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

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

Administrators centrally manage the appliance from the administration console. forward.7 5 . This guide is intended for system administrators responsible for creating and maintaining accounts.0. and use other standard mail features • View mail by conversation threads • Tag mail to easily group messages for quick reference • Perform advanced searches • Save searches • Use the Calendar feature to schedule appointments • Create address books Zimbra Collaboration Suite Appliance ZCA 6. educational institutions. reply.0 collaboration and messaging software for enterprises. Web 2. 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.Chapter 1 Introduction Zimbra is the leader in open source. and government agencies. Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. service providers. and Standard Zimbra Web Client as an HTML client. read. Some of the features that can be found in the web client include: • Compose. 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.

• Create and mange user accounts.Administrator’s Guide • Share calendars.0. email folders. 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. distribution lists.7 Zimbra Collaboration Suite Appliance . 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. address book lists with others • Set mailbox usage preferences. The console offers the following management features: • Dashboard with task based management features. 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. resources. including the ability to use Microsoft Active Directory • Anti-spam protection • Anti-virus protection Task-Based Administration Console The Zimbra Appliance is managed from a task based administration console. including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create.

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

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

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

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

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

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

The console includes three tabs that make it easy to quickly find items in the console.Working in the Administration Console Stats Service This service maintains statistics about the operation of the application. When you run a diagnostics of ZCA. Monitoring ZAP Servers You can set up a third-party monitoring tool to manage ZCA servers.0. 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.7 13 . • Dashboard.com/support/systems-monitoringdoc Diagnostics Link The Diagnostics link is used for troubleshooting ZCA. but is available for Zimbra support to troubleshoot issues. you should plan to add additional disk space. • Settings. For more information about Hyperic HQ go to the following links: • For product description: http://www. performance. and utilization.hyperic. used to manage the daily ZCA activity for accounts. the results are saved to a zip file that can be forwarded to support. A link to the Spring Source Hyperic HQ monitoring tool is available from the Status tab.hyperic. Zimbra Collaboration Suite Appliance ZCA 6. You should regularly monitor the disk capacity and when disks reach the 85% full threshold. you are directed to use this link by Zimbra support to help diagnose issues. In most cases.com/products • For documentation: http://www. HQ's default metric collection provides real time monitoring of availability. used to manage server configuration and to create a policy for attachments received with email messages. The storage space is used to save the content of users’ accounts.

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

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

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

0.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. • The Address tab can be used to change the network addresses if you move the server to a new network. 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 Status tab displays the Zimbra Appliance network status. and host name.7 17 . restart ZCA from the VMware VSphere console to make sure your changes take affect on all ZCA services. • The Proxy tab is configured if an HTTP proxy is required for access to the Internet for Web services that the Zimbra server may access. Zimbra Collaboration Suite Appliance ZCA 6. including IP address. You can set specific addresses or you can select to obtain the configuration from DHCP server. netmask. DNS server address. The Proxy tab is configured if external calendar servers or social networking services are made available from user accounts. gateway.

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

0.Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console. Zimbra Collaboration Suite Appliance ZCA 6.7 19 . You can change this. 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.

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

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

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

You download the CSR from the Zimbra server and submit it to a CA. company. They issue a digitally signed certificate. 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. and country. you complete a form with details about the domain. As you enter information about your company. Are you going to use a wildcard common name? If you want to manage multiple sub domains on a single domain on the server with a single certificate. such as VeriSign or GoDaddy. you use the Certificates Wizard to install the certificate on ZCA. before you generate the CSR you must know the following details: • Common Name (CN).Managing ZCA Configuration To obtain a commercially signed certificate. This is the exact domain name that should be used to access your Web site securely. use the Zimbra Certificates Wizard to generate the RSA Private Key and Certificate Signing Request (CSR). You save this file to your computer and submit it to your commercial certificate authorizer. An asterisk (*) is added to the Common Name field. and when you receive the certificate. To generate the CSR.0.7 23 . check this box. Zimbra Collaboration Suite Appliance ZCA 6. and then generate a CSR with the RSA private key.

