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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
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Chapter 4 Customizing Profiles and Setting Up Mail Policy Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Enabling Sharing . . . . . . . . . . . . . . . . . . . 51 Creating User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . 57 Chapter 6 Managing Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Reindexing a Mailbox . . . . . . . . . . . . . . . . . . . . . . . 69 Setting Up Mobile Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Importing Accounts . . . . . . . . . . . . . . . . . . . . . . . 50 Chapter 5 Creating Accounts on ZCA . . . . . . . . . . . . . . . . . 46 Configuring Advanced Tap Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Using Distribution Lists for Group Sharing . . . . . . . . . . . 47 Setting Failed Login Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Setting Up Profiles . . . . . . . . 46 Disabling Preferences. . . . . . 39 Address Book . . . 63 View an Account’s Mailbox . . 52 Creating a Single Account . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting Account Quotas . . . . . . . 72 Changing Mobile Device Password Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Managing Aliases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Before Creating Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Email messaging . . . . . . . . . . . . . . . . 73 iv Zimbra Collaboration Suite Appliance . . . . . . 51 Password Options. . . . . . . 49 Setting Email Retention Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Zimbra Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Changing Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Administrator’s Guide Customizing Themes for Domains . 63 Managing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Other Account Configuration Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Other Feature Configuration Settings for Accounts . . . . . . . . . . . . . . . . . . . . . . 47 Setting Password Policy . 65 Managing Distribution Lists . . . . . . . . . . . . . . . . . . . 70 Setting up Mobile Device Security Policies . . . . . . . . . . . 70 Setting Mobile Device Policies Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Migrating Accounts and Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Users’ Mobile Device Self Care Features . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Chapter 7 Managing Zimbra Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Resources and Distribution Lists. . . . . . . . . . . . . . . . . . . . . . . 66 Managing Resources . . . . . . . . . . . . . . 37 ZCA Features to Configure . . . . . . . . . . . . . . . . . . . 50 About Zimbra Web Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Setting Session Timeout Policy . . . . . . . . . . . . . . . . 64 Deleting an Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Briefcase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Changing an Account’s Status . . . . . . . . . .
Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. educational institutions. Some of the features that can be found in the web client include: • Compose. 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. This guide is intended for system administrators responsible for creating and maintaining accounts. forward. service providers. Web 2. and Standard Zimbra Web Client as an HTML client. 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. Administrators centrally manage the appliance from the administration console. reply.Chapter 1 Introduction Zimbra is the leader in open source.0. 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.7 5 .0 collaboration and messaging software for enterprises. and government agencies. read.
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.Administrator’s Guide • Share calendars. resources. including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create. address book lists with others • Set mailbox usage preferences. distribution lists. 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. email folders. 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. The console offers the following management features: • Dashboard with task based management features.7 Zimbra Collaboration Suite Appliance . • Create and mange user accounts. 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.
Zimbra.Zimbra.com to purchase Zimbra Collaboration Suite • Contact support@zimbra. Make sure to provide enough detail so that the bug can be easily duplicated. This license is encrypted with the number of Zimbra accounts (seats) you have purchased. see the Zimbra website. www.7 7 .com. and expiration date of the regular license. http://www.com for support issues. The help topics describe how to use the features of the Zimbra Web Client.zimbra.html If you encounter problems with this software. • Release Notes. The help topics describes how to perform tasks required to centrally manage mailbox accounts from the administration console. • Contact sales@Zimbra.0. For information about the Zimbra support program. We appreciate your feedback and suggestions. the effective date. Zimbra Collaboration Suite Appliance ZCA 6. • Zimbra Web Client Help. Support and Contact Information Visit www. a trial license was automatically installed. This trial license is good for 60 days.com to submit a bug report.com to join the community and to be a part of building the best open source messaging solution. and a description of administration tasks and configuration options. Available Documentation The following documentation is available: • Administrator Guide. When you installed ZCA. • Zimbra administration console Help.Introduction Zimbra License Requirements A Zimbra license is required in order to create accounts. go to http://bugzilla. Late-breaking news for product releases and upgrade instructions are contained in the release notes.zimbra. The latest notes can be found on the Zimbra website. You will need to purchase a Zimbra regular license in order to create accounts after the trial license expires. This guide provides a product overview.com/support/support_overview.
0.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 8 ZCA 6.
• Zimbra Administration tab. The administrator can download and install the update from this tab. address settings. Zimbra Collaboration Suite Appliance summary tab.7 9 . • Network tab. if they are configured.xxx. • Update tab.Chapter 2 Working in the Administration Console This chapter describes the components of the Zimbra Collaboration Suite Appliance (ZCA) administration console. 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. Zimbra Collaboration Suite Appliance ZCA 6. This tab is used when a ZCA version is updated.xxx:5480 You can find the IP address on the vSphere Client. The administration console consists of the following four main tabs. • Zimbra Status tab. The administration console is the browser-based user interface the ZCA administrator uses to centrally manage ZCA. This tab opens the admin dashboard used to manage accounts and domains.0. This tab shows the network status. This shows the status of the ZCA services. and proxy server settings.
Zimbra Status Tab When you log on to ZCA. Services that are not running display in red. Other appliance reports may be sent to the admin account as well. the first page that is displayed shows the Zimbra services. Setting Up the Administrator Account One administrator account can be created in ZCA and this account is created during the installation of ZCA. • Root.Administrator’s Guide • The user name is vmware. This address is where notification messages from the operating system are sent. if an untrusted connection warning displays.0. Changing Administrator Passwords The administrator password is created when ZCA is set up during installation. The postmaster address is displayed in emails that are automatically generated from the mail transfer agent (MTA) and sent to the sender when messages cannot be sent. If users reply to this postmaster address.7 Zimbra Collaboration Suite Appliance . This tab also shows the amount of free mail storage disk space remaining. The password can be changed at any time from the Accounts toolbar. The Zimbra Status tab opens and shows that status of all services. click the Zimbra Administration tab. the anti-virus notification is sent directly to the admin account. This opens the administration dashboard where you manage ZCA accounts and domains. Select the administrator account and change the password. Note: When you log in to the ZCA administration console the first time. • The password is the password of the VMware virtual machine set during the installation of ZCA. 10 ZCA 6. 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. Two aliases for the administrator account are created during install: • Postmaster. When all services are green. 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. If you did not change the default settings during the installation. ignore the warning and select the option to continue. You should log on to this account frequently. the message is forwarded to the administrator mailbox.
• Non-spam (referred to as ham) Training User to receive mail notification about mail that was marked as junk. SpamAssassin uses predefined rules as well as a Bayes database to score messages with a numerical range. When a message is tagged as spam.7 11 . An automated spam training filter is enabled and two feedback system mailboxes are created to receive mail notification. ZCA uses a percentage value to determine spaminess based on a SpamAssassin score of 20 as 100%. Zimbra Collaboration Suite Appliance ZCA 6.0. Messages tagged above 75% are always considered spam and are discarded. 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. 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. These addresses are automatically configured to work with the spam training filter. the message is delivered to the recipient’s Junk folder. but should not have been. The anti-virus software is configured to block encrypted archives. to send notification to administrators when a virus has been found. The accounts created are listed in the accounts list.Working in the Administration Console Anti-spam Service The Zimbra Appliance utilizes SpamAssassin to control spam. Any message tagged between 33%-75% is considered spam and delivered to the user’s Junk folder. • Spam Training User to receive mail notification about mail that was not marked as junk. but should be. Anti-virus Service Clam AntiVirus software is bundled with the appliance as the virus protection engine. and to send notification to recipients alerting that a mail message with a virus was not delivered.
the notification address for anti-virus alerts is configured. This is referred to as the GAL. Each account has an unique mailbox ID that is the primary point of reference to identify the account. The default is to set up the admin account to receive the notification. calendars. LDAP entries are made for every ZCA attribute that specify operating parameters for the appliance. 12 ZCA 6. and briefcase folders. When a virus has been found.Administrator’s Guide The anti-virus protection is enabled for each server during installation. By default. 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. In addition. Anti-virus protection is enabled for each server when the Zimbra software is installed. including messages.0. ZCA uses the LDAP directory to look up user addresses from within the company. attachments. a notification is automatically sent to that address. MTA Service MTA receives email through SMTP and routes each message to the mailbox server.7 Zimbra Collaboration Suite Appliance . The LDAP directory service is used for internal authentication. During ZCA installation. contacts. Functionality includes: • SMTP authentication • Attachment blocking • Relay host configuration Spell Service This is the spell checker service used for Zimbra Web Client (ZWC) to check the spelling when an email message is composed. LDAP Service LDAP directory services provides a centralized repository for information about users and devices that are authorized to use your network. the Zimbra MTA checks every two hours for any new anti-virus updates from ClamAV. Mailbox Service The mailbox service manages all accounts’ mailbox content.
