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

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

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

including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create.7 Zimbra Collaboration Suite Appliance . share and publish rich documents online Core Zimbra Server Functionality The core Zimbra server functionality includes: • Mail delivery and storage • Indexing of mail messages upon delivery • Mailbox server logging • IMAP and POP support • Directory services. email folders. Global Address List (GAL) and external authentication • LDAP interoperability for GAL and external authentication • Self-signed and commercial SSL certificate management • Zimbra license management • Service status overviews • Automatic update mechanism • Service level control with status • Diagnostic tools to log file downloads 6 ZCA 6. 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. • Create and mange user accounts.0. including the ability to use Microsoft Active Directory • Anti-spam protection • Anti-virus protection Task-Based Administration Console The Zimbra Appliance is managed from a task based administration console. resources. The console offers the following management features: • Dashboard with task based management features. distribution lists.Administrator’s Guide • Share calendars. address book lists with others • Set mailbox usage preferences.

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

Administrator’s Guide 8 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

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

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

Anti-virus Service Clam AntiVirus software is bundled with the appliance as the virus protection engine. ZCA uses a percentage value to determine spaminess based on a SpamAssassin score of 20 as 100%.Working in the Administration Console Anti-spam Service The Zimbra Appliance utilizes SpamAssassin to control spam. The accounts created are listed in the accounts list.7 11 . SpamAssassin uses predefined rules as well as a Bayes database to score messages with a numerical range. Any message tagged between 33%-75% is considered spam and delivered to the user’s Junk folder. The anti-virus software is configured to block encrypted archives. • Non-spam (referred to as ham) Training User to receive mail notification about mail that was marked as junk. These addresses are automatically configured to work with the spam training filter. Zimbra Collaboration Suite Appliance ZCA 6.0. How well the antispam filter works depends on recognizing what is considered spam or not considered spam from messages that users specifically mark as Junk or Not Junk in their accounts. Users can view the number of unread messages that are in their Junk folder and can open the Junk folder to review the messages marked as spam and move a message if it is not spam. An automated spam training filter is enabled and two feedback system mailboxes are created to receive mail notification. When a message is tagged as spam. but should not have been. and to send notification to recipients alerting that a mail message with a virus was not delivered. the message is delivered to the recipient’s Junk folder. but should be. • Spam Training User to receive mail notification about mail that was not marked as junk. Messages tagged above 75% are always considered spam and are discarded. to send notification to administrators when a virus has been found.

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

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

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

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

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

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

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

Zimbra Collaboration Suite Appliance ZCA 6. 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. You can change this.7 19 . internal or external • Define the virtual host for a domain • Change general information configured for the default domain • Customize the client color scheme • Manage Zimlets that are available for accounts • Set up free/busy interop for scheduling meetings when you have users on both ZCA and Exchange • Define the email attachment filtering policy for incoming emails Changing General Information about your Default Domain The general information tab shows the following configuration details.0.Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console.

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

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

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

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

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

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

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

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

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

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

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

Enter the active directory LDAP address. the authentication is completed against that domain. For example. dc=com).company. The name of the domain for the active directory server. When the virtual host is found.Managing ZCA Configuration • LDAP search base. Users enter the virtual host name as the URL address. the default port is 636. External Active Directory The external active directory (AD) authentication mechanism attempts to bind to the AD server using the supplied user name and password. When the Zimbra login screen displays. The virtual host requires a valid DNS configuration with an A record. You configure the following settings: • AD domain name. Virtual hosts are configured from the administration console Domains>Virtual Host tab. The general domain configuration does not change. When you create a virtual host. To search within a specific part of your directory.com. • Use DN/Password to bind to external server. enter a search base. Zimbra Web Client users can log in without having to specify the domain name as part of their user name. If the filter you entered cannot be run using an anonymous bind. users can login to their accounts without having to specify the domain name as part of their user name. You can configure multiple external active directory hosts. users enter only their user name and password. Zimbra Collaboration Suite Appliance ZCA 6.7 31 . Setting UP Virtual Hosts for Your Domain You can configure multiple virtual host names to host more than one domain name on the server. • AD LDAP URL and whether to use SSL. 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. It would be entered as ( dc=server. If you use SSL. The default port is 389. https:// mail.0. The authentication request searches for a domain with that virtual host name.

