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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
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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 Configuring Advanced Tap Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Chapter 6 Managing Accounts. . 66 Managing Resources . . . . . . . . . 48 Setting Session Timeout Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 View an Account’s Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Managing Distribution Lists . . . . . . . . . . 49 Other Account Configuration Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Using Distribution Lists for Group Sharing . . . . . . . . . . . . . . . 63 Changing Passwords . . . . . . . . . . . . . . . . . . . . . . . 70 Setting up Mobile Device Security Policies . . . . . . . . . 45 Briefcase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Setting Up Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting Password Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 ZCA Features to Configure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 About Zimbra Web Client . . . . . . . . 45 Other Feature Configuration Settings for Accounts . . . . . . . . . . . . . 66 Chapter 7 Managing Zimbra Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Chapter 5 Creating Accounts on ZCA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Setting Email Retention Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Importing Accounts . . . . . . . . 64 Reindexing a Mailbox . . . . . . . . . . . . . 52 Creating a Single Account . . . . . . . . . . . 46 Zimbra Mobile . . . . . . . . . . . . . . . . . . . . . 51 Before Creating Accounts . . . . . . . . . . . . . . . . . . 34 Chapter 4 Customizing Profiles and Setting Up Mail Policy Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Administrator’s Guide Customizing Themes for Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Changing an Account’s Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Setting Mobile Device Policies Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Deleting an Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Setting Up Mobile Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Email messaging . . . . . . . . . . . . . 72 Changing Mobile Device Password Policy . . . 51 Creating User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Migrating Accounts and Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Managing Aliases . 73 iv Zimbra Collaboration Suite Appliance . . . . . . . 43 Tasks . . . . . . . . . . . . . . . 45 Enabling Sharing . . . . . . . . . . . . . . . . . . 43 Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting Failed Login Policy . . . . . . . . . . . . . . . . 51 Password Options. . . . . . . . . . . . . 47 Setting Account Quotas . 72 Users’ Mobile Device Self Care Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Disabling Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Resources and Distribution Lists. . . 63 Managing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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 6.0 collaboration and messaging software for enterprises. forward. Web 2. Some of the features that can be found in the web client include: • Compose. The Zimbra Collaboration Suite Appliance is your email and collaboration cloud delivered as a virtual appliance for faster provisioning and easier administration than traditional solutions.0. read. educational institutions.7 5 .Chapter 1 Introduction Zimbra is the leader in open source. Core Functionality The Zimbra Appliance is an innovative messaging and collaboration application that offers the following state-of-the-art messaging and collaboration solutions: • Intuitive message management and search • Personal and shared calendars • Multiple address books • Task management tool • Collaboration tools for online document authoring Zimbra offers two browser based web clients. This guide is intended for system administrators responsible for creating and maintaining accounts. Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. reply. Administrators centrally manage the appliance from the administration console. and government agencies. and Standard Zimbra Web Client as an HTML client. service providers.
email folders. address book lists with others • Set mailbox usage preferences. including the ability to use Microsoft Active Directory • Anti-spam protection • Anti-virus protection Task-Based Administration Console The Zimbra Appliance is managed from a task based administration console. The console offers the following management features: • Dashboard with task based management features. 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. distribution lists.0. 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. resources.7 Zimbra Collaboration Suite Appliance . including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create. • Create and mange user accounts.Administrator’s Guide • Share calendars. 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.
Introduction Zimbra License Requirements A Zimbra license is required in order to create accounts. • Zimbra Web Client Help. When you installed ZCA. http://www. This guide provides a product overview. The latest notes can be found on the Zimbra website. • Release Notes.com.com to purchase Zimbra Collaboration Suite • Contact support@zimbra. go to http://bugzilla.com/support/support_overview. We appreciate your feedback and suggestions. and expiration date of the regular license. and a description of administration tasks and configuration options.com to submit a bug report.com for support issues. The help topics describes how to perform tasks required to centrally manage mailbox accounts from the administration console. This license is encrypted with the number of Zimbra accounts (seats) you have purchased.zimbra. Make sure to provide enough detail so that the bug can be easily duplicated.Zimbra. Zimbra Collaboration Suite Appliance ZCA 6. • Contact sales@Zimbra.7 7 . the effective date.html If you encounter problems with this software. You will need to purchase a Zimbra regular license in order to create accounts after the trial license expires. • Zimbra administration console Help.zimbra. Support and Contact Information Visit www. see the Zimbra website.0. Late-breaking news for product releases and upgrade instructions are contained in the release notes. The help topics describe how to use the features of the Zimbra Web Client.Zimbra. www. For information about the Zimbra support program.com to join the community and to be a part of building the best open source messaging solution. This trial license is good for 60 days. Available Documentation The following documentation is available: • Administrator Guide. a trial license was automatically installed.
Administrator’s Guide 8 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .
7 9 .xxx. This tab shows the network status. • Network tab. • Zimbra Status tab. Zimbra Collaboration Suite Appliance ZCA 6.Chapter 2 Working in the Administration Console This chapter describes the components of the Zimbra Collaboration Suite Appliance (ZCA) administration console.xxx. • Zimbra Administration tab. The administration console consists of the following four main tabs. address settings. This shows the status of the ZCA services. This tab is used when a ZCA version is updated. The administrator can download and install the update from this tab. if they are configured. The administration console is the browser-based user interface the ZCA administrator uses to centrally manage ZCA. • Update tab. This tab opens the admin dashboard used to manage accounts and domains. Logging Into the Console To log into the administration console open your browser and type the Zimbra Appliance host name URL as https://xxx.xxx:5480 You can find the IP address on the vSphere Client. Zimbra Collaboration Suite Appliance summary tab.0. and proxy server settings.