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

0. External LDAP server or Active Directory. domains and profiles menu. When you select Domains from the Find address. • The authentication mechanism is Internal • The Virtual Hosts. A GAL sync account is created and the datasource for the Internal GAL is Zimbra. 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. 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. either Internal LDAP server.7 25 . or both • Domain authentication mode. Select the domain to edit from the list.Managing ZCA Configuration Setting Up Domains One domain is identified during the installation process and additional domains can be added from the administration console. Zimbra Collaboration Suite Appliance ZCA 6. you can configure the following: • Global Address List (GAL) mode. When you set up a domain. a list of domains is displayed. internal. The following settings can be configured for your default domain or when you create a new domain. 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 name of that server must be entered in Inbound SMTP Hostname field.com/home/username/ sharedfolder. Inbound SMTP Hostname If your MX records point to a spam-relay or any other external non-zimbra server. the time zone setting on the computer is used as the time stamp for received messages and for calendar activities. Each domain can be configured with the public service host name to be used for REST URLs. When users use the advanced Zimbra Web Client. this public service hostname is used instead of the ZCA server hostname and the ZCA service hostname.domain. email folders. Public service hostname This is the host name to be used for REST URLs. make sure that the user’s computer time zone and the Zimbra Web Client time zone are set to the same time.0. Note: The default time zone setting that is displayed in an account’s General Preferences folder is used to localize the time for received messages and calendar activities in the standard Zimbra Web Client. This is commonly used when sharing within Zimbra Appliance. and Briefcase folders. If the majority of your uses are located in another time zone. set that here. When you configure a pubic service hostname. This is the URL that is used when users share items such as calendars. To make sure that the time is displayed the same in one or the other client.Administrator’s Guide Default time zone for the domain PST (Pacific time) is the time zone that is set at installation by default. Users can change the time zone from their accounts’ Preferences>General folder.7 Zimbra Collaboration Suite Appliance . The URL displays as http://publicservicename. 26 ZCA 6.

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

Syncing the LDAP to the account gives users faster access to the GAL data and makes it easier for users to search the GAL. During the sync. all GAL contacts from the LDAP are added to the GAL address book. Configuring GAL Search for Internal GAL When you select Internal. You should not modify the GAL sync account address book directly. When the LDAP syncs the GAL to the account. • Both. no additional configuration is required. Configuring GAL Search for External GALs When you configure an external GAL. GALsync accounts When an internal or external GAL is set up.0. etc. When you configure the external GAL mode. changes you make to the address book are deleted. These accounts display in the administration console accounts list. but users also need to be able to sync to the GAL. You can configure multiple external LDAP hosts for GAL. modified contact and deleted contact information. you can configure different search settings and sync settings. the traditional LDAP based search is run. 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. When the GAL sync account syncs to the LDAP.Administrator’s Guide • External. External directory servers are used for GAL lookups. mail routing. a GAL sync account is created for each LDAP data source.). If the GALsync account is not available for some reason. 28 ZCA 6.7 Zimbra Collaboration Suite Appliance . Internal and external directory servers are used for GAL lookups. the GAL sync account is updated with new contact. All other directory services use the Zimbra LDAP service (configuration. you can configure GAL search and GAL sync separately. The address book in these accounts is used to sync the LDAP server contact data.

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

Example of the search filter is (mail=%u@mycompany. Enter the LDAP address. The user name and password is the authentication information supplied to the Active Directory server.0. You can configure multiple external LDAP hosts. the connection is closed and the password is considered valid. If you use SSL. You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS. 30 ZCA 6. You should ensure that the filter you enter results in a single entry being matched. The filter defines the search rules used for directory searches and tries to map the user name to one user on the external LDAP. The authentication method is set on a per-domain basis.com). otherwise an authentication error is returned to the user. The default port is 389. No additional configuration is necessary.Administrator’s Guide • External Active Directory. Internal The Internal authentication method assumes the Zimbra schema. You identify the Active Directory domain name and URL. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password. On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. • LDAP filter. Check either to use SSL or StartTLS. the default port is 636. The default is to use the internal method as the authentication mode. If this bind succeeds.7 Zimbra Collaboration Suite Appliance .