you are directed to use this link by Zimbra support to help diagnose issues. • Settings. • Dashboard. In most cases.0. For more information about Hyperic HQ go to the following links: • For product description: http://www. used to manage server configuration and to create a policy for attachments received with email messages.7 13 . You should regularly monitor the disk capacity and when disks reach the 85% full threshold. the results are saved to a zip file that can be forwarded to support. Navigating the Administration Tab You manage all user and domain configuration tasks from the administration tab.Working in the Administration Console Stats Service This service maintains statistics about the operation of the application. A link to the Spring Source Hyperic HQ monitoring tool is available from the Status tab. used to manage the daily ZCA activity for accounts. you should plan to add additional disk space. Monitoring ZAP Servers You can set up a third-party monitoring tool to manage ZCA servers.com/support/systems-monitoringdoc Diagnostics Link The Diagnostics link is used for troubleshooting ZCA. When you run a diagnostics of ZCA. but is available for Zimbra support to troubleshoot issues.hyperic. Disk Space Usage The Status tab shows the amount of free storage space remaining on the disk. The storage space is used to save the content of users’ accounts. The console includes three tabs that make it easy to quickly find items in the console.hyperic. and utilization.com/products • For documentation: http://www. The information is not available for administrator’s review. Zimbra Collaboration Suite Appliance ZCA 6. performance. HQ's default metric collection provides real time monitoring of availability.
profiles. and resources. and profiles area. This tab includes tools for migrating and importing accounts.0.7 Zimbra Collaboration Suite Appliance . used to manage the Zimbra Appliance license and certificates. You can identify the type of account from the icon. To view each of these items in the Content pane. aliases. select the item from the menu on the right of the Find address. the Content pane shows all addresses in ZCS. 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.Administrator’s Guide • Advanced Tools. domains. When you view All addresses. domains. distribution lists. 14 ZCA 6.
aliases. This icon represents a resource location account.Working in the Administration Console This icon represents system accounts. Do not delete this account! This icon represent user accounts. Zimbra Collaboration Suite Appliance ZCA 6. profiles. domains. When you delete an account.0. • Create new accounts. System accounts include the spam filter accounts for junk mail. These are specific accounts used by ZCA. Do not delete these accounts! This icon represents the administrator account. aliases. Aliases do not count against your ZCA license. Distribution lists do not count against your ZCA license. distribution lists. This account counts against your ZCA license. This icon represents a resource equipment account.7 15 . Only one administrator account can be created. profiles. This icon represents a distribution list. and resources • Edit and delete the items you have created • Change passwords for accounts • View an accounts mailbox • View a list of account addresses. and resources Description of Items to Create From the New menu on the dashboard toolbar you can create the following items. distribution lists. From the dashboard you can manage the following items. (spam and ham) and GALsync account if you configure GAL for your domain. This type of account counts against your ZCA license account limit. This icon represents an alias account. the ZCA license account limit reflects the change. domains. Resource accounts do not count against your ZCA license.
In the Accounts folder. You can create new resources and set the scheduling policy for the resource. As a minimum. 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. configure GAL. Lists all distribution lists. Lists all aliases that have been created in user accounts. Working in the Settings Tab The Settings tab is used to manage general ZCA settings.Administrator’s Guide • Accounts.0. and configure the authentication mechanism to be used for that domain. the default profile is displayed. You can create. Lists location or equipment that can be scheduled for a meeting. setting options.7 Zimbra Collaboration Suite Appliance . • Domains. • Distribution Lists. You can create and manage domains. Lists the domain in the Zimbra Appliance environment. You can use the Move Alias feature from the toolbar to move an alias from one account to another. edit. Lists all accounts. you create and manage end-user accounts. • Aliases. Lists profiles that have been created. • Profile. passwords and aliases for an account. or delete profiles. • Resources. profiles. The tab includes the following items: • Zimbra License tab that shows ZCA license information 16 ZCA 6. You can create new distribution lists and add to or delete members from a distribution list.
The Proxy tab is configured if external calendar servers or social networking services are made available from user accounts.0. When you make changes to the network settings. • The Status tab displays the Zimbra Appliance network status. • 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. Zimbra Collaboration Suite Appliance ZCA 6. Updating ZCA The Update tab is used to check for ZCA updates and to install those updates when they become available.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.7 17 . netmask. DNS server address. including IP address. restart ZCA from the VMware VSphere console to make sure your changes take affect on all ZCA services. gateway. • The Address tab can be used to change the network addresses if you move the server to a new network. You can set specific addresses or you can select to obtain the configuration from DHCP server. and host name.
0.Administrator’s Guide 18 ZCA 6.7 Zimbra Collaboration Suite Appliance .
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 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. 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.0.7 19 . You can change this.
(An email loop is an infinite loop phenomenon.zip. scripts. 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. or used as a third-party anti-virus and anti-spam gateway. This is configured during the installation of ZCA. Important: Use caution when setting a relay host to prevent mail loops. 20 ZCA 6. you can configure rules to filter all attachments from email messages or attachments with a specific extension type. Setting the Maximum Size of Uploads to Briefcase If the Briefcase feature is enabled. • Maximum size of an uploaded file for Documents or Briefcase. an email loop is created. You can change this on the General Information tab. This setting is used to instruct the MTA to send all non-local mail to a different SMTP server. or email clients that generate automatic replies or responses. This is changed from the Settings>Attachments tab. If one such automatic response triggers another automatic response on the other side. This is the assumed domain name when users try to authenticate without providing a domain name as part of their login name. This is the default. Setting Up Relay MTA for External Delivery Setting this parameter is optional. 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. The default is 10 Mb.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide • Default domain name. This is the maximum size of a file that can be uploaded into Briefcase. This also used as the assumed domain name when only a user name but not the domain is provided.) Configuring Rules for Receiving Attachments to Email To help prevent potential viruses from being received. resulting from mail servers. such as . • Relay MTA for external delivery. If you set the default to 0. users can upload files up to 10240K in size to their accounts. The relay host name is the appliance MTA to Gateway host. there is no limit to the size of the upload.0.
This trial license is good for 60 days. the effective date. This license is encrypted with the number of Zimbra accounts (seats) you have purchased.Managing ZCA Configuration The Attachments tab can be configured as follows: • Block all attachments. You will need to purchase a Zimbra regular license in order to create accounts after the trial license expires. Zimbra Collaboration Suite Appliance ZCA 6. • Allow viewing attachments only in HTML. renew.7 21 . Extensions that are restricted here do not display even if you have selected Do not restrict viewing attachments. you must update the server with the new license information. or change the Zimbra license. When you installed ZCA. This option blocks all attachments types sent with email messages and can be set to prevent a virus outbreak from attachments. a trial license was automatically installed. If you do not want to send a notification to the recipient when messages are blocked. Attachment to an email message can be viewed either in HTML or the attachment can be viewed in the original format. you can disable this feature. Messages with those type of extensions attached are rejected and the sender and recipient are notified that the message was blocked. Use the Install License Wizard from the administration console’s Advanced Tools tab to upload and install a new license and to update an existing license. Managing the Zimbra License A Zimbra license is required in order to create accounts. and expiration date of the regular license. When you purchase. 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. Files attached to email messages can only be viewed in HTML. • Do not restrict viewing attachments. Users cannot view any attachments sent with their email messages.0.
When ZCA is installed. • A self-signed certificate is an identity certificate that is signed by its own creator. the self-signed certificate is automatically installed and can be used. number of accounts purchased. When the number of accounts created is equal to the number of accounts purchased. you will not be able to create new accounts. The default is 365 days. You must renew your license within 30 days of the expiration date. This is useful when you use a self-signed certificate and want to change the expiration date. Managing Your Self-Signed or Commercial Certificates You can view.7 Zimbra Collaboration Suite Appliance . You can use the Certificate Installation Wizard to generate a new selfsigned certificate.0. You can purchase additional accounts or you can delete existing accounts.Administrator’s Guide Current license information. Two types of certificates can be used. Certificates are used to certify that a site is owned by you. including license ID. self-signed and commercial certificates. • 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. issue date. 22 ZCA 6. a security alert is displayed and you will need to accept the warning to be able to log in. when you log on to the administration console a reminder notice is displayed. update. Starting 30 days before the license expires. but when you log in to the appliance administration console the first time. Self-signed certificates are normally used for testing. expiration date. A certificate is the digital identity used for secure communication between different hosts or clients and servers. and the number of accounts used can be viewed from the Advanced Tools>License tab. A self-signed certificate is automatically deployed when ZCA is installed. and install self-signed and commercial certificates from the administration console Advanced Tools tab.
Requesting a Commercial Certificate You can use the Zimbra Certificate Installation Wizard to generate the CSR that is sent to a commercial certificate authorizer and to install the commercially signed certificate when it has been authorized. To generate the CSR. They issue a digitally signed certificate. As you enter information about your company.0. such as VeriSign or GoDaddy. and when you receive the certificate.Managing ZCA Configuration To obtain a commercially signed certificate. and country. check this box.7 23 . you complete a form with details about the domain. and then generate a CSR with the RSA private key. before you generate the CSR you must know the following details: • Common Name (CN). you use the Certificates Wizard to install the certificate on ZCA. This is the exact domain name that should be used to access your Web site securely. You download the CSR from the Zimbra server and submit it to a CA. use the Zimbra Certificates Wizard to generate the RSA Private Key and Certificate Signing Request (CSR). company. An asterisk (*) is added to the Common Name field. 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. Zimbra Collaboration Suite Appliance ZCA 6. You save this file to your computer and submit it to your commercial certificate authorizer.