Zimbra Status Tab When you log on to ZCA. ignore the warning and select the option to continue. If users reply to this postmaster address. The Zimbra Status tab opens and shows that status of all services. the anti-virus notification is sent directly to the admin account. This opens the administration dashboard where you manage ZCA accounts and domains. Changing Administrator Passwords The administrator password is created when ZCA is set up during installation. Select the administrator account and change the password. • Root. This address is where notification messages from the operating system are sent. Note: When you log in to the ZCA administration console the first time. Services that are not running display in red. This tab also shows the amount of free mail storage disk space remaining. You should log on to this account frequently. 10 ZCA 6. If you did not change the default settings during the installation.Administrator’s Guide • The user name is vmware. When all services are green. 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. Two aliases for the administrator account are created during install: • Postmaster. the first page that is displayed shows the Zimbra services. The password can be changed at any time from the Accounts toolbar.7 Zimbra Collaboration Suite Appliance . Setting Up the Administrator Account One administrator account can be created in ZCA and this account is created during the installation of ZCA. This admin account is the first account provisioned on the server and allows you to log on to the administration account using the password that was created at the same time. the message is forwarded to the administrator mailbox. • The password is the password of the VMware virtual machine set during the installation of ZCA.0. if an untrusted connection warning displays. The postmaster address is displayed in emails that are automatically generated from the mail transfer agent (MTA) and sent to the sender when messages cannot be sent. Other appliance reports may be sent to the admin account as well.
ZCA uses a percentage value to determine spaminess based on a SpamAssassin score of 20 as 100%. An automated spam training filter is enabled and two feedback system mailboxes are created to receive mail notification. and to send notification to recipients alerting that a mail message with a virus was not delivered. 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. Zimbra Collaboration Suite Appliance ZCA 6. These addresses are automatically configured to work with the spam training filter. • Non-spam (referred to as ham) Training User to receive mail notification about mail that was marked as junk.0. When a message is tagged as spam. 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. Any message tagged between 33%-75% is considered spam and delivered to the user’s Junk folder. the message is delivered to the recipient’s Junk folder. SpamAssassin uses predefined rules as well as a Bayes database to score messages with a numerical range.Working in the Administration Console Anti-spam Service The Zimbra Appliance utilizes SpamAssassin to control spam. Anti-virus Service Clam AntiVirus software is bundled with the appliance as the virus protection engine. The accounts created are listed in the accounts list. but should not have been.7 11 . to send notification to administrators when a virus has been found. The anti-virus software is configured to block encrypted archives. but should be. Messages tagged above 75% are always considered spam and are discarded. • Spam Training User to receive mail notification about mail that was not marked as junk.
Administrator’s Guide The anti-virus protection is enabled for each server during installation. and briefcase folders. the notification address for anti-virus alerts is configured. 12 ZCA 6. LDAP Service LDAP directory services provides a centralized repository for information about users and devices that are authorized to use your network. 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. Each account has an unique mailbox ID that is the primary point of reference to identify the account. Anti-virus protection is enabled for each server when the Zimbra software is installed. Functionality includes: • SMTP authentication • Attachment blocking • Relay host configuration Spell Service This is the spell checker service used for Zimbra Web Client (ZWC) to check the spelling when an email message is composed. The 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. LDAP entries are made for every ZCA attribute that specify operating parameters for the appliance. attachments. By default. In addition. contacts. ZCA uses the LDAP directory to look up user addresses from within the company. When a virus has been found.0. calendars. a notification is automatically sent to that address. This is referred to as the GAL.7 Zimbra Collaboration Suite Appliance . the Zimbra MTA checks every two hours for any new anti-virus updates from ClamAV. including messages. During ZCA installation. Mailbox Service The mailbox service manages all accounts’ mailbox content. The LDAP directory service is used for internal authentication.
com/support/systems-monitoringdoc Diagnostics Link The Diagnostics link is used for troubleshooting ZCA. used to manage the daily ZCA activity for accounts.hyperic. In most cases. When you run a diagnostics of ZCA.0. used to manage server configuration and to create a policy for attachments received with email messages. • Dashboard. performance.hyperic. • Settings. A link to the Spring Source Hyperic HQ monitoring tool is available from the Status tab. and utilization. the results are saved to a zip file that can be forwarded to support. The information is not available for administrator’s review.7 13 . but is available for Zimbra support to troubleshoot issues. For more information about Hyperic HQ go to the following links: • For product description: http://www. Zimbra Collaboration Suite Appliance ZCA 6. The storage space is used to save the content of users’ accounts. You should regularly monitor the disk capacity and when disks reach the 85% full threshold. The console includes three tabs that make it easy to quickly find items in the console. Navigating the Administration Tab You manage all user and domain configuration tasks from the administration tab. you should plan to add additional disk space.Working in the Administration Console Stats Service This service maintains statistics about the operation of the application. Monitoring ZAP Servers You can set up a third-party monitoring tool to manage ZCA servers.com/products • For documentation: http://www. HQ's default metric collection provides real time monitoring of availability. Disk Space Usage The Status tab shows the amount of free storage space remaining on the disk. you are directed to use this link by Zimbra support to help diagnose issues.