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

the following is required: • Either a single Active Directory (AD) must be in the system or the global catalog must be available. ZCA can query the free/busy schedules of users on Microsoft Exchange 2003/ 2007 servers. the Exchange systems must be set up as described in the Exchange Setup Requirements section. you can set up free/busy scheduling across the Exchange server and the ZCA server so that users can efficiently schedule meetings. (http://server/public/) • ZCA users must be provisioned as a contact on the AD using the same administrative group for each mail domain.7 Zimbra Collaboration Suite Appliance . 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.0. This is required only if there is Zimbra Appliance to Exchange free/busy replication. Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab. To set free/busy interoperability. 32 ZCA 6. • The Exchange user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users. • Web interface to Exchange public folders needs to be available via IIS. • The ZCA server must be able to access the HTTP(S) port of IIS on at least one of the Exchange servers.Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and. Exchange 2003/2007 Setup Requirements For Exchange 2003. This is required only for ZCA to Exchange free/busy replication.

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

Phone numbers to quickly place a call. Emotiocons. The foreground color is the text color displayed. Users can control the Zimlets they use from the ZWC Preferences>Zimlet page. Drag and Drop files on to their email message. The text color usually does not need to be changed. • com_zimbra_ dnd. to add a textual portrayal of different facial expressions to their messages. such as Skype or Cisco VOIP phones must be installed on the user’s computer. Note: This feature does not work with Internet Explorer. Check the Zimlets that should be enabled for the domain. select mandatory. All Zimlets that are deployed are displayed in the Domain>Zimlets tab.0.7 Zimbra Collaboration Suite Appliance . If a Zimlet should not be turned off from ZWC. VOIP software. 34 ZCA 6.Administrator’s Guide • com_zimbra_phone. Customizing Themes for Domains The Zimbra Web Client includes multiple themes that users can select as the appearance of their mailbox. The emoticons are available from a link on the compose toolbar. • Foreground color of the themes. • com_zimbra_ymemotiocons. You can change the base colors of themes for a domain from the administration console. The default text color is black.

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

Administrator’s Guide 36 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

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

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

The default is to let users manage their preferences. and more. user-defined filters. Zimbra Collaboration Suite Appliance ZCA 6. Email messaging Zimbra Appliance email messaging is a full-featured email application that includes advanced message search capabilities. mail sorted by conversations. Features tab. you can remove the check from Preferences in the profile. HTML compose Users can compose email messages with an HTML editor. View link.Customizing Profiles and Setting Up Mail Policy Rules • Address books • Calendar • Tasks • Briefcase • Preferences These features can be enabled in the profile. They can specify their default font settings for HTML compose in their account Preferences tab. If you do not want users to be able to change their account preferences. If this feature is enabled. Many of these features can be managed by users from their account Preferences tab when they log on to the Zimbra Web Client. Conversations group messages by subject. This is enabled by default in the profile. You configure which email messaging features are enabled.0.7 39 . user-defined folders. Users can change the default from the Mail toolbar. tags. Mail Features Mail Conversations Description Enables the email application. conversation view is the default. Messages can be displayed grouped into conversations or as a message list.