The city you want the certificate to display as your company location • Organization Name (O). when users log on to the accounts. 24 ZCA 6. The country you want the certificate to display as your company location • State/Province (ST).0. including validation days that shows when the certificate expires. The state/province you want the certificate to display as your company location • City (L).7 Zimbra Collaboration Suite Appliance . When SAN is used the domain name is compared with the common name and then to the SAN to find a match. You should renew your certificates before it expires. Viewing the SSL Certificate Tab The Advanced Tools>SSL Certificate tab displays the certificate information for the Zimbra services. The unit name (if applicable) Are you going to use Subject Alternative Name (SAN)? The input should be a valid domain name. You can create multiple SANs. a security alert warning is displayed. If a certificate expires. When the alternate name is entered here.Administrator’s Guide • Country Name (C). Your company name • Organization Unit (OU). the client ignores the common name and tries to match the server name to one of the SAN names.
internal.0. or both • Domain authentication mode. The following settings can be configured for your default domain or when you create a new domain. 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. 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. When you set up a domain.7 25 . either Internal LDAP server. When you select Domains from the Find address. Select the domain to edit from the list. External LDAP server or Active Directory. you can configure the following: • Global Address List (GAL) mode. Zimbra Collaboration Suite Appliance ZCA 6. A GAL sync account is created and the datasource for the Internal GAL is Zimbra.Managing ZCA Configuration Setting Up Domains One domain is identified during the installation process and additional domains can be added from the administration console. a list of domains is displayed. domains and profiles menu. commonly used in sharing • Free/Busy Interop settings for use with Microsoft Exchange • Zimlets that are available for the domain • Customize the domain skin The default domain configuration after ZCA installation is as follows: • The GAL mode is Internal. external LDAP.
If the majority of your uses are located in another time zone. this public service hostname is used instead of the ZCA server hostname and the ZCA service hostname. make sure that the user’s computer time zone and the Zimbra Web Client time zone are set to the same time. To make sure that the time is displayed the same in one or the other client. Users can change the time zone from their accounts’ Preferences>General folder. When users use the advanced Zimbra Web Client.com/home/username/ sharedfolder. 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. Public service hostname This is the host name to be used for REST URLs. This is commonly used when sharing within Zimbra Appliance.Administrator’s Guide Default time zone for the domain PST (Pacific time) is the time zone that is set at installation by default. This is the URL that is used when users share items such as calendars. Each domain can be configured with the public service host name to be used for REST URLs. 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. set that here. When you configure a pubic service hostname. Inbound SMTP Hostname If your MX records point to a spam-relay or any other external non-zimbra server.0. and Briefcase folders.domain. The URL displays as http://publicservicename.7 Zimbra Collaboration Suite Appliance . 26 ZCA 6. email folders.
Note: If an account has a different status setting than the domain setting. users cannot log in to check their email. This is sometimes referred to as the company directory or company “white pages. but email is still delivered to the accounts. If an account’s status setting is marked as maintenance or closed. The default setting is Internal mode. • Locked. the account’s status overrides the domain status setting. The Configure Gal wizard on the Domain toolbar is used to configure the authentication modes. • Maintenance.Managing ZCA Configuration Default Profile for the Domain The profile designated for the domain is automatically assigned to accounts created on the domain. Changing the status also can affect the status for accounts on the domain. users cannot log in. Zimbra Collaboration Suite Appliance ZCA 6. • Closed. The GAL mode setting for each domain determines where the GAL lookup is performed. The Zimbra LDAP server is used for directory lookups. you can assign another profile to the domain. their email is queued at the MTA.0. the account’s status overrides the domain status setting. Domain status can be set as follows : • Active. and accounts and distribution lists cannot be created. When the domain status is marked as maintenance.” ZCA uses the GAL to look up user addresses from within the company. the account’s status overrides the domain status setting. When the domain status is marked as suspended. If you create additional profiles. The GAL search options are as follows: • Internal. Users can log in and mail is delivered. login for accounts on the domain is disabled and messages are bounced. or modified. 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. Domain Status The domain status is active in the normal state. users cannot log in and their email is queued at the MTA. If an account’s status setting is marked as closed. If an account’s status setting is marked as closed. For the initial set up the default profile created during the installation is assigned to the domain. • Suspended. The closed status overrides an individual account’s status setting. When a domain status is marked as closed.7 27 . Active is the normal status for domains. When a domain status is marked as locked. the account status overrides the domain status. deleted. Accounts can be created and mail can be delivered. GAL is configured on a per-domain basis.
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. modified contact and deleted contact information. If the GALsync account is not available for some reason. When the GAL sync account syncs to the LDAP. but users also need to be able to sync to the GAL. You should not modify the GAL sync account address book directly. When the LDAP syncs the GAL to the account. Syncing the LDAP to the account gives users faster access to the GAL data and makes it easier for users to search the GAL. all GAL contacts from the LDAP are added to the GAL address book. you can configure different search settings and sync settings.Administrator’s Guide • External. The address book in these accounts is used to sync the LDAP server contact data. When you configure the external GAL mode.7 Zimbra Collaboration Suite Appliance . • Both. etc.). the traditional LDAP based search is run. GALsync accounts When an internal or external GAL is set up. 28 ZCA 6. mail routing. These accounts display in the administration console accounts list. changes you make to the address book are deleted. All other directory services use the Zimbra LDAP service (configuration. a GAL sync account is created for each LDAP data source. You can configure multiple external LDAP hosts for GAL. no additional configuration is required. you can configure GAL search and GAL sync separately. Internal and external directory servers are used for GAL lookups. Configuring GAL Search for Internal GAL When you select Internal. External directory servers are used for GAL lookups. Configuring GAL Search for External GALs When you configure an external GAL.0. the GAL sync account is updated with new contact.
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. If you use SSL.Managing ZCA Configuration External LDAP settings that need to be configured are the following: • LDAP URL and whether to use SSL. For LDAP. Zimbra Collaboration Suite offers the following three authentication mechanisms: • Internal. gn. • External LDAP. Enter the LDAP address. You can configure multiple external LDAP hosts so users can access GAL from the next available configured server when a GAL server is down. the autocomplete filter must be configured.). and then verifies that the entry matched is either a Zimbra account or distribution list. ( dc=server. Zimbra Collaboration Suite Appliance ZCA 6.0. If the filter you entered cannot be run using an anonymous bind. LDAP filter. To enable the ability to let users use the Autocomplete from GAL feature. 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. This is the default. For example. • LDAP filter. the default GAL filter setting is (|( cn=%s*)( sn=%s*)( gn=%s*)( mail=%s*)). 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 Internal authentication uses the Zimbra directory server for authentication on the domain. adAutoComplete is the default filter. To search within a specific part of your directory. The user name and password is the authentication information supplied in the bind operation to the directory server. • LDAP search base. enter a search base. and to use DN password to bind to the external server. You must configure the LDAP URL. no other configuration is required. etc. For AD. The filter defines the search rules used for directory searches. When you select Internal.7 29 . The following is an example of the filter string. • Autocomplete filter. The port is 389. The Configure Authentication wizard on the Domain toolbar is used to configure the authentication modes. dc=com). A search filter must be specified. • Use DN Password to bind to external server. The parameters in a filter you construct determine the thoroughness of a search. the port is 636.
The authentication method is set on a per-domain basis.7 Zimbra Collaboration Suite Appliance . the default port is 636. Enter the LDAP address. The user name and password is the authentication information supplied to the Active Directory server. On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. otherwise an authentication error is returned to the user. Example of the search filter is (mail=%u@mycompany. Internal The Internal authentication method assumes the Zimbra schema. The filter defines the search rules used for directory searches and tries to map the user name to one user on the external LDAP. You should ensure that the filter you enter results in a single entry being matched. The default is to use the internal method as the authentication mode. No additional configuration is necessary. If you use SSL. the connection is closed and the password is considered valid. If this bind succeeds.Administrator’s Guide • External Active Directory.0. You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS.com). You can configure multiple external LDAP hosts. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password. • LDAP filter. 30 ZCA 6. Check either to use SSL or StartTLS. You identify the Active Directory domain name and URL. The default port is 389.
Zimbra Collaboration Suite Appliance ZCA 6. the default port is 636. For example. You can configure multiple external active directory hosts. It would be entered as ( dc=server. • AD LDAP URL and whether to use SSL. users enter only their user name and password. You configure the following settings: • AD domain name. • Use DN/Password to bind to external server.company. The default port is 389. the authentication is completed against that domain. Virtual hosts are configured from the administration console Domains>Virtual Host tab. Users enter the virtual host name as the URL address. If you use SSL. The name of the domain for the active directory server.7 31 . https:// mail. Setting UP Virtual Hosts for Your Domain You can configure multiple virtual host names to host more than one domain name on the server. dc=com). The authentication request searches for a domain with that virtual host name.0.Managing ZCA Configuration • LDAP search base. When the virtual host is found. When the Zimbra login screen displays. The general domain configuration does not change. When you create a virtual host.com. Zimbra Web Client users can log in without having to specify the domain name as part of their user name. Enter the active directory LDAP address. then enter the DN/password for a service account on the external LDAP that has been granted access to the attributes required to do the search. The virtual host requires a valid DNS configuration with an A record. External Active Directory The external active directory (AD) authentication mechanism attempts to bind to the AD server using the supplied user name and password. users can login to their accounts without having to specify the domain name as part of their user name. enter a search base. If the filter you entered cannot be run using an anonymous bind. To search within a specific part of your directory.