Administrator’s Guide • Advanced Tools. You can identify the type of account from the icon. This tab includes tools for migrating and importing accounts. When you view All addresses.0. Tasks Managed from the Administration Tab Some of the tasks that are performed from the administration console include: • Managing your domain and create new domains • Managing general configuration settings including licenses and certificates • Setting up virtual hosts on a domain • Creating and managing end-user accounts • Creating different profiles that define enabled features and assign the profiles to accounts • Creating and managing distribution lists and aliases • Migrating Microsoft Exchange user accounts to ZCA using the migration tool • Importing multiple accounts • Managing resources that can be scheduled for meetings • Changing user passwords Working in the Dashboard Tab From the ZCA dashboard tab you can view a list of account addresses.7 Zimbra Collaboration Suite Appliance . aliases. 14 ZCA 6. the Content pane shows all addresses in ZCS. profiles. used to manage the Zimbra Appliance license and certificates. domains. To view each of these items in the Content pane. and profiles area. domains. and resources. distribution lists. select the item from the menu on the right of the Find address.
aliases. This icon represents a resource location account. Do not delete these accounts! This icon represents the administrator account. distribution lists. • Create new accounts. This icon represents an alias account. When you delete an account. Zimbra Collaboration Suite Appliance ZCA 6. Aliases do not count against your ZCA license. domains. and resources Description of Items to Create From the New menu on the dashboard toolbar you can create the following items. These are specific accounts used by ZCA. Only one administrator account can be created. This icon represents a resource equipment account. aliases. profiles. This icon represents a distribution list. This type of account counts against your ZCA license account limit. Resource accounts do not count against your ZCA license. From the dashboard you can manage the following items. profiles. the ZCA license account limit reflects the change. domains. This account counts against your ZCA license. (spam and ham) and GALsync account if you configure GAL for your domain. and resources • Edit and delete the items you have created • Change passwords for accounts • View an accounts mailbox • View a list of account addresses.0. Distribution lists do not count against your ZCA license. System accounts include the spam filter accounts for junk mail. Do not delete this account! This icon represent user accounts. distribution lists.Working in the Administration Console This icon represents system accounts.7 15 .
• Domains. or delete profiles.Administrator’s Guide • Accounts. Lists all accounts. You can create new resources and set the scheduling policy for the resource.0. you create and manage end-user accounts. Lists all distribution lists. • Resources. setting options. Lists the domain in the Zimbra Appliance environment. You can create and manage domains. You can use the Move Alias feature from the toolbar to move an alias from one account to another. profiles. configure GAL. You can create new distribution lists and add to or delete members from a distribution list. Lists location or equipment that can be scheduled for a meeting. In the Accounts folder. You can create. Working in the Settings Tab The Settings tab is used to manage general ZCA settings. and configure the authentication mechanism to be used for that domain.7 Zimbra Collaboration Suite Appliance . passwords and aliases for an account. Lists profiles that have been created. edit. Lists all aliases that have been created in user accounts. • Distribution Lists. • Aliases. The tab includes the following items: • Zimbra License tab that shows ZCA license information 16 ZCA 6. • Profile. As a minimum. The following domain items are managed from the Settings tab: • Update server configuration • Set rules for what type of attachments can be received with an email message Working in the Advanced Tools Tab The Advanced Tools tab page includes features that are infrequently accessed after you initial configure ZCA. the default profile is displayed.
Working in the Administration Console • SSL Certificates tab that displays the information about the certificate assigned to ZCA • Migration Wizard and Import Accounts wizard links to help you migrate accounts and their content or import account information to provision many accounts at once Managing Network Settings The Network tab displays the Zimbra Appliance network connection settings. When you make changes to the network settings. • 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. gateway. and host name. including IP address. netmask. Zimbra Collaboration Suite Appliance ZCA 6. Updating ZCA The Update tab is used to check for ZCA updates and to install those updates when they become available.7 17 . You can set specific addresses or you can select to obtain the configuration from DHCP server. The Proxy tab is configured if external calendar servers or social networking services are made available from user accounts. restart ZCA from the VMware VSphere console to make sure your changes take affect on all ZCA services. DNS server address. • The Address tab can be used to change the network addresses if you move the server to a new network.0. • The Status tab displays the Zimbra Appliance network status.
Administrator’s Guide 18 ZCA 6.7 Zimbra Collaboration Suite Appliance .0.
7 19 .Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console. 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. You can manage these tasks from the administration console: • Install and manage your Zimbra license • Install and view your SSL certificates • Create new domains • Configure the authentication method to use. You can change this. Zimbra Collaboration Suite Appliance ZCA 6.0.
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.Administrator’s Guide • Default domain name. This is the default. • Maximum size of an uploaded file for Documents or Briefcase. 20 ZCA 6. If you set the default to 0. This is the assumed domain name when users try to authenticate without providing a domain name as part of their login name. users can upload files up to 10240K in size to their accounts.zip. This is configured during the installation of ZCA. Important: Use caution when setting a relay host to prevent mail loops. or used as a third-party anti-virus and anti-spam gateway. If one such automatic response triggers another automatic response on the other side. This setting is used to instruct the MTA to send all non-local mail to a different SMTP server. This is the relay host name to which the MTA relays external email Default Domain Name The default domain name is the fully qualified hostname of the server. or email clients that generate automatic replies or responses. there is no limit to the size of the upload. This is changed from the Settings>Attachments tab.7 Zimbra Collaboration Suite Appliance . such as . resulting from mail servers. Setting Up Relay MTA for External Delivery Setting this parameter is optional. (An email loop is an infinite loop phenomenon. You can change this on the General Information tab. This is the maximum size of a file that can be uploaded into Briefcase. The default is 10 Mb. The relay host name is the appliance MTA to Gateway host. you can configure rules to filter all attachments from email messages or attachments with a specific extension type. • Relay MTA for external delivery.0. This also used as the assumed domain name when only a user name but not the domain is provided.) Configuring Rules for Receiving Attachments to Email To help prevent potential viruses from being received. Setting the Maximum Size of Uploads to Briefcase If the Briefcase feature is enabled. an email loop is created.
