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

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

Some of the features that can be found in the web client include: • Compose.0 collaboration and messaging software for enterprises. Administrators centrally manage the appliance from the administration console. and government agencies. The Zimbra Collaboration Suite Appliance is your email and collaboration cloud delivered as a virtual appliance for faster provisioning and easier administration than traditional solutions. and 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. read. 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. This guide is intended for system administrators responsible for creating and maintaining accounts.7 5 . forward. service providers. reply.Chapter 1 Introduction Zimbra is the leader in open source. Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. educational institutions. and Standard Zimbra Web Client as an HTML client. Web 2.0.

email folders. distribution lists. Global Address List (GAL) and external authentication • LDAP interoperability for GAL and external authentication • Self-signed and commercial SSL certificate management • Zimbra license management • Service status overviews • Automatic update mechanism • Service level control with status • Diagnostic tools to log file downloads 6 ZCA 6.7 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. including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create.0. The console offers the following management features: • Dashboard with task based management features. address book lists with others • Set mailbox usage preferences. • Create and mange user accounts. 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. 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.Administrator’s Guide • Share calendars. resources.

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

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

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

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

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

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

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

distribution lists. used to manage the Zimbra Appliance license and certificates. and resources. domains.0. select the item from the menu on the right of the Find address. the Content pane shows all addresses in ZCS. 14 ZCA 6.7 Zimbra Collaboration Suite Appliance . aliases. To view each of these items in the Content pane. domains. You can identify the type of account from the icon. When you view All addresses.Administrator’s Guide • Advanced Tools. and profiles area. This tab includes tools for migrating and importing accounts. Tasks Managed from the Administration Tab Some of the tasks that are performed from the administration console include: • Managing your domain and create new domains • Managing general configuration settings including licenses and certificates • Setting up virtual hosts on a domain • Creating and managing end-user accounts • Creating different profiles that define enabled features and assign the profiles to accounts • Creating and managing distribution lists and aliases • Migrating Microsoft Exchange user accounts to ZCA using the migration tool • Importing multiple accounts • Managing resources that can be scheduled for meetings • Changing user passwords Working in the Dashboard Tab From the ZCA dashboard tab you can view a list of account addresses. profiles.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

and then verifies that the entry matched is either a Zimbra account or distribution list. For example. 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.).7 29 . To search within a specific part of your directory. and to use DN password to bind to the external server. A search filter must be specified. the default GAL filter setting is (|( cn=%s*)( sn=%s*)( gn=%s*)( mail=%s*)). ( dc=server. etc. gn. The port is 389.Managing ZCA Configuration External LDAP settings that need to be configured are the following: • LDAP URL and whether to use SSL. The parameters in a filter you construct determine the thoroughness of a search. You can configure multiple external LDAP hosts so users can access GAL from the next available configured server when a GAL server is down. LDAP filter. Enter the LDAP address. For AD. • LDAP search base. adAutoComplete is the default filter. 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. You must configure the LDAP URL. This is the default.0. then enter the DN/password of a service account on the external LDAP that has been granted access to the attributes required to do the search. the port is 636. Zimbra Collaboration Suite Appliance ZCA 6. • Autocomplete filter. If the filter you entered cannot be run using an anonymous bind. • External LDAP. The user name and password is the authentication information supplied in the bind operation to the directory server. The filter defines the search rules used for directory searches. The Internal authentication uses the Zimbra directory server for authentication on the domain. dc=com). enter a search base. The following is an example of the filter string. If you use SSL. • Use DN Password to bind to external server. Zimbra Collaboration Suite offers the following three authentication mechanisms: • Internal. For LDAP. the autocomplete filter must be configured. • LDAP filter. To enable the ability to let users use the Autocomplete from GAL feature. When you select Internal. The Configure Authentication wizard on the Domain toolbar is used to configure the authentication modes.

You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS. Enter the LDAP address. Internal The Internal authentication method assumes the Zimbra schema. You can configure multiple external LDAP hosts. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password.com). 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. If you use SSL. • LDAP filter. Check either to use SSL or StartTLS. the connection is closed and the password is considered valid. No additional configuration is necessary. the default port is 636.7 Zimbra Collaboration Suite Appliance . On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. 30 ZCA 6. The default is to use the internal method as the authentication mode. otherwise an authentication error is returned to the user. You identify the Active Directory domain name and URL. You should ensure that the filter you enter results in a single entry being matched. The user name and password is the authentication information supplied to the Active Directory server. Example of the search filter is (mail=%u@mycompany. If this bind succeeds. The authentication method is set on a per-domain basis.0.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

organize files into different Briefcase folders. 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. Task lists can be shared with individuals. • Be notified of changes made to an appointment by a delegated access grantee. They can open the file if the application is available on the computer. 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. and the public. send the file in an email. Tasks Zimbra Tasks lets users create to-do lists and manage tasks through to completion. 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. Important: To allow users to share their task lists. • Enable the ability to automatically add invites with PUBLISH method.0.7 45 . groups. Feature Name Tasks Description Users can create and organize tasks from the Zimbra Web Client. • 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. They can add tasks to the default tasks list and they can create additional task lists to organize to-do lists by more specific activities. enable Sharing in the Features tab.

