar. The user must be told the new password. select Accounts from the Find address. See the ZCA administration console Help for information about how to perform these tasks from the administration console. 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. resources and distribution lists. 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. Zimbra Collaboration Suite Appliance ZCA 6.7 63 . Changing Passwords If you use internal authentication. Resources and Distribution Lists The administration console dashboard is used to manage accounts.0.

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

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

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

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

For accounts that include the auto decline on conflict value. In the Permissions section. you can share the resource calendar with a user who is given the manager rights. 68 ZCA 6. Managing Resource Accounts The Resource Accounts Preference>Calendar tab can be configured to let users manage the Resource’s Calendar. Conflict Rules. • An address to forward invites. If you set both fields. accept. You can configure the following options to manage the resource. 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. 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. the resource declines appointments whenever either of the conditions are met.Administrator’s Guide • No auto accept or decline. edit. remove. or decline the invites. you can set up a threshold. If the forwarding address was set up when the account was provisioned. They can view.0.7 Zimbra Collaboration Suite Appliance . The resource account is manually managed. either as a number of conflicts or as a percentage of all the recurring appointments to partially accept recurring appointments. you can change the address • Who can use this resource. add. A delegated user must log into the resource account and accept or decline all requests. Invites. select Allow only the following internal users to invite me to meetings and add the appropriate users’ email addresses to the list. Users delegated as manager have full administrative rights for that calendar. To fully manage a resource account’s calendar.

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™.7 69 . calendar and task data and device security policy enforcement between the mobile device and an account on the mailbox server. 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. ZCA 6. Devices use the native software and UI that is installed on the device to sync. Windows Mobile 5 (WM5).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.0. IPod Touch. and 6 (WM6) devices. Zimbra Mobile is compatible with IPhone. and many other phones that support the Active Sync protocol. The following diagram shows the flow of data from the server to the mobile. contacts.

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

the next time a mobile device sends a request to the server. To unlock the device. a locally (generated by the device) initiated wipe of the device is performed. See the Users’ Mobile Device Self Care Features section. after the number of minutes configured. Remote Wipe can be used to erase all data on lost or stolen devices. If a mobile device is lost or stolen. This erases all data on the device. Once the server confirms that the policy is enforced on the mobile device. • When the Number of consecutive incorrect PIN inputs before device is wiped is configured. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured. Zimbra Collaboration Suite Appliance ZCA 6. the device is locked. mobile devices that are capable of enforcing security policies automatically set up the rules and immediately enforces them.Managing Zimbra Mobile After the mobile policy is set up. after the PIN is entered incorrectly more than the specified number of times. 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. In addition to the rules.0. users must enter their PIN.7 71 . the device can sync. the user is required to fix the PIN before they can sync with the server.

the wipe command is initiated. If a mobile device is lost. 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. Requires that the password includes both numeric and alpha characters. A user selects the device to wipe and clicks Wipe Device. stolen. Users can directly manage the following device functions from here: • Perform a remote wipe of a device.7 Zimbra Collaboration Suite Appliance . The device does not need to contact the server for this to happen. To unlock the device. or no longer being used. How long the device remains active when not in use before the device is locked. users must enter their PIN. Forces the user to create a personal identification number on the mobile device. The next time the device requests to synchronize to the server. . users can initiate a remote wipe from their ZWC account to erase all data from the mobile device. 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. the policy requires an alphanumeric PIN. For example. but a device that only supports a numbered PIN can still be used.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. The device is returned to its original factory settings. Number of failed login attempts to the device before the device automatically initiates a local wipe. the status of the device in the Preference> Mobile Devices folder shows as wipe completed. 72 ZCA 6. Once the wipe is complete. 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.0.

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

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

customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files. notifying distribuion list 66 spam message lifetime 50 spam white list.sharing. import/export account data Zimlets 33 42 77 ZCA 6.7 Zimbra Collaboration Suite Appliance . mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client.0. for mail filters 41 standard web client. 65 50 T tasks feature 45 themes. 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. setting as default support 7 system accounts 15.

0.Administrator’s Guide 78 ZCA 6.7 Zimbra Collaboration Suite Appliance .

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