Extensions that are restricted here do not display even if you have selected Do not restrict viewing attachments. 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. • Allow viewing attachments only in HTML. When you installed ZCA. 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. renew.Managing ZCA Configuration The Attachments tab can be configured as follows: • Block all attachments. You can also restrict receiving attachments by the file extension type. Users cannot view any attachments sent with their email messages. This trial license is good for 60 days. the effective date. This license is encrypted with the number of Zimbra accounts (seats) you have purchased. When you purchase.0. Attachment to an email message can be viewed either in HTML or the attachment can be viewed in the original format.7 21 . You can select from the common extension types that are listed or add other types of extensions. • Do not restrict viewing attachments. This option blocks all attachments types sent with email messages and can be set to prevent a virus outbreak from attachments. you must update the server with the new license information. Zimbra Collaboration Suite Appliance ZCA 6. and expiration date of the regular license. you can disable this feature. Files attached to email messages can only be viewed in HTML. or change the Zimbra license. Messages with those type of extensions attached are rejected and the sender and recipient are notified that the message was blocked. 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.
You can use the Certificate Installation Wizard to generate a new selfsigned certificate. number of accounts purchased. 22 ZCA 6. Starting 30 days before the license expires. but when you log in to the appliance administration console the first time. including license ID. update. • A self-signed certificate is an identity certificate that is signed by its own creator. expiration date. The default is 365 days.Administrator’s Guide Current license information. issue date. self-signed and commercial certificates. Managing Your Self-Signed or Commercial Certificates You can view. a security alert is displayed and you will need to accept the warning to be able to log in. Certificates are used to certify that a site is owned by you.0. and the number of accounts used can be viewed from the Advanced Tools>License tab. A certificate is the digital identity used for secure communication between different hosts or clients and servers. and install self-signed and commercial certificates from the administration console Advanced Tools tab. You can purchase additional accounts or you can delete existing accounts. A self-signed certificate is automatically deployed when ZCA is installed. Self-signed certificates are normally used for testing. • 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. Two types of certificates can be used. when you log on to the administration console a reminder notice is displayed. You must renew your license within 30 days of the expiration date. When the number of accounts created is equal to the number of accounts purchased. This is useful when you use a self-signed certificate and want to change the expiration date.7 Zimbra Collaboration Suite Appliance . When ZCA is installed. the self-signed certificate is automatically installed and can be used. you will not be able to create new accounts.
Zimbra Collaboration Suite Appliance ZCA 6. company. use the Zimbra Certificates Wizard to generate the RSA Private Key and Certificate Signing Request (CSR). and when you receive the certificate. You download the CSR from the Zimbra server and submit it to a CA. and then generate a CSR with the RSA private key. Requesting a Commercial Certificate You can use the Zimbra Certificate Installation Wizard to generate the CSR that is sent to a commercial certificate authorizer and to install the commercially signed certificate when it has been authorized. This is the exact domain name that should be used to access your Web site securely. check this box.7 23 . As you enter information about your company. To generate the CSR. before you generate the CSR you must know the following details: • Common Name (CN). 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. They issue a digitally signed certificate.0. An asterisk (*) is added to the Common Name field. you complete a form with details about the domain. You save this file to your computer and submit it to your commercial certificate authorizer.Managing ZCA Configuration To obtain a commercially signed certificate. and country. such as VeriSign or GoDaddy.
The country you want the certificate to display as your company location • State/Province (ST). Your company name • Organization Unit (OU). The unit name (if applicable) Are you going to use Subject Alternative Name (SAN)? The input should be a valid domain name. the client ignores the common name and tries to match the server name to one of the SAN names. You can create multiple SANs. You should renew your certificates before it expires. when users log on to the accounts.7 Zimbra Collaboration Suite Appliance . including validation days that shows when the certificate expires. If a certificate expires. 24 ZCA 6. When the alternate name is entered here. Viewing the SSL Certificate Tab The Advanced Tools>SSL Certificate tab displays the certificate information for the Zimbra services. The city you want the certificate to display as your company location • Organization Name (O). a security alert warning is displayed.0. When SAN is used the domain name is compared with the common name and then to the SAN to find a match.Administrator’s Guide • Country Name (C). The state/province you want the certificate to display as your company location • City (L).
Select the domain to edit from the list. A GAL sync account is created and the datasource for the Internal GAL is Zimbra. and Free/Busy Interop are not set up • The profile is set to default profile Configuring General Information Settings Domains are managed from the administration console dashboard. The following settings can be configured for your default domain or when you create a new 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. you can configure the following: • Global Address List (GAL) 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. • The authentication mechanism is Internal • The Virtual Hosts. external LDAP. External LDAP server or Active Directory. Zimbra Collaboration Suite Appliance ZCA 6. internal. domains and profiles menu.0. When you select Domains from the Find address. either Internal LDAP server.Managing ZCA Configuration Setting Up Domains One domain is identified during the installation process and additional domains can be added from the administration console. a list of domains is displayed. or both • Domain authentication mode.7 25 . When you set up a domain.