and the public access so that anyone who has the URL can view the content of the folder. including their mail folders. When a new shared folder is published. and Briefcase folders. They cannot change the default configuration for features that are set up for their accounts. a copy of the shared folder is put in the grantee’s folder list on the Overview pane. over-the-air synchronization of email. Administrators manage the shares from the DL’s Shares tab. the share privileges associated with the DL are revoked. users can share any of their folders. Users specify the type of access permissions to give the grantee. When internal users share a mail folder. task lists. When the administrator is notified. Zimbra Mobile Zimbra Mobile is an optional component that enables two-way. They can share with internal users who can be given complete manager access to the folder. existing members of the DL are automatically notified of the new shared item. the administrator publishes the shared item in the Shares tab to make the shared item available to members of the DL. calendar. All members of the list have the same share privileges that the grantee defined for the shared folder. and contacts data between mobile devices and the Zimbra server. Users must notify the administrator that they have shared a folder with the distribution list.0. address books. New members added to the distribution list can be automatically notified about items that are shared with them. calendars. When a member is removed from the distribution list. They can accept the shared item from their ZWC Preferences>Sharing tab. In this folder users see a list of folders that have been shared with them and folders that they have shared with others. Managing Shared Items using Distribution Lists When distribution lists are used to manage shared items. Users can manage their shared folders from their ZWC Preferences Sharing folder. external guests that must use a password to view the folder content. Disabling Preferences Preferences is enabled by default in profiles.Administrator’s Guide Enabling Sharing When the Sharing feature is enabled. 46 ZCA 6.7 Zimbra Collaboration Suite Appliance . members of the distribution list are automatically granted rights to the shared item. You can disable preferences and the Preferences tab does not display in users’ mailboxes. Users can modify the default preferences that are configured for their account.

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

The default is 10 attempts.Z Lower case a . the “failed login lockout” feature is enabled and you can configure the following settings. Feature Name Enable failed login lockout Number of consecutive failed logins allowed Description When this box is checked. Users cannot change their passwords. This type of policy is used to prevent password attacks. an unlimited number of failed log in attempts is allowed. #. 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. $. % Base 10 digits 0 .0. Configuring the next settings will require users to create more complex passwords. The default minimum length is 6 characters.Administrator’s Guide Feature Name Minimum/Maximum password length Minimum / Maximum password age Description This specifies the required length of a password. If this is set to 0. 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 . for example !. The default maximum length is 64 characters. Users can change their passwords at any time between the minimum and maximum set. The number of failed login attempts before the account is locked out. This means the account is never locked out. Configuring a minimum and maximum password age sets the password expiration date.z Non-alphanumeric. 48 ZCA 6.9 Number of unique new passwords that a user must create before he can reuse an old password.7 Zimbra Collaboration Suite Appliance . They must change it when the maximum password age is reached.This should be set if authentication is external. &.

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

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

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

The account information that can be configured includes: • Account name. not the email address. 52 ZCA 6.0. This is the friendly name. The only information needed to create an account is the account name and the last name. Each account is assigned a profile that defines features for the account. • Aliases to be used. • Users first. company name. This is the name used in the email address. including phone number. • Password to be used. the New Account Wizard opens and steps you through the information needed to create an account. • Contact information.Administrator’s Guide Creating User Accounts When you create user accounts. When you select New>Account from the dashboard toolbar. and address. • Display name that appears in the user’s messages. Creating a Single Account You create one account at a time from the administration console dashboard.7 Zimbra Collaboration Suite Appliance . • Profile to be assigned which enables features for the account. middle. and password. and last name. the mailbox is created on the domain and a directory account is created on the LDAP server. The default profile is automatically selected if you do not select a profile.