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

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

highlight the Mail tab when a message arrives. Check for new mail every. • Preferences for how messages that are replied to or forwarded are composed. calendar. • Whether to save copies of outbound messages to the Sent folder. to access their mailbox using the POP protocol. The default maximum number of white list and black list addresses is 100 on each list. • Which folder should be searched first when running a search. • Set or change email message alerts. users can select the locale that is different from the browser language settings.0.7 Zimbra Collaboration Suite Appliance . contacts. Important: To allow users to share their mailbox folders. calendars. • Whether to view mail as HTML for messages that include HTML or to view messages as plain text. the messages and attachments are saved on the Zimbra server.. such as Thunderbird or Outlook. that the Web Client checks for new messages.. 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. Alerts can be set up to play a sound.Administrator’s Guide POP3 access Users can use third party mail applications. including email messages and attachments. • Whether to send a read receipt when it is requested. Import/Export Folder In the advanced Web Client. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore 42 ZCA 6. • Whether to automatically append a signature to outgoing messages. and flash the browser. and Briefcase folders. • Set the display language for ZWC. • Whether to compose messages in a separate window. • Whether to save a local copy of a message that is forwarded or to have it deleted from their mailbox. tasks. • How often. enable Sharing in the Features tab. etc. If more than one language locale is installed on Zimbra Appliance. Users can modify the following mail preferences from their Preferences Signatures tab. Import/ Export folder can be used to export a user’s account data. the Preference. This data can be saved to their computer or other location as a backup. Users can modify the following mail preferences from their account Preferences Mail tab. When they retrieve their POP email messages. in minutes. address books.

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

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

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

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

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

z Non-alphanumeric. % Base 10 digits 0 . the “failed login lockout” feature is enabled and you can configure the following settings.This should be set if authentication is external. The default minimum length is 6 characters. an unlimited number of failed log in attempts is allowed. $.9 Number of unique new passwords that a user must create before he can reuse an old password. 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 this is set to 0. Configuring a minimum and maximum password age sets the password expiration date. 48 ZCA 6.7 Zimbra Collaboration Suite Appliance . This type of policy is used to prevent password attacks. This means the account is never locked out. Configuring the next settings will require users to create more complex passwords. The default is 10 attempts. They must change it when the maximum password age is reached. Feature Name Enable failed login lockout Number of consecutive failed logins allowed Description When this box is checked. Users can change their passwords at any time between the minimum and maximum set.0. The default maximum length is 64 characters. The number of failed login attempts before the account is locked out.Z Lower case a . for example !. &. Users cannot change their passwords. 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 . #.Administrator’s Guide Feature Name Minimum/Maximum password length Minimum / Maximum password age Description This specifies the required length of a password.

The duration of time in seconds. hours. The default is 2 days. The default is 0.7 49 . The default is 1 hour. The minimum configuration for email message lifetime is 30 days. or the administrator manually changes the account status and creates a new password. Time window in which the failed logins must occur within to lock the account Setting Session Timeout Policy You can set how long a user session should remain open and when to close a session because the session is inactive.Customizing Profiles and Setting Up Mail Policy Rules Time to lockout the account The amount of time in seconds.0. or days after which the number of consecutive failed login attempts is cleared from the log. trashed and spam messages is set in the profile. minutes. Setting Email Retention Policy The email retention policy for email. such as viewing contents of a folder or clicking a button. minutes. if no activity occurs. hours. You can manually expire a user’s web client session from the administration console Expire Sessions link. email messages are not deleted. or days the account is locked out.This forces the current session of the account to expire immediately. If this is set to 0. When the message purge function runs is set by the message purge command. the account is locked out until the correct password is entered. the user can continue attempts to authenticate. . The default is 0. Zimbra Collaboration Suite Appliance ZCA 6. Feature Name Email message lifetime Description Number of days a message can remain in any folder before it is automatically purged. Activity includes any clickable mouse action. 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.

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

• Are passwords required and can users change their password? Password Options When you provision accounts. you can configure accounts with a password and require users to change the password the first time they log in or you can leave the password field blank and users can create their own password. you must disable the Change Password feature in their Profile.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. 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. Passwords can be from 6 to 64 characters and do not have an expiration date. it can be added as part of the . • Will all user accounts have the same features that are enabled in the default profile or do you need to create additional profiles? See Chapter 4. Important: If Microsoft Active Directory (AD) is used for user authentication. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange.csv or . Customizing Profiles and Setting Up Mail Policy Rules. Zimbra Collaboration Suite Appliance ZCA 6.xml file and is set when the account is provisioned. if the password is known.0. When you import accounts.7 51 . The AD password policy is not managed by Zimbra.

