Zimbra™ Collaboration Suite Appliance Administrator’s Guide

Release 6.0.7
July 2010

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

Table of Contents

Chapter 1

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

5

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

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

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

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

and Standard Zimbra Web Client as an HTML client.7 5 .Chapter 1 Introduction Zimbra is the leader in open source. 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. and government agencies. educational institutions. read. This guide is intended for system administrators responsible for creating and maintaining accounts. Core Functionality The Zimbra Appliance is an innovative messaging and collaboration application that offers the following state-of-the-art messaging and collaboration solutions: • Intuitive message management and search • Personal and shared calendars • Multiple address books • Task management tool • Collaboration tools for online document authoring Zimbra offers two browser based web clients.0 collaboration and messaging software for enterprises. Web 2. service providers. Administrators centrally manage the appliance from the administration console. forward.0. reply. 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. Some of the features that can be found in the web client include: • Compose. Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client.

• Create and mange user accounts. including the ability to use Microsoft Active Directory • Anti-spam protection • Anti-virus protection Task-Based Administration Console The Zimbra Appliance is managed from a task based administration console. 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. domains and aliases • Maintain profiles for feature based administration • Mobile device policy management • Color scheme configuration options of the Zimbra Web Client interface • Advanced tools for migration and interoperability • Exchange migration tools • Exchange interoperability for free/busy.7 Zimbra Collaboration Suite Appliance . 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. address book lists with others • Set mailbox usage preferences.Administrator’s Guide • Share calendars. The console offers the following management features: • Dashboard with task based management features. resources. distribution lists.0. including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create.

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

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

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

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

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

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

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

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

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

You can use the Move Alias feature from the toolbar to move an alias from one account to another. Lists all aliases that have been created in user accounts. Lists all distribution lists. You can create new distribution lists and add to or delete members from a distribution list. Working in the Settings Tab The Settings tab is used to manage general ZCA settings. Lists the domain in the Zimbra Appliance environment. In the Accounts folder. As a minimum. • Aliases. Lists location or equipment that can be scheduled for a meeting. You can create new resources and set the scheduling policy for the resource. configure GAL. The tab includes the following items: • Zimbra License tab that shows ZCA license information 16 ZCA 6.7 Zimbra Collaboration Suite Appliance . passwords and aliases for an account. and configure the authentication mechanism to be used for that domain. you create and manage end-user accounts. Lists profiles that have been created. • Resources. or delete profiles. Lists all accounts.Administrator’s Guide • Accounts.0. You can create and manage domains. You can create. profiles. setting options. the default profile is displayed. • Domains. • Distribution Lists. edit. • Profile. 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.

You can set specific addresses or you can select to obtain the configuration from DHCP server. Updating ZCA The Update tab is used to check for ZCA updates and to install those updates when they become available. When you make changes to the network settings. The Proxy tab is configured if external calendar servers or social networking services are made available from user accounts. Zimbra Collaboration Suite Appliance ZCA 6. netmask. including IP address. restart ZCA from the VMware VSphere console to make sure your changes take affect on all ZCA services. • 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.7 17 . and host name.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. gateway.0. • The Address tab can be used to change the network addresses if you move the server to a new network. DNS server address.

0.Administrator’s Guide 18 ZCA 6.7 Zimbra Collaboration Suite Appliance .

7 19 .0. You can change this.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. Zimbra Collaboration Suite Appliance ZCA 6.

• Maximum size of an uploaded file for Documents or Briefcase. This is the relay host name to which the MTA relays external email Default Domain Name The default domain name is the fully qualified hostname of the server. This also used as the assumed domain name when only a user name but not the domain is provided. such as . If one such automatic response triggers another automatic response on the other side. users can upload files up to 10240K in size to their accounts. you can configure rules to filter all attachments from email messages or attachments with a specific extension type. This is configured during the installation of ZCA. or used as a third-party anti-virus and anti-spam gateway.0. an email loop is created. This is the assumed domain name when users try to authenticate without providing a domain name as part of their login name. Setting Up Relay MTA for External Delivery Setting this parameter is optional. or email clients that generate automatic replies or responses. The default is 10 Mb. Setting the Maximum Size of Uploads to Briefcase If the Briefcase feature is enabled. scripts. • Relay MTA for external delivery. there is no limit to the size of the upload.Administrator’s Guide • Default domain name. 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. 20 ZCA 6. You can change this on the General Information tab.zip. resulting from mail servers. Important: Use caution when setting a relay host to prevent mail loops. This is changed from the Settings>Attachments tab. This is the maximum size of a file that can be uploaded into Briefcase. (An email loop is an infinite loop phenomenon. This setting is used to instruct the MTA to send all non-local mail to a different SMTP server. The relay host name is the appliance MTA to Gateway host. If you set the default to 0.7 Zimbra Collaboration Suite Appliance .) Configuring Rules for Receiving Attachments to Email To help prevent potential viruses from being received. This is the default.