32 ZCA 6.7 Zimbra Collaboration Suite Appliance . the following is required: • Either a single Active Directory (AD) must be in the system or the global catalog must be available.Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and. • Web interface to Exchange public folders needs to be available via IIS. 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. (http://server/public/) • ZCA users must be provisioned as a contact on the AD using the same administrative group for each mail domain. • The ZCA server must be able to access the HTTP(S) port of IIS on at least one of the Exchange servers. the Exchange systems must be set up as described in the Exchange Setup Requirements section. • The Exchange user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users. To set free/busy interoperability. This is required only for ZCA to Exchange free/busy replication. you can set up free/busy scheduling across the Exchange server and the ZCA server so that users can efficiently schedule meetings.0. Exchange 2003/2007 Setup Requirements For Exchange 2003. This is required only if there is Zimbra Appliance to Exchange free/busy replication. ZCA can query the free/busy schedules of users on Microsoft Exchange 2003/ 2007 servers. Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab.
• com_zimbra_url. Email addresses/names. Managing Zimlets on the Domain Pre-defined Zimlets that enhance the user’s experience from the Zimbra Web Client are included with ZCA. This sets up a mapping from the ZCA account to the corresponding object in the AD. This is the Web interface to the Exchange. Note: To find these settings on the Exchange server. Next go the each account’s Free/Busy Interop tab and configure the foreign principal for the account. • O and OU used in the legacyExchangeDN attribute.7 33 . • Microsoft Exchange User Name and Password. ou= . URL link to quickly go to the website specified in an email message. • Microsoft Exchange Authentication Scheme. either Basic or Form. Set at the global level this applies to all accounts talking to Exchange. The cn setting in the legacyExchangeDn attribute corresponds to the zimbraForeignPrincipal attribute. • com_zimbra_email. • Basic is authentication to Exchange via HTTP basic authentication. Dates or time in the message to see their calendar schedule for that date or time. you can run the Exchange ADSI Edit tool and search the legacyExchangeDN attribute for the o= . to see contact information from the address book for this name. These are used to authenticate against the Exchange server on REST and WebDAV interfaces. This is the name of the account in AD and password that has access to the public folders. • Form is authentication to Exchange as HTML form based authentication.Managing ZCA Configuration • Microsoft Exchange Server URL. The following are included: • com_zimbra_date. and cn= settings.0. Zimbra Collaboration Suite Appliance ZCA 6.
Phone numbers to quickly place a call. You can change the base colors of themes for a domain from the administration console. 34 ZCA 6. Note: This feature does not work with Internet Explorer. Check the Zimlets that should be enabled for the domain. to add a textual portrayal of different facial expressions to their messages. • com_zimbra_ dnd.Administrator’s Guide • com_zimbra_phone. The emoticons are available from a link on the compose toolbar. Users can control the Zimlets they use from the ZWC Preferences>Zimlet page. • Foreground color of the themes. select mandatory. The default text color is black. Drag and Drop files on to their email message. Customizing Themes for Domains The Zimbra Web Client includes multiple themes that users can select as the appearance of their mailbox. The text color usually does not need to be changed. All Zimlets that are deployed are displayed in the Domain>Zimlets tab.0. Emotiocons. VOIP software. If a Zimlet should not be turned off from ZWC. • com_zimbra_ymemotiocons. The foreground color is the text color displayed.7 Zimbra Collaboration Suite Appliance . such as Skype or Cisco VOIP phones must be installed on the user’s computer.
In the following image. In the following image. Zimbra Collaboration Suite Appliance ZCA 6. have been designed with graphics or color codes that are not changed when you change the base color. This color is the background on the page. the background color displays with the logo. • Selection color of the themes. tabs. in this example. selection headers in the Navigation pane. Note: A number of Zimbra themes are included with Zimbra Appliance.7 35 . the selected tab. such as a message. such as Lemongrass. the clicked item from a right-click or other drop-down menu selection.Managing ZCA Configuration • Background color of the themes. You may want to disable those themes from user’s Theme preferences selection.0. and the toolbar are displayed in the secondary color. the variant of the background color displays in the login area. The secondary color is the color used for the toolbar. The selection color is the color displayed for a selected item. Waves and Yahoo. Some of these themes. Mail. • Secondary color of the themes. The primary background color displayed in the client. Variants of the color are used for buttons. Hot Rod. and for a selected tab. and selection highlight. background color of the Content and Navigation panes.
Administrator’s Guide 36 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .
Each account is assigned a profile. Setting Up Profiles Profiles define which features are enabled for an account. You can create a profile from the New link on the administration console dashboard. creating different profiles based on user requirements makes it easy to give users the feature sets they need. create another profile that enables the features and Zimbra Mobile and assign this profile to users who can access to this feature. a new profile tab opens. Zimbra Collaboration Suite Appliance ZCA 6. Click New and select Profile. For example. Note: Mailbox features are enabled for the Zimbra Web Client users.0. users may not have these features available. A default profile is automatically created during the installation of ZCA and you can create additional profiles. In an environment that includes users with different email and collaboration requirements. the default profile does not enable mobile sync. You might not want to turn this on for all of your users. When you change a profile.7 37 . When IMAP or POP clients are used. Configuring profiles and assigning a profile to accounts lets you configure the features for accounts. which allows users to sync their smart phones with their accounts.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. accounts assigned that profile reflect the change. In that case.
Note: If you delete a profile that accounts are currently assigned. This tab lists all features that can be enabled for user accounts. This is a good option if most users on the domain should have the same features enabled. This tab is used to set up account quota. 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. and email retention policies.0. • Email 38 ZCA 6. See Chapter 13. • Features. • Advanced. If the domain does not have a profile defined. login. On this tab you define the profile’s display name and you can describe the profile in any way you want. the default profile is automatically assigned when an account is created. Domain Profiles When you create a new domain or edit an existing one. you can select the profile that is automatically assigned to users created on that domain. the accounts are automatically assigned the default profile. Managing Zimbra Mobile for information about this feature. and set password. The features are described in this chapter.Administrator’s Guide A profile consists of the following configuration tabs: • General Information. This tab enables the Zimbra Mobile sync feature. • Zimbra Mobile.7 Zimbra Collaboration Suite Appliance .
you can remove the check from Preferences in the profile. This is enabled by default in the profile. and more. user-defined filters. mail sorted by conversations. Many of these features can be managed by users from their account Preferences tab when they log on to the Zimbra Web Client. tags. If this feature is enabled. user-defined folders. You configure which email messaging features are enabled. Email messaging Zimbra Appliance email messaging is a full-featured email application that includes advanced message search capabilities. Messages can be displayed grouped into conversations or as a message list. Features tab. Conversations group messages by subject. Users can change the default from the Mail toolbar.7 39 . Mail Features Mail Conversations Description Enables the email application. conversation view is the default. View link. Zimbra Collaboration Suite Appliance ZCA 6. They can specify their default font settings for HTML compose in their account Preferences tab. If you do not want users to be able to change their account preferences.0.Customizing Profiles and Setting Up Mail Policy Rules • Address books • Calendar • Tasks • Briefcase • Preferences These features can be enabled in the profile. HTML compose Users can compose email messages with an HTML editor. The default is to let users manage their preferences.
Administrator’s Guide Allow the user to specify a forwarding address Users can create a forwarding address for their mail. Users can save a search that they have previously executed or built. They can turn this feature on or off and designate an address from their account Preferences tab. size. When Persona is enabled.7 Zimbra Collaboration Suite Appliance . Advanced search Allows users to build a complex search by date. domain. regardless of how many messages that person sends to the address during that week. 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. 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. status. This is commonly used as a vacation message. By default a message is sent to each recipient only once every seven days.0. New mail notification Allows users the option to specify an address where to be notified of new mail to their ZWC account. In the account configuration. A copy of each message sent to the account is immediately forwarded to the designated forwarding address. Users can also set the start and stop dates for the out of office message. This is the information that the user uses as the From address. Users can change the information from their account Preferences tab. users can create additional account names to manage different roles. sender address and recipient address is sent to the address. attachment. Persona The name and address configured for the account creates the primary account persona. 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. Out of office reply Users can create an email message that automatically replies to incoming messages. tags. you can also specify forwarding addresses that are hidden from the user. and folders. Saved searches 40 ZCA 6.