This is commonly used when sharing within Zimbra Appliance. When you configure a pubic service hostname. Note: The default time zone setting that is displayed in an account’s General Preferences folder is used to localize the time for received messages and calendar activities in the standard Zimbra Web Client. the time zone setting on the computer is used as the time stamp for received messages and for calendar activities.0. 26 ZCA 6. Inbound SMTP Hostname If your MX records point to a spam-relay or any other external non-zimbra server.7 Zimbra Collaboration Suite Appliance . When users use the advanced Zimbra Web Client. this public service hostname is used instead of the ZCA server hostname and the ZCA service hostname. the name of that server must be entered in Inbound SMTP Hostname field. make sure that the user’s computer time zone and the Zimbra Web Client time zone are set to the same time.domain.Administrator’s Guide Default time zone for the domain PST (Pacific time) is the time zone that is set at installation by default. and Briefcase folders. email folders. set that here. Each domain can be configured with the public service host name to be used for REST URLs. To make sure that the time is displayed the same in one or the other client. The URL displays as http://publicservicename. Users can change the time zone from their accounts’ Preferences>General folder. This is the URL that is used when users share items such as calendars.com/home/username/ sharedfolder. Public service hostname This is the host name to be used for REST URLs. If the majority of your uses are located in another time zone.
• Maintenance.Managing ZCA Configuration Default Profile for the Domain The profile designated for the domain is automatically assigned to accounts created on the domain. The Zimbra LDAP server is used for directory lookups. Note: If an account has a different status setting than the domain setting. When a domain status is marked as locked. Domain status can be set as follows : • Active. deleted. The GAL search options are as follows: • Internal.7 27 . When the domain status is marked as suspended. or modified. Changing the status also can affect the status for accounts on the domain. users cannot log in. Zimbra Collaboration Suite Appliance ZCA 6. The default setting is Internal mode. When a domain status is marked as closed. The Configure Gal wizard on the Domain toolbar is used to configure the authentication modes. the account’s status overrides the domain status setting. Users can log in and mail is delivered. 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. Accounts can be created and mail can be delivered. If you create additional profiles. login for accounts on the domain is disabled and messages are bounced. the account status overrides the domain status. and accounts and distribution lists cannot be created.0. The closed status overrides an individual account’s status setting. If an account’s status setting is marked as closed. you can assign another profile to the domain.” ZCA uses the GAL to look up user addresses from within the company. • Closed. but email is still delivered to the accounts. users cannot log in to check their email. The GAL mode setting for each domain determines where the GAL lookup is performed. their email is queued at the MTA. When the domain status is marked as maintenance. users cannot log in and their email is queued at the MTA. • Locked. This is sometimes referred to as the company directory or company “white pages. If an account’s status setting is marked as maintenance or closed. For the initial set up the default profile created during the installation is assigned to the domain. the account’s status overrides the domain status setting. • Suspended. the account’s status overrides the domain status setting. Domain Status The domain status is active in the normal state. If an account’s status setting is marked as closed. GAL is configured on a per-domain basis. Active is the normal status for domains.
all GAL contacts from the LDAP are added to the GAL address book.0. modified contact and deleted contact information. you can configure different search settings and sync settings. You should not modify the GAL sync account address book directly. Internal and external directory servers are used for GAL lookups. These accounts display in the administration console accounts list. Configuring GAL Search for Internal GAL When you select Internal.Administrator’s Guide • External. a GAL sync account is created for each LDAP data source. When the LDAP syncs the GAL to the account. mail routing. the GAL sync account is updated with new contact. 28 ZCA 6. During the sync. the traditional LDAP based search is run. You can configure multiple external LDAP hosts for GAL. GALsync accounts When an internal or external GAL is set up. you can configure GAL search and GAL sync separately.). Configuring GAL Search for External GALs When you configure an external GAL. but users also need to be able to sync to the GAL. The address book in these accounts is used to sync the LDAP server contact data. When the GAL sync account syncs to the LDAP. If the GALsync account is not available for some reason.7 Zimbra Collaboration Suite Appliance . • Both. All other directory services use the Zimbra LDAP service (configuration. When you configure the external GAL mode. no additional configuration is required. 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. changes you make to the address book are deleted. External directory servers are used for GAL lookups. Syncing the LDAP to the account gives users faster access to the GAL data and makes it easier for users to search the GAL.
and then verifies that the entry matched is either a Zimbra account or distribution list. no other configuration is required.). The Configure Authentication wizard on the Domain toolbar is used to configure the authentication modes.7 29 . dc=com). • External LDAP. Zimbra Collaboration Suite offers the following three authentication mechanisms: • Internal. 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. • LDAP filter. The filter defines the search rules used for directory searches. and to use DN password to bind to the external server. Zimbra Collaboration Suite Appliance ZCA 6. the port is 636. adAutoComplete is the default filter. then enter the DN/password of a service account on the external LDAP that has been granted access to the attributes required to do the search. the default GAL filter setting is (|( cn=%s*)( sn=%s*)( gn=%s*)( mail=%s*)). For LDAP. For AD. You must configure the LDAP URL. 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. enter a search base. Enter the LDAP address. This is the default. If the filter you entered cannot be run using an anonymous bind. LDAP filter. The port is 389. When you select Internal. For example.Managing ZCA Configuration External LDAP settings that need to be configured are the following: • LDAP URL and whether to use SSL.0. The user name and password is the authentication information supplied in the bind operation to the directory server. the autocomplete filter must be configured. • LDAP search base. • Use DN Password to bind to external server. To search within a specific part of your directory. You can configure multiple external LDAP hosts so users can access GAL from the next available configured server when a GAL server is down. A search filter must be specified. The Internal authentication uses the Zimbra directory server for authentication on the domain. To enable the ability to let users use the Autocomplete from GAL feature. gn. etc. If you use SSL. The following is an example of the filter string. The parameters in a filter you construct determine the thoroughness of a search. ( dc=server. • Autocomplete filter.
