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

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

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

Administrator’s Guide • Share calendars. email folders.0. address book lists with others • Set mailbox usage preferences. Global Address List (GAL) and external authentication • LDAP interoperability for GAL and external authentication • Self-signed and commercial SSL certificate management • Zimbra license management • Service status overviews • Automatic update mechanism • Service level control with status • Diagnostic tools to log file downloads 6 ZCA 6. domains and aliases • Maintain profiles for feature based administration • Mobile device policy management • Color scheme configuration options of the Zimbra Web Client interface • Advanced tools for migration and interoperability • Exchange migration tools • Exchange interoperability for free/busy. • Create and mange user accounts. The console offers the following management features: • Dashboard with task based management features. resources. including the ability to use Microsoft Active Directory • Anti-spam protection • Anti-virus protection Task-Based Administration Console The Zimbra Appliance is managed from a task based administration console. including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create. distribution lists.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.

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

7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 8 ZCA 6.

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

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

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

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

com/products • For documentation: http://www.0.7 13 .hyperic. HQ's default metric collection provides real time monitoring of availability. used to manage server configuration and to create a policy for attachments received with email messages. For more information about Hyperic HQ go to the following links: • For product description: http://www. The storage space is used to save the content of users’ accounts. Zimbra Collaboration Suite Appliance ZCA 6. When you run a diagnostics of ZCA. The console includes three tabs that make it easy to quickly find items in the console. and utilization.Working in the Administration Console Stats Service This service maintains statistics about the operation of the application. The information is not available for administrator’s review. you should plan to add additional disk space. A link to the Spring Source Hyperic HQ monitoring tool is available from the Status tab. you are directed to use this link by Zimbra support to help diagnose issues. In most cases. • Dashboard. Monitoring ZAP Servers You can set up a third-party monitoring tool to manage ZCA servers. You should regularly monitor the disk capacity and when disks reach the 85% full threshold.hyperic. • Settings. Disk Space Usage The Status tab shows the amount of free storage space remaining on the disk. used to manage the daily ZCA activity for accounts. but is available for Zimbra support to troubleshoot issues. performance. Navigating the Administration Tab You manage all user and domain configuration tasks from the administration tab. the results are saved to a zip file that can be forwarded to support.com/support/systems-monitoringdoc Diagnostics Link The Diagnostics link is used for troubleshooting ZCA.

domains. Tasks Managed from the Administration Tab Some of the tasks that are performed from the administration console include: • Managing your domain and create new domains • Managing general configuration settings including licenses and certificates • Setting up virtual hosts on a domain • Creating and managing end-user accounts • Creating different profiles that define enabled features and assign the profiles to accounts • Creating and managing distribution lists and aliases • Migrating Microsoft Exchange user accounts to ZCA using the migration tool • Importing multiple accounts • Managing resources that can be scheduled for meetings • Changing user passwords Working in the Dashboard Tab From the ZCA dashboard tab you can view a list of account addresses. This tab includes tools for migrating and importing accounts. the Content pane shows all addresses in ZCS. and resources.7 Zimbra Collaboration Suite Appliance . used to manage the Zimbra Appliance license and certificates. aliases. profiles.0.Administrator’s Guide • Advanced Tools. When you view All addresses. select the item from the menu on the right of the Find address. You can identify the type of account from the icon. distribution lists. and profiles area. domains. 14 ZCA 6. To view each of these items in the Content pane.

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

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

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

0.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 18 ZCA 6.

0. Zimbra Collaboration Suite Appliance ZCA 6. You can manage these tasks from the administration console: • Install and manage your Zimbra license • Install and view your SSL certificates • Create new domains • Configure the authentication method to use. 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.Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console.7 19 . You can change this.

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

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

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

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

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

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

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

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

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

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

the default port is 636. Internal The Internal authentication method assumes the Zimbra schema. Example of the search filter is (mail=%u@mycompany. You identify the Active Directory domain name and URL. The filter defines the search rules used for directory searches and tries to map the user name to one user on the external LDAP.Administrator’s Guide • External Active Directory. The authentication method is set on a per-domain basis. You can configure multiple external LDAP hosts. otherwise an authentication error is returned to the user. If this bind succeeds. No additional configuration is necessary. On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. The default port is 389. the connection is closed and the password is considered valid. You should ensure that the filter you enter results in a single entry being matched. The default is to use the internal method as the authentication mode.0.7 Zimbra Collaboration Suite Appliance . If you use SSL. • LDAP filter.com). You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password. Check either to use SSL or StartTLS. Enter the LDAP address. The user name and password is the authentication information supplied to the Active Directory server. 30 ZCA 6.