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

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

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

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

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

0. In that case. create another profile that enables the features and Zimbra Mobile and assign this profile to users who can access to this feature. Each account is assigned a profile. creating different profiles based on user requirements makes it easy to give users the feature sets they need. the default profile does not enable mobile sync. You might not want to turn this on for all of your users. When IMAP or POP clients are used. a new profile tab opens. In an environment that includes users with different email and collaboration requirements. A default profile is automatically created during the installation of ZCA and you can create additional profiles. Click New and select Profile. When you change a profile.7 37 . which allows users to sync their smart phones with their accounts. users may not have these features available. You can create a profile from the New link on the administration console dashboard. Configuring profiles and assigning a profile to accounts lets you configure the features for accounts.Chapter 4 Customizing Profiles and Setting Up Mail Policy Rules This chapter describes the features that can be enabled in a ZCA profile that is assigned to user accounts. accounts assigned that profile reflect the change. For example. Zimbra Collaboration Suite Appliance ZCA 6. Note: Mailbox features are enabled for the Zimbra Web Client users. Setting Up Profiles Profiles define which features are enabled for an account.

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

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

New mail notification Allows users the option to specify an address where to be notified of new mail to their ZWC account. size. you can also specify forwarding addresses that are hidden from the user.Administrator’s Guide Allow the user to specify a forwarding address Users can create a forwarding address for their mail. users can create additional account names to manage different roles. You can specify a default forwarding address for a user when you create or edit an account. In the account configuration. They can turn this feature on or off and designate an address from their account Preferences tab. 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. Saved searches 40 ZCA 6. Users can save a search that they have previously executed or built.0. Users can also set the start and stop dates for the out of office message. Advanced search Allows users to build a complex search by date. and folders. domain. This is the information that the user uses as the From address. By default a message is sent to each recipient only once every seven days. An email with information about the email’s subject. A copy of each message sent to the account is immediately forwarded to the designated forwarding address. This is commonly used as a vacation message. tags. Out of office reply Users can create an email message that automatically replies to incoming messages. attachment. sender address and recipient address is sent to the address. regardless of how many messages that person sends to the address during that week. status. Users can change the information from their account Preferences tab. Persona The name and address configured for the account creates the primary account persona. In the Forwarding tab you can enable the function so that a copy of the forwarded message is not saved in the user’s mailbox.7 Zimbra Collaboration Suite Appliance . When Persona is enabled.

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

• Which folder should be searched first when running a search. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore 42 ZCA 6.7 Zimbra Collaboration Suite Appliance . enable Sharing in the Features tab. • Whether to save copies of outbound messages to the Sent folder.0.. • Whether to save a local copy of a message that is forwarded or to have it deleted from their mailbox. • How often. such as Thunderbird or Outlook. address books. • Set or change email message alerts. • Preferences for how messages that are replied to or forwarded are composed. the messages and attachments are saved on the Zimbra server. that the Web Client checks for new messages. • Whether to automatically append a signature to outgoing messages. including email messages and attachments.Administrator’s Guide POP3 access Users can use third party mail applications. to access their mailbox using the POP protocol. Import/ Export folder can be used to export a user’s account data. calendars. highlight the Mail tab when a message arrives. Important: To allow users to share their mailbox folders. The default maximum number of white list and black list addresses is 100 on each list. • Whether to compose messages in a separate window. and flash the browser. • Whether to view mail as HTML for messages that include HTML or to view messages as plain text. This data can be saved to their computer or other location as a backup. etc. Check for new mail every. in minutes. the Preference. When they retrieve their POP email messages. Users can modify the following mail preferences from their Preferences Signatures tab. • Set the display language for ZWC.. users can select the locale that is different from the browser language settings. contacts. tasks. Users can modify the following mail preferences from their account Preferences Mail tab. Users can set up their own Junk Mail Options of whitelist and blacklist email addresses that is used to filter incoming message from their Preferences Mail folder. Alerts can be set up to play a sound. calendar. If more than one language locale is installed on Zimbra Appliance. • Whether to send a read receipt when it is requested. and Briefcase folders. Import/Export Folder In the advanced Web Client.