• LDAP filter. On the administration console you use the Authentication Wizard to configure the authentication settings for your domain. You configure the following external LDAP settings: • LDAP URL and whether to use SSL or StartTLS.Administrator’s Guide • External Active Directory.0. the default port is 636.com). Example of the search filter is (mail=%u@mycompany. The authentication method is set on a per-domain basis. External LDAP The external LDAP authentication mechanism attempts to bind to the specified directory server using the supplied user name and password. otherwise an authentication error is returned to the user. If you use SSL. Check either to use SSL or StartTLS. You can configure multiple external LDAP hosts. The filter defines the search rules used for directory searches and tries to map the user name to one user on the external LDAP. The user name and password is the authentication information supplied to the Active Directory server. The default is to use the internal method as the authentication mode. the connection is closed and the password is considered valid. If this bind succeeds. No additional configuration is necessary. 30 ZCA 6. You should ensure that the filter you enter results in a single entry being matched. Enter the LDAP address. You identify the Active Directory domain name and URL. Internal The Internal authentication method assumes the Zimbra schema.7 Zimbra Collaboration Suite Appliance . The default port is 389.
0. the authentication is completed against that domain. • Use DN/Password to bind to external server. the default port is 636. You configure the following settings: • AD domain name.company. For example. • AD LDAP URL and whether to use SSL. The default port is 389. 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. External Active Directory The external active directory (AD) authentication mechanism attempts to bind to the AD server using the supplied user name and password. It would be entered as ( dc=server. The authentication request searches for a domain with that virtual host name. When the Zimbra login screen displays. When you create a virtual host. The virtual host requires a valid DNS configuration with an A record. The general domain configuration does not change. Zimbra Web Client users can log in without having to specify the domain name as part of their user name. If the filter you entered cannot be run using an anonymous bind. When the virtual host is found. If you use SSL. Setting UP Virtual Hosts for Your Domain You can configure multiple virtual host names to host more than one domain name on the server. Zimbra Collaboration Suite Appliance ZCA 6.com.Managing ZCA Configuration • LDAP search base.7 31 . https:// mail. users can login to their accounts without having to specify the domain name as part of their user name. users enter only their user name and password. dc=com). enter a search base. The name of the domain for the active directory server. To search within a specific part of your directory. You can configure multiple external active directory hosts. Virtual hosts are configured from the administration console Domains>Virtual Host tab. Users enter the virtual host name as the URL address. Enter the active directory LDAP address.
• The ZCA server must be able to access the HTTP(S) port of IIS on at least one of the Exchange servers. 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 for ZCA to Exchange free/busy replication. 32 ZCA 6. you can set up free/busy scheduling across the Exchange server and the ZCA server so that users can efficiently schedule meetings.7 Zimbra Collaboration Suite Appliance .0. ZCA can query the free/busy schedules of users on Microsoft Exchange 2003/ 2007 servers. (http://server/public/) • ZCA users must be provisioned as a contact on the AD using the same administrative group for each mail domain.Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and. the Exchange systems must be set up as described in the Exchange Setup Requirements section. This is required only if there is Zimbra Appliance to Exchange free/busy replication. To set free/busy interoperability. the following is required: • Either a single Active Directory (AD) must be in the system or the global catalog must be available. • Web interface to Exchange public folders needs to be available via IIS. • The Exchange user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users. Exchange 2003/2007 Setup Requirements For Exchange 2003. Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab.
you can run the Exchange ADSI Edit tool and search the legacyExchangeDN attribute for the o= . to see contact information from the address book for this name. • O and OU used in the legacyExchangeDN attribute. ou= . Next go the each account’s Free/Busy Interop tab and configure the foreign principal for the account. • Form is authentication to Exchange as HTML form based authentication. This sets up a mapping from the ZCA account to the corresponding object in the AD. • com_zimbra_email. • com_zimbra_url. Note: To find these settings on the Exchange server. Dates or time in the message to see their calendar schedule for that date or time.0. Zimbra Collaboration Suite Appliance ZCA 6. This is the Web interface to the Exchange. and cn= settings. • Microsoft Exchange Authentication Scheme. URL link to quickly go to the website specified in an email message. The following are included: • com_zimbra_date.Managing ZCA Configuration • Microsoft Exchange Server URL. Set at the global level this applies to all accounts talking to Exchange. These are used to authenticate against the Exchange server on REST and WebDAV interfaces. Managing Zimlets on the Domain Pre-defined Zimlets that enhance the user’s experience from the Zimbra Web Client are included with ZCA.7 33 . This is the name of the account in AD and password that has access to the public folders. either Basic or Form. • Basic is authentication to Exchange via HTTP basic authentication. • Microsoft Exchange User Name and Password. The cn setting in the legacyExchangeDn attribute corresponds to the zimbraForeignPrincipal attribute. Email addresses/names.
The text color usually does not need to be changed. All Zimlets that are deployed are displayed in the Domain>Zimlets tab. Emotiocons. Check the Zimlets that should be enabled for the domain. The default text color is black. Note: This feature does not work with Internet Explorer. such as Skype or Cisco VOIP phones must be installed on the user’s computer. • com_zimbra_ dnd. Drag and Drop files on to their email message. VOIP software.7 Zimbra Collaboration Suite Appliance . 34 ZCA 6. You can change the base colors of themes for a domain from the administration console. Users can control the Zimlets they use from the ZWC Preferences>Zimlet page. If a Zimlet should not be turned off from ZWC. Phone numbers to quickly place a call.Administrator’s Guide • com_zimbra_phone. select mandatory. The foreground color is the text color displayed. The emoticons are available from a link on the compose toolbar. • Foreground color of the themes. Customizing Themes for Domains The Zimbra Web Client includes multiple themes that users can select as the appearance of their mailbox. to add a textual portrayal of different facial expressions to their messages. • com_zimbra_ymemotiocons.0.