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

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

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

Emotiocons. Users can control the Zimlets they use from the ZWC Preferences>Zimlet page.0. Drag and Drop files on to their email message. All Zimlets that are deployed are displayed in the Domain>Zimlets tab. The emoticons are available from a link on the compose toolbar. • Foreground color of the themes. to add a textual portrayal of different facial expressions to their messages. Note: This feature does not work with Internet Explorer. • com_zimbra_ dnd. 34 ZCA 6.7 Zimbra Collaboration Suite Appliance . The text color usually does not need to be changed. Phone numbers to quickly place a call. VOIP software. If a Zimlet should not be turned off from ZWC. Check the Zimlets that should be enabled for the domain. • com_zimbra_ymemotiocons. The default text color is black. such as Skype or Cisco VOIP phones must be installed on the user’s computer. The foreground color is the text color displayed. Customizing Themes for Domains The Zimbra Web Client includes multiple themes that users can select as the appearance of their mailbox. You can change the base colors of themes for a domain from the administration console. select mandatory.Administrator’s Guide • com_zimbra_phone.

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

7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 36 ZCA 6.0.

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

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

user-defined folders. 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. HTML compose Users can compose email messages with an HTML editor. you can remove the check from Preferences in the profile. user-defined filters. tags. The default is to let users manage their preferences.0. Email messaging Zimbra Appliance email messaging is a full-featured email application that includes advanced message search capabilities. This is enabled by default in the profile.Customizing Profiles and Setting Up Mail Policy Rules • Address books • Calendar • Tasks • Briefcase • Preferences These features can be enabled in the profile. If this feature is enabled. and more. View link. conversation view is the default. Mail Features Mail Conversations Description Enables the email application. Users can change the default from the Mail toolbar. Zimbra Collaboration Suite Appliance ZCA 6. You configure which email messaging features are enabled. 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. They can specify their default font settings for HTML compose in their account Preferences tab.7 39 . mail sorted by conversations. Conversations group messages by subject.

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

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

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

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

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

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

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

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

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

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

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

• 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.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. Passwords can be from 6 to 64 characters and do not have an expiration date. Zimbra Collaboration Suite Appliance ZCA 6.7 51 . Before Creating Accounts Before you create accounts you need to determine the following: • Will all accounts be on the same domain? See Managing ZCA to create a new domain. you can configure accounts with a password and require users to change the password the first time they log in or you can leave the password field blank and users can create their own password. When you import accounts. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. it can be added as part of the . Important: If Microsoft Active Directory (AD) is used for user authentication. you must disable the Change Password feature in their Profile. The AD password policy is not managed by Zimbra. if the password is known. Customizing Profiles and Setting Up Mail Policy Rules. • Are passwords required and can users change their password? Password Options When you provision accounts.xml file and is set when the account is provisioned.0.csv or .

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

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

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

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

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

click Migration Wizard.0. the folder hierarchy is maintained. 3. Advanced Tools. create an xml file with the migrating accounts data. On the Overview dialog. Zimbra Collaboration Suite Appliance ZCA 6. Migrating accounts to the Zimbra Appliance is a two step process.xml file. 2. select the migration options. after the . When the user’s files are migrated. click Next. calendars. run the ZCS Migration Wizard for Exchange one-step migration option using the .xml file data. the ZCS Migration Wizard creates the accounts and import the accounts content based in the . and task lists from an existing Microsoft Exchange server to ZCA. • Step 2.7 57 . From the ZCA administration console Advanced Tools tab. When you select the one-step option. • Step 1. In the Migration options dialog. Before you begin. run the Migration Wizard and configure the migration options and Active Directory log on information. From the administration console. You enter this MAPI profile information in Step 4. contacts.xml file is created. identify the MAPI profile to use to log into the Exchange server.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages. This information is used to create an .xml file from the data on the Active Directory. Creating the XML file 1.