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. Users can turn this feature on or off from their Preferences tab. Users can set these up from their Preferences tab. to access their mailbox using the IMAP protocol.0.Customizing Profiles and Setting Up Mail Policy Rules Initial search preference The initial search folder is Inbox. users can select another folder as the default search folder that is automatically searched from the search field. users can create a spam white list from the Preferences Mail folder to identify email addresses that should not be marked as spam. Users can set up to retrieve their IMAP accounts’ email messages directly from their ZWC account. They can add the external account address to their account settings. ZCA 6. You can create an alias for the account. users enter a few letters in their compose header and names listed in the GAL are displayed. When Initial search preference is enabled.7 41 IMAP access Zimbra Collaboration Suite Appliance . Users can use third party mail applications. and Documents pages. To avoid having mail incorrectly marked as junk. They can add the external account address to their account settings. An email alias is an email address that redirects all mail to a specified mail account. When an incoming email message matches the conditions of a filter rule. Users can also choose whether to delete the messages on the server after they are downloaded. Users can set these up from their Preferences Accounts tab. the corresponding actions associated with that rule are applied. Note: Spam check on a received message is completed before users’ mail filters are run. such as Thunderbird or Outlook. Users can set up to retrieve their POP accounts’ email messages directly from their ZWC account. Users set up these rules from their account Preferences tab. Users can access the company directory to find names for their email messages. An alias is not an email account. Messages identified as spam are moved to the Junk folder. Users can define a set of rules and corresponding actions to apply to incoming mail and calendar appointments. When this is enabled. contacts. Users cannot change this.
to access their mailbox using the POP protocol. highlight the Mail tab when a message arrives. the messages and attachments are saved on the Zimbra server. address books.0. • Whether to save copies of outbound messages to the Sent folder. • Preferences for how messages that are replied to or forwarded are composed. the Preference. 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. including email messages and attachments. Check for new mail every. etc. • Which folder should be searched first when running a search. such as Thunderbird or Outlook. • Set the display language for ZWC. The default maximum number of white list and black list addresses is 100 on each list. When they retrieve their POP email messages. in minutes. • Whether to view mail as HTML for messages that include HTML or to view messages as plain text.. Import/ Export folder can be used to export a user’s account data. contacts. users can select the locale that is different from the browser language settings. • Whether to compose messages in a separate window. This data can be saved to their computer or other location as a backup. Users can modify the following mail preferences from their Preferences Signatures tab. calendars. If more than one language locale is installed on Zimbra Appliance.Administrator’s Guide POP3 access Users can use third party mail applications. and flash the browser. Important: To allow users to share their mailbox folders. and Briefcase folders. Alerts can be set up to play a sound. tasks.. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore 42 ZCA 6. calendar. • Whether to automatically append a signature to outgoing messages. • Whether to send a read receipt when it is requested. Import/Export Folder In the advanced Web Client. that the Web Client checks for new messages. Users can modify the following mail preferences from their account Preferences Mail tab. enable Sharing in the Features tab. • Set or change email message alerts.7 Zimbra Collaboration Suite Appliance . • Whether to save a local copy of a message that is forwarded or to have it deleted from their mailbox.
When they run the export command. By default. Zimbra Collaboration Suite Appliance ZCA 6. • Enable auto adding of contacts to automatically add contacts to their Emailed Contact list when they send an email to a new address. By default. They can subscribe to external calendars and view their calendar information from Zimbra Web Client. The files must be . share calendars with others.Customizing Profiles and Setting Up Mail Policy Rules the user’s account. two contact lists folders are in the Address Book. enable Sharing in the Features tab. Users can import other contact lists into their Address Book and can export their address books as well. enable Sharing on the Features tab. You can turn the Import/Export feature off from the profile. the data are copied. This is done from the Preferences Import/Export folder Calendar Zimbra Calendar lets users schedule appointments and meetings.7 43 .0. and Documents notebooks. address books. Users can modify the following Address Book preferences from their account Preferences Address Book tab. calendars. Important: To allow users to share their address books. Address Book Zimbra Address Book allows users to create multiple contact lists and add contact names automatically when mail is received or sent. create multiple calendars. not removed from the user’s account. Feature Name Address Book Description Users can create their own personal contacts lists. and delegate manager access to their calendars. They can also use search for appointments in their calendars. Important: To allow users to share their calendars. establish recurring activities. a Contacts list and an Emailed Contacts list are created in Address Book. Users can import contacts into their Address Book. and Documents notebooks.csv files.
When this option is enabled. If popup notification is selected. The mini-calendar automatically displays in the Calendar view. list. and popup notification. 7-day week. • Calendar view they want to see by default. 44 ZCA 6. and more. the QuickAdd dialog displays when users double-click or drag on the calendar. flash the browser title. giving them the opportunity to change time zones while making appointments. When they select this subject. • Set permissions for free/busy and who can invite the user to a meeting. or schedule. the user must have Yahoo! BrowserPlus™ installed. This is done from the Preferences Import/Export folder. • Use the QuickAdd dialog to create appointments from the calendar view. Filtering Calendar Messages Users can set up mail filter rules that act on calendar-related messages. day.0.Administrator’s Guide Feature Name Calendar Description A calendar and scheduling tool to let users maintain their calendar. schedule meetings. The filter subject is Calendar Invite. When Group Calendar is not checked. • Users can import and export their appointments in the standard iCalendar (. month. • First day of the week to display in the calendar. • View calendars as a nested group within different folders.7 Zimbra Collaboration Suite Appliance . Other User Calendar Preferences Users can modify the following calendar preferences from their account Preferences Calendar folder. • Display the mini-navigation calendar in the Mail view. create multiple personal calendars. • Number of minutes before an appointment to be reminded and select how to be notified: sound. The Find Attendees. Group Calendar Setting Remote Calendar Automatic Update Interval Remote calendars are automatically updated every 12 hours by default. the only Calendar feature is the ability to create personal appointments and accept invitations to meetings. delegate access to their calendar. • Time-zone list in their appointment dialog.ics) format. Schedule and Find Resources tabs are not displayed. work week. messages that are marked as invites are run through the filter.
Feature Name Tasks Description Users can create and organize tasks from the Zimbra Web Client. • Be notified of changes made to an appointment by a delegated access grantee. • Enable the ability to automatically add invites with PUBLISH method. Briefcase Zimbra Briefcase lets users upload files from their computer to their Zimbra Web Client account.7 45 .0. • Forward calendar invitation to specific addresses. enable Sharing in the Features tab. Important: To allow users to share their task lists. organize files into different Briefcase folders. send the file in an email. 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. groups. They can open the file if the application is available on the computer. and the public. Feature Name Briefcase Description Users can upload files to their Zimbra Web Client account. These files can be accessed whenever they log into the advanced Zimbra Web Client.Customizing Profiles and Setting Up Mail Policy Rules • Set the preference to use the iCal delegation model for shared calendars for CalDav interface. 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. Tasks Zimbra Tasks lets users create to-do lists and manage tasks through to completion. 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. Task lists can be shared with individuals.
When a new shared folder is published. Administrators manage the shares from the DL’s Shares tab. New members added to the distribution list can be automatically notified about items that are shared with them. They can accept the shared item from their ZWC Preferences>Sharing tab. When the administrator is notified. users can share any of their folders. They cannot change the default configuration for features that are set up for their accounts. You can disable preferences and the Preferences tab does not display in users’ mailboxes. They can share with internal users who can be given complete manager access to the folder. When internal users share a mail folder.7 Zimbra Collaboration Suite Appliance . over-the-air synchronization of email. existing members of the DL are automatically notified of the new shared item. 46 ZCA 6. the share privileges associated with the DL are revoked. calendars. Zimbra Mobile Zimbra Mobile is an optional component that enables two-way. Managing Shared Items using Distribution Lists When distribution lists are used to manage shared items. Users can manage their shared folders from their ZWC Preferences Sharing folder. All members of the list have the same share privileges that the grantee defined for the shared folder.0. task lists. In this folder users see a list of folders that have been shared with them and folders that they have shared with others. a copy of the shared folder is put in the grantee’s folder list on the Overview pane. and the public access so that anyone who has the URL can view the content of the folder. and Briefcase folders.Administrator’s Guide Enabling Sharing When the Sharing feature is enabled. Users must notify the administrator that they have shared a folder with the distribution list. and contacts data between mobile devices and the Zimbra server. members of the distribution list are automatically granted rights to the shared item. calendar. When a member is removed from the distribution list. address books. external guests that must use a password to view the folder content. Disabling Preferences Preferences is enabled by default in profiles. Users specify the type of access permissions to give the grantee. 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. including their mail folders.
login. Important: If Microsoft Active Directory (AD) is used for user authentication. The quota includes email messages. When this is enabled. all email messages are rejected and users cannot add files to their account. calendar. The AD password policy is not managed by Zimbra. you must disable the Change Password feature in their profile. Calendar meeting information. Configuring Advanced Tap Options The profiles Advanced tab lets you set account quotas and password. a quota warning message is sent to the user. 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. task lists. and email retention policies. The percentage threshold for quota notification can be configured. The Address Book size limit field sets the maximum number of contacts a user can have across all of their address books. Setting Account Quotas You can specify mailbox quotas and the number of contacts allowed for accounts. When this threshold is reached. When the quota is reached. Setting Password Policy If internal authentication is configured for the domain. Zimbra Collaboration Suite Appliance ZCA 6. The default mobile device policy is also enabled. you can configure ZCA to require users to create strong passwords.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. If you set the quota to 0.0.7 47 . and files in Briefcase. users cannot add new contacts. Users can be notified that their mailboxes are nearing their quota. The quota percentage can be set and the warning message text can be modified in the Advanced tab settings for the profile. Account quota is the amount of space in megabytes that an account can use. accounts do not have a quota. The password settings that can be configured are listed below. When the number is reached. Select Password locked from the Advanced tab Password section. and contacts for users of selected mobile phones.