• Selection color of the themes.7 35 . Note: A number of Zimbra themes are included with Zimbra Appliance. and selection highlight. Hot Rod. background color of the Content and Navigation panes.Managing ZCA Configuration • Background color of the themes. in this example. Mail. The selection color is the color displayed for a selected item. the background color displays with the logo. Variants of the color are used for buttons. In the following image. tabs. and for a selected tab. Zimbra Collaboration Suite Appliance ZCA 6. the selected tab. selection headers in the Navigation pane. the variant of the background color displays in the login area. have been designed with graphics or color codes that are not changed when you change the base color. Waves and Yahoo. Some of these themes. the clicked item from a right-click or other drop-down menu selection. • Secondary color of the themes. such as a message. The primary background color displayed in the client. and the toolbar are displayed in the secondary color. The secondary color is the color used for the toolbar. such as Lemongrass. You may want to disable those themes from user’s Theme preferences selection.0. In the following image. This color is the background on the page.
7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 36 ZCA 6.
When IMAP or POP clients are used. A default profile is automatically created during the installation of ZCA and you can create additional profiles. In that case. Setting Up Profiles Profiles define which features are enabled for an account. For example. users may not have these features available. accounts assigned that profile reflect the change. Zimbra Collaboration Suite Appliance ZCA 6.7 37 . creating different profiles based on user requirements makes it easy to give users the feature sets they need. Note: Mailbox features are enabled for the Zimbra Web Client users. You can create a profile from the New link on the administration console dashboard. create another profile that enables the features and Zimbra Mobile and assign this profile to users who can access to this feature. a new profile tab opens. Configuring profiles and assigning a profile to accounts lets you configure the features for accounts. which allows users to sync their smart phones with their accounts. You might not want to turn this on for all of your users.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.0. the default profile does not enable mobile sync. Each account is assigned a profile. In an environment that includes users with different email and collaboration requirements. When you change a profile. Click New and select Profile.
See Chapter 13. On this tab you define the profile’s display name and you can describe the profile in any way you want. Domain Profiles When you create a new domain or edit an existing one. ZCA Features to Configure When users use the Zimbra Web Client to view their accounts they can access the following features as determined by their profile. This tab enables the Zimbra Mobile sync feature. and set password. you can select the profile that is automatically assigned to users created on that domain. This tab lists all features that can be enabled for user accounts. • Advanced. This tab is used to set up account quota. Note: If you delete a profile that accounts are currently assigned. • Features.0. If the domain does not have a profile defined. • Zimbra Mobile. The features are described in this chapter. Managing Zimbra Mobile for information about this feature. login.7 Zimbra Collaboration Suite Appliance . the accounts are automatically assigned the default profile. and email retention policies.Administrator’s Guide A profile consists of the following configuration tabs: • General Information. This is a good option if most users on the domain should have the same features enabled. the default profile is automatically assigned when an account is created. • Email 38 ZCA 6.
and more. Zimbra Collaboration Suite Appliance ZCA 6. Many of these features can be managed by users from their account Preferences tab when they log on to the Zimbra Web Client. This is enabled by default in the profile.0. If you do not want users to be able to change their account preferences. conversation view is the default. View link. You configure which email messaging features are enabled. HTML compose Users can compose email messages with an HTML editor. you can remove the check from Preferences in the profile. The default is to let users manage their preferences. user-defined filters. tags. They can specify their default font settings for HTML compose in their account Preferences tab.7 39 . Features tab. user-defined folders. Mail Features Mail Conversations Description Enables the email application. mail sorted by conversations. Messages can be displayed grouped into conversations or as a message list.Customizing Profiles and Setting Up Mail Policy Rules • Address books • Calendar • Tasks • Briefcase • Preferences These features can be enabled in the profile. Users can change the default from the Mail toolbar. Conversations group messages by subject. If this feature is enabled. Email messaging Zimbra Appliance email messaging is a full-featured email application that includes advanced message search capabilities.
users can create additional account names to manage different roles. Out of office reply Users can create an email message that automatically replies to incoming messages. This is the information that the user uses as the From address.Administrator’s Guide Allow the user to specify a forwarding address Users can create a forwarding address for their mail. Persona The name and address configured for the account creates the primary account persona. attachment. domain. A copy of each message sent to the account is immediately forwarded to the designated forwarding address. status. and folders. 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. An email with information about the email’s subject. you can also specify forwarding addresses that are hidden from the user. 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.0. New mail notification Allows users the option to specify an address where to be notified of new mail to their ZWC account. By default a message is sent to each recipient only once every seven days.7 Zimbra Collaboration Suite Appliance . tags. When Persona is enabled. Users can change the information from their account Preferences tab. In the account configuration. They can turn this feature on or off and designate an address from their account Preferences tab. Users can also set the start and stop dates for the out of office message. This is commonly used as a vacation message. regardless of how many messages that person sends to the address during that week. Saved searches 40 ZCA 6. You can specify a default forwarding address for a user when you create or edit an account. sender address and recipient address is sent to the address. size. Users can save a search that they have previously executed or built. Advanced search Allows users to build a complex search by date.