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

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

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

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

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

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

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

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

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

The default port is 389.0. • LDAP filter. 30 ZCA 6.com). No additional configuration is necessary. If this bind succeeds. The user name and password is the authentication information supplied to the Active Directory server. Check either to use SSL or StartTLS.Administrator’s Guide • External Active Directory. the default port is 636. On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. Example of the search filter is (mail=%u@mycompany. You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS. otherwise an authentication error is returned to the user. The authentication method is set on a per-domain basis. You should ensure that the filter you enter results in a single entry being matched. Enter the LDAP address. The default is to use the internal method as the authentication mode. Internal The Internal authentication method assumes the Zimbra schema. You identify the Active Directory domain name and URL.7 Zimbra Collaboration Suite Appliance . The filter defines the search rules used for directory searches and tries to map the user name to one user on the external LDAP. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password. If you use SSL. the connection is closed and the password is considered valid. You can configure multiple external LDAP hosts.

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

Exchange 2003/2007 Setup Requirements For Exchange 2003.0. you can set up free/busy scheduling across the Exchange server and the ZCA server so that users can efficiently schedule meetings. • The ZCA server must be able to access the HTTP(S) port of IIS on at least one of the Exchange servers. To set free/busy interoperability. (http://server/public/) • ZCA users must be provisioned as a contact on the AD using the same administrative group for each mail domain. the following is required: • Either a single Active Directory (AD) must be in the system or the global catalog must be available. 32 ZCA 6. 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. Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab. • The Exchange user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users. the Exchange systems must be set up as described in the Exchange Setup Requirements section. This is required only for ZCA to Exchange free/busy replication. • Web interface to Exchange public folders needs to be available via IIS. ZCA can query the free/busy schedules of users on Microsoft Exchange 2003/ 2007 servers.7 Zimbra Collaboration Suite Appliance . This is required only if there is Zimbra Appliance to Exchange free/busy replication.Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and.

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

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

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

7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 36 ZCA 6.

You can create a profile from the New link on the administration console dashboard. For example. the default profile does not enable mobile sync. A default profile is automatically created during the installation of ZCA and you can create additional profiles. create another profile that enables the features and Zimbra Mobile and assign this profile to users who can access to this feature.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. Setting Up Profiles Profiles define which features are enabled for an account. Zimbra Collaboration Suite Appliance ZCA 6.7 37 .0. In that case. You might not want to turn this on for all of your users. In an environment that includes users with different email and collaboration requirements. When IMAP or POP clients are used. creating different profiles based on user requirements makes it easy to give users the feature sets they need. which allows users to sync their smart phones with their accounts. users may not have these features available. Configuring profiles and assigning a profile to accounts lets you configure the features for accounts. Note: Mailbox features are enabled for the Zimbra Web Client users. accounts assigned that profile reflect the change. Each account is assigned a profile. When you change a profile. a new profile tab opens. Click New and select Profile.

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

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

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

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

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

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

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

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

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

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

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

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

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

Before Creating Accounts Before you create accounts you need to determine the following: • Will all accounts be on the same domain? See Managing ZCA to create a new domain. When you import accounts. you can configure accounts with a password and require users to change the password the first time they log in or you can leave the password field blank and users can create their own password.xml file and is set when the account is provisioned. The AD password policy is not managed by Zimbra. • 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. if the password is known. Passwords can be from 6 to 64 characters and do not have an expiration date.csv or .7 51 .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. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. Zimbra Collaboration Suite Appliance ZCA 6.0. Customizing Profiles and Setting Up Mail Policy Rules. • 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. Important: If Microsoft Active Directory (AD) is used for user authentication. it can be added as part of the .