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

is set to Zimbra Collaboration Suite Appliance ZCA 6.0.Creating Accounts on ZCA • In the Target domain field enter the domain name where accounts are migrated to. Enter the password for this account.com • By default the port is 3268. The LDAP URL is entered as ldap:// ldapdirectory.7 59 . enter the following information.example. This domain should be created on ZCA. but you can change this • Use Security. • • • Mapi profile name. • Enter the maximum accounts to import at one time. The filter in the field (objectClass=organizationalPerson). The default is 0. • The ZCA administrator account is automatically configured. MAPI server name is the name of the name of the Microsoft Exchange server from which data is collected. • Enter the MAPI profile that is used to connect to the Microsoft Exchange server. On the Active Directory information dialog. 5. Here you can define search criteria to collect the type of account information you want to import. In this field enter the LDAP search filter to run. Enter the MAPI logon user DN Click Next. • Server Name. Check SSL if this is used • Bind DN and bind password • LDAP filter. This is the MAPI profile you create for use with the Zimbra Migration Wizard to conduct the migration. which means that no limits are set.

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

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

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

Chapter 6 Managing Accounts. and view which lists the account is on • Create and change alias addresses • View an account’s mailbox • Change an account’s status and delete accounts • Reindex a mailbox To see a list of accounts. domains. Changing Passwords If you use internal authentication. resources and distribution lists. select Accounts from the Find address. Passwords can be from 6 to 64 characters and do not have an expiration date. and profiles menu. Resources and Distribution Lists The administration console dashboard is used to manage accounts. Zimbra Collaboration Suite Appliance ZCA 6.7 63 . you can quickly change an account's password from the administration console Account toolbar. Managing Accounts The following are some of the details that you can manage from the dashboard: • Change password for a selected account • Find a specific account using the Search feature • Change account information • Add or delete an account for multiple distribution lists at one time.0. The user must be told the new password. See the ZCA administration console Help for information about how to perform these tasks from the administration console.

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

Using Distribution Lists for Group Sharing Instead of creating individual share requests.Managing Accounts. When you delete an account. distribution lists can be created to share items with a group. Users notify the administrator that they have shared an item with the distribution list and the administrator publishes the shared item to the list. and profiles menu. the individual recipient addresses cannot be viewed. When a new shared item is published. but the content of the account is still available. deletes the message store. The 1000 recipients include addresses in distribution lists that are nested within a distribution list. If you are not sure that is what you want to do. the distribution list is automatically removed from the Member Of tab. Senders do not receive an error when they send a message to a distribution list with more than 1000 members. Zimbra Collaboration Suite Appliance ZCA 6.7 65 . This removes the account from the server.0. When a distribution list is deleted or the removed. the account and all the content is deleted. You can use this feature to limit the exposure of the distribution list to only those that know the address. change. the user’s account Member Of tab is updated with the list name. they are sending the message to everyone whose address is included in the list. existing members of the list are automatically notified of the new share. Managing Distribution Lists A distribution list is a group of email addresses contained in a list with a common email address. and changes the number of accounts used against your license. domains. Deleting these accounts may prevent certain ZCA components from functioning and possibly the lose of administration dashboard access. When a Zimbra user’s email address is added to a distribution list. The address line displays the distribution list address. but the message is not sent to more than 1000 recipients. change the account status to Closed. Only administrators can create. The maximum number of members in a distribution list is 1000 recipients. select Distribution Lists from the Find address. To see a list of distribution lists. Important: System accounts designated with the icon and the administrator icon should never be deleted. or delete distribution lists. The login is disabled and messages are bounced. The Hide in GAL check box can be enabled to create distribution lists that do not display in the GAL. Resources and Distribution Lists Deleting an Account You can delete accounts from the administration console. This is done in the Shares tab. When users send to a distribution list.

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

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

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

Windows Mobile 5 (WM5).Chapter 7 Managing Zimbra Mobile Zimbra Mobile is the Zimbra synchronization program enabled on the mailbox server that provides over-the-air synchronization of mail. 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. Devices use the native software and UI that is installed on the device to sync. and many other phones that support the Active Sync protocol. Zimbra Mobile is compatible with IPhone. and 6 (WM6) devices. 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™. ZCA 6. 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. IPod Touch. contacts.0.7 69 .