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

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

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

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

On the Overview dialog. run the ZCS Migration Wizard for Exchange one-step migration option using the . run the Migration Wizard and configure the migration options and Active Directory log on information.xml file.xml file from the data on the Active Directory.7 57 . 2.0.xml file is created. click Next.xml file data. calendars. create an xml file with the migrating accounts data. From the administration console. This information is used to create an . contacts. 3. after the . the ZCS Migration Wizard creates the accounts and import the accounts content based in the . Creating the XML file 1. When you select the one-step option. • Step 1. Advanced Tools. From the ZCA administration console Advanced Tools tab. click Migration Wizard. and task lists from an existing Microsoft Exchange server to ZCA. select the migration options. • Step 2. In the Migration options dialog. When the user’s files are migrated. identify the MAPI profile to use to log into the Exchange server. Migrating accounts to the Zimbra Appliance is a two step process. 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. Zimbra Collaboration Suite Appliance ZCA 6. You enter this MAPI profile information in Step 4. Before you begin.

select Ignore previously imported emails so accounts do not have duplicate email messages. • Select whether to import items from the account’s Trash folder (deleted items) or Junk folder.Administrator’s Guide Set either • Generate a random password for each account. you must download the . Uncheck this box if the accounts were already created on ZCA. If this is not checked and you do not have a commercial certifcate installed before you migrate accounts. • Ignore invalid SSL certificate is checked by default. On the Mail server information dialog configure the ZCA server and Microsoft Exchange information needed to log in to each server.csv file that is created as this file lists the passwords that were created.0.7 Zimbra Collaboration Suite Appliance . address book contacts. • If some accounts were migrated before. tasks. 4. • Create user accounts in ZCA is checked to enable the account . or • Use the same password for all new accounts.xml element for provisioning the account. If the wizard generates random passwords for each account. • Check Require users to change the password after first login. the ZCS Migration Wizard for Exchange fails to migrate the accounts because the server certificate is not valid. and calendars. The default is 8 characters. • Length of generated password. The password can be from 6 to 64 characters. 58 ZCA 6. You need to give the password information to each user. • Select the items to import the accounts: email messages.

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

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

Creating Accounts on ZCA 7.0. Click Download MS Exchange migration utility to download the ZCS Migration Wizard for Exchange executable file. Note if you choose not to download the file now. The accounts are now created on ZCA. Users can now log on to their ZCA accounts. the migration begins and a progress bar is displayed. The ZCS Migration Wizard one-step migration makes it easy to create accounts and import the content you selected for those accounts. the Import Destination dialog displays. Note: See the Migrating from Microsoft Exchange to ZCS Guide for detailed information about the Wizard. the Import Completed dialog displays. When you click Next. By choosing the download option.7 61 . When the migration is complete.xml file created on ZCA. Click Download XML file for MS Exchange migration utility and save the file to a folder on the computer. 8. the file is removed from the server. Zimbra Collaboration Suite Appliance ZCA 6. Select One Step Migration and browse to the . you will not be able to access it again. When you open the migration wizard. Using ZCS Migration Wizard to Create Accounts and Import Content You can run the ZCS Migration Wizard for Exchange executable file at any time. Choose a secure location to store it as it may contain password information for all of your users.

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

Managing Accounts The following are some of the details that you can manage from the dashboard: • Change password for a selected account • Find a specific account using the Search feature • Change account information • Add or delete an account for multiple distribution lists at one time. The user must be told the new password. you can quickly change an account's password from the administration console Account toolbar. domains. 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. Resources and Distribution Lists The administration console dashboard is used to manage accounts.Chapter 6 Managing Accounts.7 63 . select Accounts from the Find address. Zimbra Collaboration Suite Appliance ZCA 6.0. resources and distribution lists. Passwords can be from 6 to 64 characters and do not have an expiration date. and profiles menu. Changing Passwords If you use internal authentication. See the ZCA administration console Help for information about how to perform these tasks from the administration console.

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

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

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

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

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

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

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

the next time a mobile device sends a request to the server. If a mobile device is lost or stolen. mobile devices that are capable of enforcing security policies automatically set up the rules and immediately enforces them. • When the Number of consecutive incorrect PIN inputs before device is wiped is configured. Zimbra Collaboration Suite Appliance ZCA 6.7 71 . after the PIN is entered incorrectly more than the specified number of times. In addition to the rules. the user is required to fix the PIN before they can sync with the server.Managing Zimbra Mobile After the mobile policy is set up.0. Once the server confirms that the policy is enforced on the mobile device. This erases all data on the device. after the number of minutes configured. Remote Wipe can be used to erase all data on lost or stolen devices. To unlock the device. See the Users’ Mobile Device Self Care Features section. users must enter their PIN. This typically means that if a Personal Identification Number (PIN) has not been set up on the device or the PIN is not as strong as required by the mobile policy you set up. the device is locked. a locally (generated by the device) initiated wipe of the device is performed. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured. the device can sync.

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

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

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

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

7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 78 ZCA 6.

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