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

• Setting up the LDAP directory connection. Managing the Import Process 1. the file is removed from the server. If you add contact information about the account and use the internal GAL. 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. The wizard guides you through importing accounts from an external directory. Zimbra Collaboration Suite Appliance ZCA 6.csv format with a list of new accounts. The import wizard configuration details include: • Generating passwords for the accounts. the wizard generates a report in a . When this is complete. You enter details for connecting to your AD or LDAP server. click Import Accounts. When the end-user logs in for the first time or when an email is delivered to the user’s account. From the administration console.0.7 53 . If you want to make sure users change a password that you create. Advanced Tools. that information is available in the LDAP directory. you can enable Must Change Password for the account. either Active Directory or an LDAP server. Users must change their password the first time they log on to their accounts. you can enter how many records to fetch for this import. If you choose to generate random passwords for each account. In addition. The wizard downloads account information from your directory and creates the accounts on ZCA. 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. Choose a secure location to store it as it may contain password information for all of your users. the mailbox is created on the mailbox server. Creating an account sets up the appropriate entries on the Zimbra LDAP directory server. By choosing the download option. 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.

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

individual first. including email address. The filter in the field (objectClass=organizationalPerson). Zimbra Collaboration Suite Appliance ZCA 6.Creating Accounts on ZCA Enter the following information about the AD or LDAP server: • For Server Name. Here you can define search criteria to collect the type of account information you want to import. In this field enter the LDAP search filter to run. Check SSL if this is used • Bind DN and bind password • LDAP filter. click Next. The Import Wizard connects to the directory server and generates a report showing the number of accounts found on the server and how many of those accounts are already created on ZCA. middle. is set to gather account information. last names. but you can change this • Use Security.com • By default the port is 3268.7 55 . You can change the filter. • LDAP search base is used to configure what subsection of the LDAP forest to search. postal and phone information if it is available.example.0. the LDAP URL is entered as ldap:// ldapdirectory. This dialog also shows the import options you configured. After you complete this dialog.

Administrator’s Guide 7. By choosing the download option.csv file that lists the created accounts and their password.7 Zimbra Collaboration Suite Appliance . The accounts are imported to ZCA.csv file is created with the list of all provisioned accounts.0. A . a Provision Accounts dialog shows the number of accounts imported and number of accounts that failed to be imported. Note if you choose not to downlaod the file now. Click Next. 8. you will not be able to access it again. Download this file for future reference. the file is removed from the server. 56 ZCA 6. This list includes the password information for each account. Download the . When the import is complete. Choose a secure location to store it as it may contain password information for all of your users.

3. You enter this MAPI profile information in Step 4. 2. select the migration options. From the administration console. Before you begin. In the Migration options dialog.0. run the Migration Wizard and configure the migration options and Active Directory log on information.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages. the folder hierarchy is maintained. create an xml file with the migrating accounts data. On the Overview dialog.xml file data. after the . run the ZCS Migration Wizard for Exchange one-step migration option using the . Migrating accounts to the Zimbra Appliance is a two step process. • Step 1. contacts. the ZCS Migration Wizard creates the accounts and import the accounts content based in the . From the ZCA administration console Advanced Tools tab. • Step 2. Creating the XML file 1. identify the MAPI profile to use to log into the Exchange server.xml file is created.xml file from the data on the Active Directory. When the user’s files are migrated. and task lists from an existing Microsoft Exchange server to ZCA. calendars. Advanced Tools. click Migration Wizard. This information is used to create an . When you select the one-step option. click Next.xml file. Zimbra Collaboration Suite Appliance ZCA 6.7 57 .

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

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

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

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

0.Administrator’s Guide 62 ZCA 6.7 Zimbra Collaboration Suite Appliance .

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

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

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

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

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

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

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

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

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

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

Managing Zimbra Mobile

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

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

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

73

Administrator’s Guide

74

ZCA 6.0.7

Zimbra Collaboration Suite Appliance

Index

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

contact lists 43 core functionality

5

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

51

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

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

44

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

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

G
GAL access for COS GAL mode 27

41

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

75

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

65 50 T tasks feature 45 themes. mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client. notifying distribuion list 66 spam message lifetime 50 spam white list.0.7 Zimbra Collaboration Suite Appliance . import/export account data Zimlets 33 42 77 ZCA 6.sharing. for mail filters 41 standard web client. customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files. setting as default support 7 system accounts 15. 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.

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

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