This means the account is never locked out. 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. the “failed login lockout” feature is enabled and you can configure the following settings. 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.0.7 Zimbra Collaboration Suite Appliance .9 Number of unique new passwords that a user must create before he can reuse an old password. #.Z Lower case a . $. If this is set to 0. for example !. They must change it when the maximum password age is reached. Users cannot change their passwords. Users can change their passwords at any time between the minimum and maximum set. % Base 10 digits 0 . 48 ZCA 6.z Non-alphanumeric.Administrator’s Guide Feature Name Minimum/Maximum password length Minimum / Maximum password age Description This specifies the required length of a password. The default minimum length is 6 characters. The number of failed login attempts before the account is locked out. The default maximum length is 64 characters.This should be set if authentication is external. Configuring a minimum and maximum password age sets the password expiration date. Configuring the next settings will require users to create more complex passwords. an unlimited number of failed log in attempts is allowed. The default is 10 attempts. 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 .
such as viewing contents of a folder or clicking a button. or days after which the number of consecutive failed login attempts is cleared from the log. the user can continue attempts to authenticate. Activity includes any clickable mouse action. minutes. Zimbra Collaboration Suite Appliance ZCA 6. The duration of time in seconds. no matter how many consecutive failed login attempts have occurred. Setting Email Retention Policy The email retention policy for email. the account is locked out until the correct password is entered. or the administrator manually changes the account status and creates a new password. You can manually expire a user’s web client session from the administration console Expire Sessions link. trashed and spam messages is set in the profile.Customizing Profiles and Setting Up Mail Policy Rules Time to lockout the account The amount of time in seconds.0. if no activity occurs. . email messages are not deleted. Feature Name Session idle lifetime Description Session idle lifetime sets how long a user session remains active. The minimum configuration for email message lifetime is 30 days. minutes. hours. hours. The default is 0. The default is 1 hour.7 49 . The default is 0.This forces the current session of the account to expire immediately. If this is set to 0. or days the account is locked out. The default is 2 days. 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. Feature Name Email message lifetime Description Number of days a message can remain in any folder before it is automatically purged. When the message purge function runs is set by the message purge command.
If you do not want users to the import/export capability. The default ZWC for login is the advanced Zimbra Web Client. Users can select which client to use when they log in. From the browser the enter the URL you provide along with their password to log in.0. The data are not removed from their accounts. users are automatically redirected to the standard Zimbra Web Client. However. Any of these files can be imported into their account from the same tab. if ZWC detects the screen resolution to be 800 x 600. The default is 30 days. Individual contacts are saved as . contacts. address book and task functionality. unless they use the menu on the login screen to change to the standard version. they view the advanced Zimbra Web Client.ics files.csv files. and Briefcase folders. Features Tab. including mail.Administrator’s Guide Trashed message lifetime Spam message lifetime Number of days a message remains in the Trash folder before it is automatically purged. • Advanced Web Client includes Ajax capability and offers a full set of Web collaboration features. The account data is saved as a tar-gzipped (tgz) archive file so that it can be easily imported to restore their account. When users log in. ZCA offers a standard and an advanced Zimbra Web Client that users can log in to. • 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 still choose the advanced ZWC but get a warning message suggesting the use of the standard ZWC for better screen view. The exported account data file can be viewed with an archive program such as WinRAR archiver. and individual calendar files are saved as . 50 ZCA 6. About Zimbra Web Client Zimbra Web Client (ZWC) is a full-featured messaging and collaboration application that users can access from any web browser. Both web clients include mail. This web client works best with newer browsers and fast internet connections. including Briefcase and the ability to export your account information. Number of days a message can remain in the Junk folder before it is automatically purged. Other Account Configuration Preferences Preferences Import/Export. you can disable the feature from the profile.7 Zimbra Collaboration Suite Appliance . The default is 30 days. tasks. Users can change the default version in their preferences. calendar. calendar. They can export specific items in their account and save the data to their computer or other location. General Features Section. The Import/Export tab found under the user’s Preference tab lets users export all of their account data.
Important: If Microsoft Active Directory (AD) is used for user authentication. 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.7 51 . 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. if the password is known. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. Zimbra Collaboration Suite Appliance ZCA 6.0. When you import accounts.Chapter 5 Creating Accounts on ZCA New accounts are created from the administration console of Zimbra Collaboration Suite Appliance (ZCA) in any of the following methods: • Use the New Account Wizard to create one account at a time • Use the Import Wizard to import account information from an external directory server (either LDAP or Active Directory) to provision multiple accounts at once. Customizing Profiles and Setting Up Mail Policy Rules.csv or . The AD password policy is not managed by Zimbra. • Are passwords required and can users change their password? Password Options When you provision accounts. you must disable the Change Password feature in their Profile. it can be added as part of the . Passwords can be from 6 to 64 characters and do not have an expiration date. • 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.xml file and is set when the account is provisioned.
The only information needed to create an account is the account name and the last name. including phone number. and last name. • Profile to be assigned which enables features for the account. The default profile is automatically selected if you do not select a profile.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide Creating User Accounts When you create user accounts. and address. This is the friendly name. company name. This is the name used in the email address. not the email address. When you select New>Account from the dashboard toolbar. Creating a Single Account You create one account at a time from the administration console dashboard. middle. • Aliases to be used. and password. Each account is assigned a profile that defines features for the account. • Display name that appears in the user’s messages. the mailbox is created on the domain and a directory account is created on the LDAP server. • Users first. The account information that can be configured includes: • Account name. • Password to be used. 52 ZCA 6.0. the New Account Wizard opens and steps you through the information needed to create an account. • Contact information.
If you want to make sure users change a password that you create. 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 an account sets up the appropriate entries on the Zimbra LDAP directory server. Managing the Import Process 1. Zimbra Collaboration Suite Appliance ZCA 6.csv format with a list of new accounts. From the administration console. In addition. you can enter how many records to fetch for this import.7 53 . make sure you download the list of provisioned accounts as this will list the passwords for each account.Creating Accounts on ZCA • Enable Forwarding to allow users to specify forwarding addresses from their mailbox. either Active Directory or an LDAP server. Advanced Tools. Download this file for future reference. You can configure the wizard to generate a random password for each account or use one password for all accounts and require users to change their passwords the first time they login. When this is complete. By choosing the download option. The wizard downloads account information from your directory and creates the accounts on ZCA. you can enable Must Change Password for the account. If you add contact information about the account and use the internal GAL. that information is available in the LDAP directory. If you choose to generate random passwords for each account. You enter details for connecting to your AD or LDAP server. click Import Accounts. Choose a secure location to store it as it may contain password information for all of your users.0. the wizard generates a report in a . The wizard guides you through importing accounts from an external directory. When the end-user logs in for the first time or when an email is delivered to the user’s account. The import wizard configuration details include: • Generating passwords for the accounts. • Setting up the LDAP directory connection. the mailbox is created on the mailbox server. Users must change their password the first time they log on to their accounts. the file is removed from the server.
Administrator’s Guide 2. • Length of generated password. On the Bulk provisioning options dialog. If the wizard generates random passwords for each account. select whether to import accounts from Active Directory or from another LDAP directory. the domain is automatically created.7 Zimbra Collaboration Suite Appliance . The password can be from 6 to 64 characters. 6. so that when an account is imported and the domain they were on is not created on ZCA. The following options can be set: Set either • Generate a random password for each account. On the Overview dialog. enter the details for connecting to your Active Directory or other LDAP server. 3.0. You need to give the password information to each user. The default is 0. or • Use the same password for all new accounts. Enable Automatically create missing domains. • Check Require users to change the password after first login. The default is 8 characters.csv file that is created as this file lists the passwords that were created. 5. makes it easy to import accounts from specific domain that have been precreated on the Zimbra Appliance. On the Directory connection dialog. 4. Disabling this option. which means that no limits are set. Enter the maximum accounts to import at one time. If you do not enable Automatically create missing domains. you must download the . 54 ZCA 6. set the password configuration option you want to use and click Next. accounts from domains that do not exist on ZCA are not created.
but you can change this • Use Security.example.com • By default the port is 3268. You can change the filter. After you complete this dialog. click Next. • LDAP search base is used to configure what subsection of the LDAP forest to search. postal and phone information if it is available. The filter in the field (objectClass=organizationalPerson). In this field enter the LDAP search filter to run. last names. 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.7 55 .0. Here you can define search criteria to collect the type of account information you want to import. individual first. Check SSL if this is used • Bind DN and bind password • LDAP filter. is set to gather account information. This dialog also shows the import options you configured. including email address.Creating Accounts on ZCA Enter the following information about the AD or LDAP server: • For Server Name. middle. the LDAP URL is entered as ldap:// ldapdirectory. Zimbra Collaboration Suite Appliance ZCA 6.
56 ZCA 6. Choose a secure location to store it as it may contain password information for all of your users.csv file that lists the created accounts and their password. The accounts are imported to ZCA.csv file is created with the list of all provisioned accounts.7 Zimbra Collaboration Suite Appliance . the file is removed from the server. you will not be able to access it again. a Provision Accounts dialog shows the number of accounts imported and number of accounts that failed to be imported. 8. A .0.Administrator’s Guide 7. Download this file for future reference. Download the . When the import is complete. By choosing the download option. Click Next. This list includes the password information for each account. Note if you choose not to downlaod the file now.
the folder hierarchy is maintained. identify the MAPI profile to use to log into the Exchange server.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages. Before you begin. • Step 2. 2. click Next. You enter this MAPI profile information in Step 4. 3.xml file data. From the ZCA administration console Advanced Tools tab. click Migration Wizard. When you select the one-step option.0. • Step 1. Advanced Tools. Zimbra Collaboration Suite Appliance ZCA 6. Migrating accounts to the Zimbra Appliance is a two step process. and task lists from an existing Microsoft Exchange server to ZCA. This information is used to create an . In the Migration options dialog.xml file from the data on the Active Directory. after the . contacts. create an xml file with the migrating accounts data.xml file is created. run the Migration Wizard and configure the migration options and Active Directory log on information. On the Overview dialog. run the ZCS Migration Wizard for Exchange one-step migration option using the . When the user’s files are migrated. the ZCS Migration Wizard creates the accounts and import the accounts content based in the . select the migration options.7 57 . From the administration console. Creating the XML file 1.xml file. calendars.