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

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

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

the share privileges associated with the DL are revoked. calendars. including their mail folders. 46 ZCA 6. They can accept the shared item from their ZWC Preferences>Sharing tab. Zimbra Mobile Zimbra Mobile is an optional component that enables two-way. Users can modify the default preferences that are configured for their account. over-the-air synchronization of email. members of the distribution list are automatically granted rights to the shared item. Users must notify the administrator that they have shared a folder with the distribution list. the administrator publishes the shared item in the Shares tab to make the shared item available to members of the DL. Administrators manage the shares from the DL’s Shares tab. All members of the list have the same share privileges that the grantee defined for the shared folder. and Briefcase folders. When a new shared folder is published. task lists.Administrator’s Guide Enabling Sharing When the Sharing feature is enabled. Users can manage their shared folders from their ZWC Preferences Sharing folder. and contacts data between mobile devices and the Zimbra server. New members added to the distribution list can be automatically notified about items that are shared with them. Users specify the type of access permissions to give the grantee. a copy of the shared folder is put in the grantee’s folder list on the Overview pane. They cannot change the default configuration for features that are set up for their accounts.0. and the public access so that anyone who has the URL can view the content of the folder. Disabling Preferences Preferences is enabled by default in profiles.7 Zimbra Collaboration Suite Appliance . They can share with internal users who can be given complete manager access to the folder. address books. existing members of the DL are automatically notified of the new shared item. calendar. When a member is removed from the distribution list. You can disable preferences and the Preferences tab does not display in users’ mailboxes. When internal users share a mail folder. Managing Shared Items using Distribution Lists When distribution lists are used to manage shared items. external guests that must use a password to view the folder content. When the administrator is notified. users can share any of their folders. 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 quota is reached. The AD password policy is not managed by Zimbra. 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.0. Configuring Advanced Tap Options The profiles Advanced tab lets you set account quotas and password. accounts do not have a quota. Users can be notified that their mailboxes are nearing their quota. Account quota is the amount of space in megabytes that an account can use.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. login. Select Password locked from the Advanced tab Password section. users cannot add new contacts. and email retention policies. The default mobile device policy is also enabled. When this is enabled. Setting Password Policy If internal authentication is configured for the domain. you can configure ZCA to require users to create strong passwords. If you set the quota to 0. and contacts for users of selected mobile phones. Setting Account Quotas You can specify mailbox quotas and the number of contacts allowed for accounts. The percentage threshold for quota notification can be configured. When this threshold is reached.7 47 . calendar. The quota percentage can be set and the warning message text can be modified in the Advanced tab settings for the profile. The password settings that can be configured are listed below. Zimbra Collaboration Suite Appliance ZCA 6. you must disable the Change Password feature in their profile. and files in Briefcase. Calendar meeting information. Important: If Microsoft Active Directory (AD) is used for user authentication. The quota includes email messages. all email messages are rejected and users cannot add files to their account. When the number is reached. a quota warning message is sent to the user. The Address Book size limit field sets the maximum number of contacts a user can have across all of their address books. task lists.

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

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

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

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. Customizing Profiles and Setting Up Mail Policy Rules.7 51 . you must disable the Change Password feature in their Profile. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. When you import accounts. Passwords can be from 6 to 64 characters and do not have an expiration date. • Are passwords required and can users change their password? Password Options When you provision accounts.Chapter 5 Creating Accounts on ZCA New accounts are created from the administration console of Zimbra Collaboration Suite Appliance (ZCA) in any of the following methods: • Use the New Account Wizard to create one account at a time • Use the Import Wizard to import account information from an external directory server (either LDAP or Active Directory) to provision multiple accounts at once. if the password is known. The AD password policy is not managed by Zimbra.csv or . it can be added as part of the .xml file and is set when the account is provisioned. • 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 4.0. Zimbra Collaboration Suite Appliance ZCA 6.

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

The wizard guides you through importing accounts from an external directory. The import wizard configuration details include: • Generating passwords for the accounts. make sure you download the list of provisioned accounts as this will list the passwords for each account. From the administration console.7 53 . Zimbra Collaboration Suite Appliance ZCA 6. the file is removed from the server. Download this file for future reference. The wizard downloads account information from your directory and creates the accounts on ZCA. If you want to make sure users change a password that you create. If you add contact information about the account and use the internal GAL. either Active Directory or an LDAP server. you can enable Must Change Password for the account. Advanced Tools. 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. In addition. you can enter how many records to fetch for this import. When the end-user logs in for the first time or when an email is delivered to the user’s account. Managing the Import Process 1.0. the wizard generates a report in a . You enter details for connecting to your AD or LDAP server. Creating an account sets up the appropriate entries on the Zimbra LDAP directory server.csv format with a list of new accounts. • Setting up the LDAP directory connection. Choose a secure location to store it as it may contain password information for all of your users.Creating Accounts on ZCA • Enable Forwarding to allow users to specify forwarding addresses from their mailbox. click Import Accounts. Users must change their password the first time they log on to their accounts. 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. By choosing the download option. that information is available in the LDAP directory. the mailbox is created on the mailbox server. When this is complete. If you choose to generate random passwords for each account.

