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

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

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

email folders. • Create and mange user accounts. The console offers the following management features: • Dashboard with task based management features. resources. 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. 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.0.Administrator’s Guide • Share calendars. distribution lists. Global Address List (GAL) and external authentication • LDAP interoperability for GAL and external authentication • Self-signed and commercial SSL certificate management • Zimbra license management • Service status overviews • Automatic update mechanism • Service level control with status • Diagnostic tools to log file downloads 6 ZCA 6. address book lists with others • Set mailbox usage preferences. 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.7 Zimbra Collaboration Suite Appliance . including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create.

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

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

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

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

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

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

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

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

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

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

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

Administrator’s Guide 18 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

You can change this.Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console.0.7 19 . 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. Zimbra Collaboration Suite Appliance ZCA 6. internal or external • Define the virtual host for a domain • Change general information configured for the default domain • Customize the client color scheme • Manage Zimlets that are available for accounts • Set up free/busy interop for scheduling meetings when you have users on both ZCA and Exchange • Define the email attachment filtering policy for incoming emails Changing General Information about your Default Domain The general information tab shows the following configuration details.

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

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

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

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

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

0. • The authentication mechanism is Internal • The Virtual Hosts. and Free/Busy Interop are not set up • The profile is set to default profile Configuring General Information Settings Domains are managed from the administration console dashboard. internal. Zimbra Collaboration Suite Appliance ZCA 6.Managing ZCA Configuration Setting Up Domains One domain is identified during the installation process and additional domains can be added from the administration console. A GAL sync account is created and the datasource for the Internal GAL is Zimbra. domains and profiles menu. When you set up a domain. a list of domains is displayed. either Internal LDAP server. or both • Domain authentication mode.7 25 . external LDAP. 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. you can configure the following: • Global Address List (GAL) mode. Select the domain to edit from the list. The following settings can be configured for your default domain or when you create a new domain. External LDAP server or Active Directory. 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. When you select Domains from the Find address.

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

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

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

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

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

• AD LDAP URL and whether to use SSL. To search within a specific part of your directory. Setting UP Virtual Hosts for Your Domain You can configure multiple virtual host names to host more than one domain name on the server. the default port is 636.0. Virtual hosts are configured from the administration console Domains>Virtual Host tab.com. It would be entered as ( dc=server.Managing ZCA Configuration • LDAP search base. You can configure multiple external active directory hosts. The general domain configuration does not change. The default port is 389. enter a search base. Enter the active directory LDAP address. When the virtual host is found. You configure the following settings: • AD domain name. the authentication is completed against that domain. For example.7 31 . https:// mail. The authentication request searches for a domain with that virtual host name. If you use SSL. When the Zimbra login screen displays. Zimbra Web Client users can log in without having to specify the domain name as part of their user name. Users enter the virtual host name as the URL address. • Use DN/Password to bind to external server. The name of the domain for the active directory server. When you create a virtual host. Zimbra Collaboration Suite Appliance ZCA 6. then enter the DN/password for a service account on the external LDAP that has been granted access to the attributes required to do the search. The virtual host requires a valid DNS configuration with an A record. External Active Directory The external active directory (AD) authentication mechanism attempts to bind to the AD server using the supplied user name and password.company. dc=com). users can login to their accounts without having to specify the domain name as part of their user name. users enter only their user name and password. If the filter you entered cannot be run using an anonymous bind.

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

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

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

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

0.Administrator’s Guide 36 ZCA 6.7 Zimbra Collaboration Suite Appliance .

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

you must download the . makes it easy to import accounts from specific domain that have been precreated on the Zimbra Appliance. so that when an account is imported and the domain they were on is not created on ZCA. 4. On the Bulk provisioning options dialog. or • Use the same password for all new accounts. If you do not enable Automatically create missing domains. If the wizard generates random passwords for each account. which means that no limits are set. accounts from domains that do not exist on ZCA are not created. 6. select whether to import accounts from Active Directory or from another LDAP directory. 3. the domain is automatically created.0. • Check Require users to change the password after first login. You need to give the password information to each user. The password can be from 6 to 64 characters. enter the details for connecting to your Active Directory or other LDAP server. On the Overview dialog. The following options can be set: Set either • Generate a random password for each account. set the password configuration option you want to use and click Next. Enter the maximum accounts to import at one time.csv file that is created as this file lists the passwords that were created. The default is 0. The default is 8 characters. Disabling this option.Administrator’s Guide 2. 54 ZCA 6. 5.7 Zimbra Collaboration Suite Appliance . • Length of generated password. Enable Automatically create missing domains. On the Directory connection dialog.

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

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

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

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

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

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

When you open the migration wizard. Note: See the Migrating from Microsoft Exchange to ZCS Guide for detailed information about the Wizard. the Import Completed dialog displays.0. The ZCS Migration Wizard one-step migration makes it easy to create accounts and import the content you selected for those accounts. When you click Next. By choosing the download option. the file is removed from the server. the Import Destination dialog displays. Note if you choose not to download the file now. Users can now log on to their ZCA accounts. The accounts are now created on ZCA. 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 migration begins and a progress bar is displayed.xml file created on ZCA. Zimbra Collaboration Suite Appliance ZCA 6. When the migration is complete.Creating Accounts on ZCA 7.7 61 . Click Download MS Exchange migration utility to download the ZCS Migration Wizard for Exchange executable file. Click Download XML file for MS Exchange migration utility and save the file to a folder on the computer. 8. you will not be able to access it again. Choose a secure location to store it as it may contain password information for all of your users. Select One Step Migration and browse to the .

7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 62 ZCA 6.0.

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

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

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

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

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

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

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

The user’s Zimbra mailbox domain name 2. The user’s username as configured on the account c. • User name. Note: Only WM6 devices and IPhones support security policies set by the server. 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.com/index.zimbra. Older devices do not respond to security policies. create appointments. and add contacts to their address book. Users can immediately sync their account to their mobile device when this is configured.php?title=IPhone Setting up Mobile Device Security Policies The administrator can configure mobile security policies that enforce security rules on compliant mobile devices that sync with Zimbra Appliance accounts. 3. 4. Enter the user’s Zimbra Appliance domain name (DNS). The client then connects to the user’s account on the mailbox server. They can send email.Administrator’s Guide 9. For details about specific device setup. The following may need to be configured in the mobile device: • Server name (address).com/index. The protocol goes through the reverse proxy if it is present in the path.zimbra. In most cases. You can enforce general security policies including password rules and set up local wipe capability on compliant devices. 70 ZCA 6. • 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. http://wiki. The mailbox server accesses the LDAP server to verify and authenticate the user’s credentials before allowing a connection. see the Mobile Device Setup pages on the Zimbra Wiki. Setting Up Mobile Devices Mobile sync is enabled either in the profiles for the account or enabled on individual accounts.php?title=Mobile_Device_Setup http://wiki. • Domain. Enter the fully qualified host name of the user’s Zimbra Appliance mailbox server. Users configure the following information: a. Enter the user’s primary Zimbra Appliance account name.0. The Zimbra mailbox server address b.7 Zimbra Collaboration Suite Appliance .

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

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

Managing Zimbra Mobile

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

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

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

73

Administrator’s Guide

74

ZCA 6.0.7

Zimbra Collaboration Suite Appliance

Index

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

contact lists 43 core functionality

5

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

51

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

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

44

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

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

G
GAL access for COS GAL mode 27

41

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

75

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

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

0.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 78 ZCA 6.

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