• Ignore invalid SSL certificate is checked by default. • Select the items to import the accounts: email messages. and calendars. • Select whether to import items from the account’s Trash folder (deleted items) or Junk folder. 4.Administrator’s Guide Set either • Generate a random password for each account. The password can be from 6 to 64 characters. you must download the .0. You need to give the password information to each user. • If some accounts were migrated before. select Ignore previously imported emails so accounts do not have duplicate email messages. • Check Require users to change the password after first login. Uncheck this box if the accounts were already created on ZCA. the ZCS Migration Wizard for Exchange fails to migrate the accounts because the server certificate is not valid. On the Mail server information dialog configure the ZCA server and Microsoft Exchange information needed to log in to each server. The default is 8 characters. address book contacts. If this is not checked and you do not have a commercial certifcate installed before you migrate accounts. tasks.xml element for provisioning the account.7 Zimbra Collaboration Suite Appliance .csv file that is created as this file lists the passwords that were created. If the wizard generates random passwords for each account. • Create user accounts in ZCA is checked to enable the account . 58 ZCA 6. • Length of generated password. or • Use the same password for all new accounts.
Check SSL if this is used • Bind DN and bind password • LDAP filter. This domain should be created on ZCA. MAPI server name is the name of the name of the Microsoft Exchange server from which data is collected. enter the following information. In this field enter the LDAP search filter to run.com • By default the port is 3268.example. is set to Zimbra Collaboration Suite Appliance ZCA 6. • • • Mapi profile name.Creating Accounts on ZCA • In the Target domain field enter the domain name where accounts are migrated to. 5. The LDAP URL is entered as ldap:// ldapdirectory. The filter in the field (objectClass=organizationalPerson). Here you can define search criteria to collect the type of account information you want to import.7 59 . • The ZCA administrator account is automatically configured. This is the MAPI profile you create for use with the Zimbra Migration Wizard to conduct the migration. but you can change this • Use Security. The default is 0.0. • Enter the maximum accounts to import at one time. On the Active Directory information dialog. • Enter the MAPI profile that is used to connect to the Microsoft Exchange server. Enter the password for this account. which means that no limits are set. Enter the MAPI logon user DN Click Next. • Server Name.
6. 60 ZCA 6. The Review migration options dialog shows the migration options you have configured. click Previous. the .7 Zimbra Collaboration Suite Appliance .xml file is created. If you need to fix any of the options. If the information is correct. postal and phone information if it is available. After you complete this dialog. You can change the filter. click Next. including email address. The migration wizard connects to the Exchange server. click Next.Administrator’s Guide gather account information. When you click Next. middle. • LDAP search base is used to configure what subsection of the LDAP forest to search. individual first.0. last names.
Creating Accounts on ZCA 7. Click Download MS Exchange migration utility to download the ZCS Migration Wizard for Exchange executable file. 8. Choose a secure location to store it as it may contain password information for all of your users. 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. Click Download XML file for MS Exchange migration utility and save the file to a folder on the computer. The accounts are now created on ZCA. When the migration is complete. Users can now log on to their ZCA accounts. When you open the migration wizard. When you click Next. Zimbra Collaboration Suite Appliance ZCA 6. the migration begins and a progress bar is displayed. Using ZCS Migration Wizard to Create Accounts and Import Content You can run the ZCS Migration Wizard for Exchange executable file at any time. you will not be able to access it again.xml file created on ZCA. Note if you choose not to download the file now. By choosing the download option. the file is removed from the server. Note: See the Migrating from Microsoft Exchange to ZCS Guide for detailed information about the Wizard. the Import Completed dialog displays.7 61 . Select One Step Migration and browse to the .0.
Administrator’s Guide 62 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .
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. The user must be told the new password.Chapter 6 Managing Accounts. domains. Resources and Distribution Lists The administration console dashboard is used to manage accounts. resources and distribution lists. and view which lists the account is on • Create and change alias addresses • View an account’s mailbox • Change an account’s status and delete accounts • Reindex a mailbox To see a list of accounts.7 63 . See the ZCA administration console Help for information about how to perform these tasks from the administration console. you can quickly change an account's password from the administration console Account toolbar. select Accounts from the Find address.0. Passwords can be from 6 to 64 characters and do not have an expiration date. Changing Passwords If you use internal authentication. Zimbra Collaboration Suite Appliance ZCA 6. and profiles menu.
• Locked. and tags. login is disabled. but mail is still delivered to the account. the user cannot log in.Administrator’s Guide View an Account’s Mailbox View Mail in the Accounts toolbar lets you view the selected account’s mailbox content. When you are in an account. calendar entries. When a mailbox status is set to maintenance. When a mailbox status is locked. including all folders. Active is the normal status for a mailbox account. If a user reports an issue performing text searches or a message is logged in the mailbob. searches may not find all results. Each mailbox has an index file associated with it.log warning of a possible corrupt index. Mail is delivered and users can log into the client interface. This index file is required to retrieve search results from the mailbox.7 Zimbra Collaboration Suite Appliance . • Maintenance. the login is disabled and messages are bounced.0. Any View Mail action to access an account is logged to the audit.log file. • Pending. The following account status can be set for an account: • Active. 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. • Closed. depending on the number of messages in the mailbox. importing. you can reindex the mailbox to recreate the mailbox’s index file. An account can be set to maintenance mode for backing up. When a mailbox status is closed. This status is used to soft-delete an account before deleting the account from the server. but because searches cannot return results for messages that are not indexed. The login is disabled and messages are bounced. Pending is a status that can be assigned when a new account is created and not yet ready to become active. A closed account does not change the account license. and mail addressed to the account is queued at the MTA. Changing an Account’s Status Account status determines whether a user can log in and receive mail. 64 ZCA 6. Users can still access their mailbox while reindexing is running. or restoring the mailbox. 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. 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. Reindexing a Mailbox Mail messages and attachments are automatically indexed before messages are deposited in a mailbox.
When a Zimbra user’s email address is added to a distribution list. existing members of the list are automatically notified of the new share. To see a list of distribution lists. Using Distribution Lists for Group Sharing Instead of creating individual share requests. change. This is done in the Shares tab. the account and all the content is deleted. Important: System accounts designated with the icon and the administrator icon should never be deleted. The login is disabled and messages are bounced. or delete distribution lists. This removes the account from the server. change the account status to Closed. and changes the number of accounts used against your license. the individual recipient addresses cannot be viewed. but the content of the account is still available. the distribution list is automatically removed from the Member Of tab. Only administrators can create. and profiles menu. the user’s account Member Of tab is updated with the list name. they are sending the message to everyone whose address is included in the list. If you are not sure that is what you want to do. The maximum number of members in a distribution list is 1000 recipients. When a new shared item is published. When you delete an account. The Hide in GAL check box can be enabled to create distribution lists that do not display in the GAL. distribution lists can be created to share items with a group. domains.7 65 . You can use this feature to limit the exposure of the distribution list to only those that know the address. but the message is not sent to more than 1000 recipients. Managing Distribution Lists A distribution list is a group of email addresses contained in a list with a common email address. Users notify the administrator that they have shared an item with the distribution list and the administrator publishes the shared item to the list. Resources and Distribution Lists Deleting an Account You can delete accounts from the administration console. deletes the message store. When users send to a distribution list. 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. Senders do not receive an error when they send a message to a distribution list with more than 1000 members.0. The 1000 recipients include addresses in distribution lists that are nested within a distribution list. The address line displays the distribution list address. When a distribution list is deleted or the removed. Zimbra Collaboration Suite Appliance ZCA 6.Managing Accounts.