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

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

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

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

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

the ZCS Migration Wizard creates the accounts and import the accounts content based in the .xml file is created. This information is used to create an .7 57 . Before you begin. run the ZCS Migration Wizard for Exchange one-step migration option using the . 3.0. after the . create an xml file with the migrating accounts data. Zimbra Collaboration Suite Appliance ZCA 6. Advanced Tools. contacts.xml file data. When the user’s files are migrated. On the Overview dialog. run the Migration Wizard and configure the migration options and Active Directory log on information.xml file from the data on the Active Directory. • Step 2. click Next. From the administration console. Migrating accounts to the Zimbra Appliance is a two step process. Creating the XML file 1. In the Migration options dialog. and task lists from an existing Microsoft Exchange server to ZCA. 2. • Step 1. identify the MAPI profile to use to log into the Exchange server. click Migration Wizard. From the ZCA administration console Advanced Tools tab. When you select the one-step option.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages. the folder hierarchy is maintained. You enter this MAPI profile information in Step 4. select the migration options. calendars.xml file.

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

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

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

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

7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 62 ZCA 6.

See the ZCA administration console Help for information about how to perform these tasks from the administration console. Passwords can be from 6 to 64 characters and do not have an expiration date. 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.7 63 . domains.Chapter 6 Managing Accounts. Zimbra Collaboration Suite Appliance ZCA 6.0. Changing Passwords If you use internal authentication. resources and distribution lists. and profiles menu. Resources and Distribution Lists The administration console dashboard is used to manage accounts. 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. select Accounts from the Find address. The user must be told the new password. you can quickly change an account's password from the administration console Account toolbar.

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

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

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

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

either as a number of conflicts or as a percentage of all the recurring appointments to partially accept recurring appointments. you can set up a threshold. you can share the resource calendar with a user who is given the manager rights. or decline the invites. They can view. The resource accepts appointments even if there are conflicts until either the number of conflicts reaches the maximum allowed or the maximum percentage of conflicts allowed. The resource account is manually managed.7 Zimbra Collaboration Suite Appliance . If the forwarding address was set up when the account was provisioned. In the Permissions section. the resource declines appointments whenever either of the conditions are met. • An address to forward invites. remove. edit. add. Invites. Managing Resource Accounts The Resource Accounts Preference>Calendar tab can be configured to let users manage the Resource’s Calendar. select Allow only the following internal users to invite me to meetings and add the appropriate users’ email addresses to the list. 68 ZCA 6. For accounts that include the auto decline on conflict value. You can configure the following options to manage the resource. If you set both fields. A delegated user must log into the resource account and accept or decline all requests.0. Users delegated as manager have full administrative rights for that calendar.Administrator’s Guide • No auto accept or decline. To fully manage a resource account’s calendar. Conflict Rules. you can change the address • Who can use this resource. accept. 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.

and many other phones that support the Active Sync protocol.7 69 . ZCA 6.0. Devices use the native software and UI that is installed on the device to sync. contacts. The following diagram shows the flow of data from the server to the mobile. IPod Touch. 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. Zimbra Mobile is compatible with IPhone. Windows Mobile 5 (WM5).Chapter 7 Managing Zimbra Mobile Zimbra Mobile is the Zimbra synchronization program enabled on the mailbox server that provides over-the-air synchronization of mail. 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™. calendar and task data and device security policy enforcement between the mobile device and an account on the mailbox server. and 6 (WM6) devices.

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

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

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

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

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

7 Zimbra Collaboration Suite Appliance .0. 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. 65 50 T tasks feature 45 themes. for mail filters 41 standard web client. import/export account data Zimlets 33 42 77 ZCA 6. setting as default support 7 system accounts 15.sharing. customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files. notifying distribuion list 66 spam message lifetime 50 spam white list. mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client.

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

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