• User name. The mailbox server accesses the LDAP server to verify and authenticate the user’s credentials before allowing a connection. The user’s Zimbra mailbox domain name 2.zimbra.7 Zimbra Collaboration Suite Appliance . Users can immediately sync their account to their mobile device when this is configured. Enter the fully qualified host name of the user’s Zimbra Appliance mailbox server. Enter the user’s primary Zimbra Appliance account name. Note: Only WM6 devices and IPhones support security policies set by the server. The Zimbra mailbox server address b. The user’s client connects to the Internet using the ActiveSync protocol for syncing with the Zimbra mailbox server.Administrator’s Guide 9.0.com/index.php?title=Mobile_Device_Setup http://wiki. The following may need to be configured in the mobile device: • Server name (address).com/index. The user’s username as configured on the account c. and add contacts to their address book.zimbra. Setting Up Mobile Devices Mobile sync is enabled either in the profiles for the account or enabled on individual accounts. They can send email. You can enforce general security policies including password rules and set up local wipe capability on compliant devices. 70 ZCA 6. • SSL certificate from the server may have to be added to the device as trusted if SSL is used when the certification is self-signed. http://wiki. 4. In most cases. For details about specific device setup. Users configure the following information: a. create appointments. Enter the user’s Zimbra Appliance domain name (DNS). Older devices do not respond to security policies. 3. The client then connects to the user’s account on the mailbox server. no additional plug-ins are required to be able to use the Zimbra Mobile feature. see the Mobile Device Setup pages on the Zimbra 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. The protocol goes through the reverse proxy if it is present in the path. • Domain.

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

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

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

sharing 68 resource conflict rules 68 resources 16 resources. changing password policy 73 mobile device. password strength policy settings 72 mobile device. using distribution lists for 65 O out of office reply 40 H hidden forwarding address 40 P password policy. maintaining calendars 67 resources. trial 21 license. setting up 37 provisioning accounts 51 public service host name 25 publishing shares 66 I icons used 14 IMAP access 41 import calendar appointments in . Zimbra 21 location resources 66 logging into the admin console Q quota. view from admin console 64 managing resource accounts 68 managing resources 66 maximum number in distribution lists 65 message lifetime 49 migrating accounts. expire 49 setting up profiles 37 settings tab 19 shared items. passwords 53 importing process for accounts 53 interop 32 44 L license. location 15 resources. managing 46 shares tab. setting 47 47 9 M mail filters 41 mail filters. working with spam check 41 mail identities 40 mail notification 40 mailbox full notification 47 mailbox quotas specifying 47 mailbox.ics import preferences on ZWC 42 importing accounts 53 importing accounts. domain 38 profiles. using to migrate accounts 61 mobile device. creating xml file 57 migration wizard. external access 41 postmaster alias 10 profiles 16 profiles. scheduling policy 67 REST URL 25 root alias 10 rules for attachments 20 S scheduling policy for resources 67 screen resolution. enabling 44 group sharing.7 Zimbra Collaboration Suite Appliance . distribution list 46 50 N New menu 15 76 ZCA 6. user self care 72 mobile devices. setting up notification quotas.0. setting up 70 R reindexing a mailbox 64 relay MTA for external delivery 20 resource accounts. equipment 15 resources. address book 47 quota. changing admin 10 password. 49 sessions. managing 68 resource calendar. failed login policy 48 persona 40 POP3. mobile device 70 session idle lifetime 49 session time out policy.Administrator’s Guide group calendar. standard web client security policy. managing 66 resources. installing 22 license. security policy 70 mobile devices. reindexing 64 mailbox. setting 47 password.

65 50 T tasks feature 45 themes. import/export account data Zimlets 33 42 77 ZCA 6. for mail filters 41 standard web client.0. customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files. maximum size allowed 20 V vacation message 40 view mailbox from admin console viewing SSL certificate 24 virtual host 31 64 W Web client features 5 web client features 39 wipe device.sharing.7 Zimbra Collaboration Suite Appliance . setting as default support 7 system accounts 15. mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client. notifying distribuion list 66 spam message lifetime 50 spam white list.

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

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