Managing Resources A resource is a location or equipment that can be scheduled for a meeting. domains. Each account can have unlimited numbers of aliases.7 Zimbra Collaboration Suite Appliance . To see a list of aliases. User accounts with the calendar feature can select these resources for their meetings.0. their share privileges are revoked. Managing Aliases An email alias is an email address that redirects all mail to a specified mail account. Administrators do not need to monitor these mailboxes on a regular basis. Create Distribution List Aliases A distribution list can have an alias. move the alias from one account to another. You can set up the Share tab so that new members are automatically notified about items that are shared with them through the list. and delete the alias. domains. From Aliases you can quickly view the account information for a specific alias. The resource accounts automatically accept or reject invitations based on availability.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. A Resource Wizard on the administration console guides you through the resource configuration. This is set up from the administration console. select Aliases from the Find address. Each meeting room location and other non-location specific resources such as AV equipment is set up as a resource account. and profiles menu. When members are removed from the group distribution list. and profiles menu. These accounts do not count against your license. all aliases that are configured are displayed in the Content pane. select Resources from the Find address. You can configure the account with the following details about the resource: 66 ZCA 6. You can view and edit an account’s alias names from the account view. you can disable the Can receive mail checkbox. If you create a distribution list for sharing and do not want the distribution list to receive mail. When you select Aliases from the Manage Addresses Overview pane. To see resources available on the ZCA. Distribution List Alias tab. An alias is not an email account. they are automatically granted the same shared privileges as other members of the group. When new members are added to the group distribution list.
if the resource is free the meeting is automatically entered in the resource’s calendar and the resource is shown as Busy. contact information. If you set this up. thus more than one meeting could schedule the resource at the same time. free/busy information is not maintained. No recurring appointments can be scheduled for this resource.Managing Accounts. auto-decline on conflict. When they select the 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. This value is enabled when the resource can be scheduled for only one meeting at a time. specific building location including building and address. the resource account automatically accepts appointments unless the resource is already scheduled. and. based on the scheduling policy. You can modify the auto-decline rule to accept some meetings that conflict. • Location information. Appointment requests that do not conflict are marked as tentative in the resource calendar and must be manually accepted. The resource account automatically accepts all appointments that are scheduled. • Auto accept always. including room name. a directory account is created in the LDAP server. an email is sent to the resource account.0. • Auto accept if available. auto decline on conflict. • Manual accept. Setting up the Scheduling Policy for Resources The scheduling policy establishes how the resource’s calendar is maintained. The free/busy times can be viewed. and room capacity When you create a resource account. either location or equipment • Scheduling policy • Forwarding address to receive a copy of the invite • Description of the resource • Contact information. When the meeting invite is sent. In this case. This can be a person to contact if there are issues. When this option is selected. You can modify the autodecline rule to accept some meetings that conflict. Zimbra Collaboration Suite Appliance ZCA 6. Because the resource always accepts the invitation.7 67 . they can view the description of the resource. The following resource scheduling values can be set up: • Auto decline all recurring appointments. To schedule a resource. users invite the equipment resource and/or location to a meeting. the resource account automatically declines all appointments that conflict. and free/busy status for the resource if these are set up. When this option is selected. Resources and Distribution Lists • Type of resource. configure the forwarding address so a copy of the invite is sent to the account that can manually accept the invitation.
accept. 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. You can configure the following options to manage the resource. select Allow only the following internal users to invite me to meetings and add the appropriate users’ email addresses to the list. the resource declines appointments whenever either of the conditions are met. or decline the invites. If the forwarding address was set up when the account was provisioned. Conflict Rules. Users delegated as manager have full administrative rights for that calendar. • An address to forward invites. For accounts that include the auto decline on conflict value. you can share the resource calendar with a user who is given the manager rights. you can set up a threshold.7 Zimbra Collaboration Suite Appliance . Invites. 68 ZCA 6. either as a number of conflicts or as a percentage of all the recurring appointments to partially accept recurring appointments. add. If you set both fields. A delegated user must log into the resource account and accept or decline all requests. edit. 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. They can view. To fully manage a resource account’s calendar.0. The resource account is manually managed. Managing Resource Accounts The Resource Accounts Preference>Calendar tab can be configured to let users manage the Resource’s Calendar.Administrator’s Guide • No auto accept or decline. In the Permissions section. you can change the address • Who can use this resource. remove.
and many other phones that support the Active Sync protocol. Devices use the native software and UI that is installed on the device to sync.7 69 . IPod Touch. ZCA 6. Windows Mobile 5 (WM5). contacts. 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. calendar and task data and device security policy enforcement between the mobile device and an account on the mailbox server. The following diagram shows the flow of data from the server to the mobile.0. Zimbra Mobile is compatible with IPhone. 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™. and 6 (WM6) devices.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.
Administrator’s Guide 9. The user’s Zimbra mailbox domain name 2. The user’s client connects to the Internet using the ActiveSync protocol for syncing with the Zimbra mailbox server. Older devices do not respond to security policies. The mailbox server accesses the LDAP server to verify and authenticate the user’s credentials before allowing a connection.zimbra. • Domain.0. 70 ZCA 6. The user’s username as configured on the account c.7 Zimbra Collaboration Suite Appliance . • User name. Note: Only WM6 devices and IPhones support security policies set by the server. Enter the fully qualified host name of the user’s Zimbra Appliance mailbox server. They can send email. Enter the user’s primary Zimbra Appliance account name.com/index. 4. no additional plug-ins are required to be able to use the Zimbra Mobile feature. http://wiki.com/index. Users can immediately sync their account to their mobile device when this is configured.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 client then connects to the user’s account on the mailbox server. In most cases. The Zimbra mailbox server address b. The following may need to be configured in the mobile device: • Server name (address). Enter the user’s Zimbra Appliance domain name (DNS). 3. Users configure the following information: a.php?title=Mobile_Device_Setup http://wiki. and add contacts to their address book.zimbra. Setting Up Mobile Devices Mobile sync is enabled either in the profiles for the account or enabled on individual accounts. You can enforce general security policies including password rules and set up local wipe capability on compliant devices. The protocol goes through the reverse proxy if it is present in the path. see the Mobile Device Setup pages on the Zimbra Wiki. create appointments. For details about specific device setup. • SSL certificate from the server may have to be added to the device as trusted if SSL is used when the certification is self-signed.
the device can sync. users must enter their PIN. Zimbra Collaboration Suite Appliance ZCA 6. the user is required to fix the PIN before they can sync with the server.0. Once the server confirms that the policy is enforced on the mobile device. mobile devices that are capable of enforcing security policies automatically set up the rules and immediately enforces them. a locally (generated by the device) initiated wipe of the device is performed. after the number of minutes configured. This typically means that if a Personal Identification Number (PIN) has not been set up on the device or the PIN is not as strong as required by the mobile policy you set up. If a mobile device is lost or stolen. the next time a mobile device sends a request to the server. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured. This erases all data on the device.7 71 . To unlock the device. the device is locked. Remote Wipe can be used to erase all data on lost or stolen devices.Managing Zimbra Mobile After the mobile policy is set up. In addition to the rules. See the Users’ Mobile Device Self Care Features section. • When the Number of consecutive incorrect PIN inputs before device is wiped is configured. after the PIN is entered incorrectly more than the specified number of times.
For example.7 Zimbra Collaboration Suite Appliance . If a mobile device is lost. The next time the device requests to synchronize to the server. 72 ZCA 6.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 policy requires an alphanumeric PIN. 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. A user selects the device to wipe and clicks Wipe Device. The device does not need to contact the server for this to happen. users must enter their PIN. but a device that only supports a numbered PIN can still be used. stolen. 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. users can initiate a remote wipe from their ZWC account to erase all data from the mobile device. the status of the device in the Preference> Mobile Devices folder shows as wipe completed. or no longer being used. Once the wipe is complete. Users can directly manage the following device functions from here: • Perform a remote wipe of a device.0. To unlock the device. the wipe command is initiated. 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. Requires that the password includes both numeric and alpha characters. . 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. How long the device remains active when not in use before the device is locked. Forces the user to create a personal identification number on the mobile device.
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
Zimbra Collaboration Suite Appliance
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
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
email messaging, features 39 equipment resources 66 export calendar appointments in .ics export preferences on ZWC 42 external LDAP 30
background color, changing on Zimbra Web Client 34 Briefcase feature 45
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
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
GAL access for COS GAL mode 27
Zimbra Collaboration Suite Appliance
location 15 resources. working with spam check 41 mail identities 40 mail notification 40 mailbox full notification 47 mailbox quotas specifying 47 mailbox. equipment 15 resources. address book 47 quota. using distribution lists for 65 O out of office reply 40 H hidden forwarding address 40 P password policy.Administrator’s Guide group calendar. maintaining calendars 67 resources. user self care 72 mobile devices. passwords 53 importing process for accounts 53 interop 32 44 L license. expire 49 setting up profiles 37 settings tab 19 shared items. changing password policy 73 mobile device.7 Zimbra Collaboration Suite Appliance . managing 46 shares tab. managing 68 resource calendar. setting 47 47 9 M mail filters 41 mail filters. view from admin console 64 managing resource accounts 68 managing resources 66 maximum number in distribution lists 65 message lifetime 49 migrating accounts. external access 41 postmaster alias 10 profiles 16 profiles. security policy 70 mobile devices. enabling 44 group sharing. Zimbra 21 location resources 66 logging into the admin console Q quota. mobile device 70 session idle lifetime 49 session time out policy. setting up 70 R reindexing a mailbox 64 relay MTA for external delivery 20 resource accounts. trial 21 license. 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 . failed login policy 48 persona 40 POP3.ics import preferences on ZWC 42 importing accounts 53 importing accounts. installing 22 license. managing 66 resources.0. 49 sessions. distribution list 46 50 N New menu 15 76 ZCA 6. reindexing 64 mailbox. setting 47 password. domain 38 profiles. changing admin 10 password. setting up notification quotas. scheduling policy 67 REST URL 25 root alias 10 rules for attachments 20 S scheduling policy for resources 67 screen resolution. sharing 68 resource conflict rules 68 resources 16 resources. creating xml file 57 migration wizard. standard web client security policy. using to migrate accounts 61 mobile device. password strength policy settings 72 mobile device.
sharing.0. for mail filters 41 standard web client. import/export account data Zimlets 33 42 77 ZCA 6. 65 50 T tasks feature 45 themes. setting as default support 7 system accounts 15. notifying distribuion list 66 spam message lifetime 50 spam white list. customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files.7 Zimbra Collaboration Suite Appliance . mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client. 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.
0.Administrator’s Guide 78 ZCA 6.7 Zimbra Collaboration Suite Appliance .
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