• Length of generated password.csv file that is created as this file lists the passwords that were created. 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. If the wizard generates random passwords for each account. Disabling this option.7 Zimbra Collaboration Suite Appliance . On the Overview dialog. enter the details for connecting to your Active Directory or other LDAP server. On the Bulk provisioning options dialog. 5. 3.0. 54 ZCA 6. you must download the . select whether to import accounts from Active Directory or from another LDAP directory. accounts from domains that do not exist on ZCA are not created. which means that no limits are set. 6. • Check Require users to change the password after first login. On the Directory connection dialog. so that when an account is imported and the domain they were on is not created on ZCA. the domain is automatically created. You need to give the password information to each user. makes it easy to import accounts from specific domain that have been precreated on the Zimbra Appliance. or • Use the same password for all new accounts. The default is 0. Enter the maximum accounts to import at one time. If you do not enable Automatically create missing domains. The password can be from 6 to 64 characters. Enable Automatically create missing domains. The default is 8 characters.Administrator’s Guide 2. 4.

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

Download the . Download this file for future reference. By choosing the download option.7 Zimbra Collaboration Suite Appliance . The accounts are imported to ZCA. the file is removed from the server. Choose a secure location to store it as it may contain password information for all of your users. 8. Note if you choose not to downlaod the file now. This list includes the password information for each account. a Provision Accounts dialog shows the number of accounts imported and number of accounts that failed to be imported. Click Next. When the import is complete.csv file that lists the created accounts and their password.Administrator’s Guide 7.csv file is created with the list of all provisioned accounts. 56 ZCA 6.0. A . you will not be able to access it again.

click Migration Wizard. Migrating accounts to the Zimbra Appliance is a two step process.0. run the Migration Wizard and configure the migration options and Active Directory log on information. identify the MAPI profile to use to log into the Exchange server. Creating the XML file 1. You enter this MAPI profile information in Step 4.7 57 .xml file from the data on the Active Directory. the folder hierarchy is maintained.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages. From the ZCA administration console Advanced Tools tab. 3. • Step 1. run the ZCS Migration Wizard for Exchange one-step migration option using the . From the administration console. the ZCS Migration Wizard creates the accounts and import the accounts content based in the .xml file is created.xml file data. This information is used to create an . contacts.xml file. and task lists from an existing Microsoft Exchange server to ZCA. calendars. Before you begin. When you select the one-step option. When the user’s files are migrated. In the Migration options dialog. click Next. after the . 2. create an xml file with the migrating accounts data. Zimbra Collaboration Suite Appliance ZCA 6. select the migration options. Advanced Tools. • Step 2. On the Overview dialog.

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

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

click Next. last names. When you click Next. click Next. postal and phone information if it is available. including email address.xml file is created. individual first.Administrator’s Guide gather account information. If the information is correct. middle. You can change the filter. 60 ZCA 6. The migration wizard connects to the Exchange server. click Previous. • LDAP search base is used to configure what subsection of the LDAP forest to search. If you need to fix any of the options. 6. After you complete this dialog. The Review migration options dialog shows the migration options you have configured. the .0.7 Zimbra Collaboration Suite Appliance .

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

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

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

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

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

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

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

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

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. and many other phones that support the Active Sync protocol. Windows Mobile 5 (WM5).0. ActiveSync™ 1 Native Client 2 Internet 3 Reverse Proxy (Optional) Mailbox Server 4 Authentication LDAP server Disk Storage The diagram shows how the native mobile device application software syncs with the Zimbra mailbox server using Activesync™. and 6 (WM6) devices. The following diagram shows the flow of data from the server to the mobile. IPod Touch.7 69 . calendar and task data and device security policy enforcement between the mobile device and an account on the mailbox server.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. contacts. ZCA 6. Devices use the native software and UI that is installed on the device to sync. Zimbra Mobile is compatible with IPhone.

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

To unlock the device. users must enter their PIN. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured. the device is locked. This erases all data on the device. the next time a mobile device sends a request to the server. Zimbra Collaboration Suite Appliance ZCA 6.0. • When the Number of consecutive incorrect PIN inputs before device is wiped is configured. after the PIN is entered incorrectly more than the specified number of times.Managing Zimbra Mobile After the mobile policy is set up. This typically means that if a Personal Identification Number (PIN) has not been set up on the device or the PIN is not as strong as required by the mobile policy you set up. the user is required to fix the PIN before they can sync with the server. Once the server confirms that the policy is enforced on the mobile device. the device can sync. In addition to the rules. Remote Wipe can be used to erase all data on lost or stolen devices. a locally (generated by the device) initiated wipe of the device is performed. 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.7 71 . after the number of minutes configured. If a mobile device is lost or stolen.

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

Managing Zimbra Mobile

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

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

Zimbra Collaboration Suite Appliance

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

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

notifying distribuion list 66 spam message lifetime 50 spam white list. for mail filters 41 standard web client. 65 50 T tasks feature 45 themes. import/export account data Zimlets 33 42 77 ZCA 6.0.7 Zimbra Collaboration Suite Appliance . 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. 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.sharing. setting as default support 7 system accounts 15.

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