users can select another folder as the default search folder that is automatically searched from the search field. ZCA 6. Messages identified as spam are moved to the Junk folder. the corresponding actions associated with that rule are applied. To avoid having mail incorrectly marked as junk. Users set up these rules from their account Preferences tab. contacts. When an incoming email message matches the conditions of a filter rule. Users can also choose whether to delete the messages on the server after they are downloaded. Users can set these up from their Preferences tab. Users cannot change this.Customizing Profiles and Setting Up Mail Policy Rules Initial search preference The initial search folder is Inbox. Users can define a set of rules and corresponding actions to apply to incoming mail and calendar appointments. to access their mailbox using the IMAP protocol. An alias is not an email account. Users can use third party mail applications. They can add the external account address to their account settings. When Initial search preference is enabled. and Documents pages.7 41 IMAP access Zimbra Collaboration Suite Appliance . such as Thunderbird or Outlook. users enter a few letters in their compose header and names listed in the GAL are displayed. An email alias is an email address that redirects all mail to a specified mail account. Users can set up to retrieve their IMAP accounts’ email messages directly from their ZWC account. users can create a spam white list from the Preferences Mail folder to identify email addresses that should not be marked as spam. Users can set these up from their Preferences Accounts tab. You can create an alias for the account. Note: Spam check on a received message is completed before users’ mail filters are run. 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.0. They can add the external account address to their account settings. When this is enabled. Users can access the company directory to find names for their email messages. Users can set up to retrieve their POP accounts’ email messages directly from their ZWC account. Users can turn this feature on or off from their Preferences tab.
such as Thunderbird or Outlook. the Preference. Users can modify the following mail preferences from their account Preferences Mail tab. • How often. to access their mailbox using the POP protocol. The default maximum number of white list and black list addresses is 100 on each list. Users can modify the following mail preferences from their Preferences Signatures tab. address books. enable Sharing in the Features tab. Alerts can be set up to play a sound. • Whether to save copies of outbound messages to the Sent folder. Check for new mail every. This data can be saved to their computer or other location as a backup. including email messages and attachments. etc. • Whether to save a local copy of a message that is forwarded or to have it deleted from their mailbox. • Set or change email message alerts. and flash the browser. • Set the display language for ZWC.. calendar. Important: To allow users to share their mailbox folders. users can select the locale that is different from the browser language settings. in minutes. • Whether to compose messages in a separate window. • Preferences for how messages that are replied to or forwarded are composed. Import/ Export folder can be used to export a user’s account data. If more than one language locale is installed on Zimbra Appliance. • Whether to view mail as HTML for messages that include HTML or to view messages as plain text. that the Web Client checks for new messages. the messages and attachments are saved on the Zimbra server.Administrator’s Guide POP3 access Users can use third party mail applications. Import/Export Folder In the advanced Web Client. • Whether to automatically append a signature to outgoing messages. tasks.. and Briefcase folders.0. calendars. • Whether to send a read receipt when it is requested. • Which folder should be searched first when running a search. highlight the Mail tab when a message arrives. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore 42 ZCA 6. When they retrieve their POP email messages. contacts. 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.7 Zimbra Collaboration Suite Appliance .
enable Sharing in the Features tab. and Documents notebooks. Users can modify the following Address Book preferences from their account Preferences Address Book tab. The files must be . Important: To allow users to share their address books. Address Book Zimbra Address Book allows users to create multiple contact lists and add contact names automatically when mail is received or sent. the data are copied. and delegate manager access to their calendars. By default. Feature Name Address Book Description Users can create their own personal contacts lists. Zimbra Collaboration Suite Appliance ZCA 6. When they run the export command. and Documents notebooks. Users can import contacts into their Address Book.7 43 . They can subscribe to external calendars and view their calendar information from Zimbra Web Client. calendars. create multiple calendars. Users can import other contact lists into their Address Book and can export their address books as well. This is done from the Preferences Import/Export folder Calendar Zimbra Calendar lets users schedule appointments and meetings. not removed from the user’s account. share calendars with others. establish recurring activities. You can turn the Import/Export feature off from the profile. • Enable auto adding of contacts to automatically add contacts to their Emailed Contact list when they send an email to a new address. Important: To allow users to share their calendars.csv files. address books.0. a Contacts list and an Emailed Contacts list are created in Address Book. By default. They can also use search for appointments in their calendars. enable Sharing on the Features tab.Customizing Profiles and Setting Up Mail Policy Rules the user’s account. two contact lists folders are in the Address Book.
The Find Attendees. and popup notification. and more. • Set permissions for free/busy and who can invite the user to a meeting. 7-day week. • Time-zone list in their appointment dialog. work week.7 Zimbra Collaboration Suite Appliance . • Users can import and export their appointments in the standard iCalendar (. 44 ZCA 6. the user must have Yahoo! BrowserPlus™ installed. Schedule and Find Resources tabs are not displayed. delegate access to their calendar. the only Calendar feature is the ability to create personal appointments and accept invitations to meetings. flash the browser title.Administrator’s Guide Feature Name Calendar Description A calendar and scheduling tool to let users maintain their calendar. The filter subject is Calendar Invite. • Number of minutes before an appointment to be reminded and select how to be notified: sound. Filtering Calendar Messages Users can set up mail filter rules that act on calendar-related messages. • View calendars as a nested group within different folders. day. or schedule.ics) format. When they select this subject. • Calendar view they want to see by default. giving them the opportunity to change time zones while making appointments. • First day of the week to display in the calendar. month. list. This is done from the Preferences Import/Export folder. messages that are marked as invites are run through the filter. • Display the mini-navigation calendar in the Mail view. Group Calendar Setting Remote Calendar Automatic Update Interval Remote calendars are automatically updated every 12 hours by default. schedule meetings. the QuickAdd dialog displays when users double-click or drag on the calendar. The mini-calendar automatically displays in the Calendar view. When this option is enabled. If popup notification is selected. • Use the QuickAdd dialog to create appointments from the calendar view. create multiple personal calendars. When Group Calendar is not checked.0. Other User Calendar Preferences Users can modify the following calendar preferences from their account Preferences Calendar folder.
Task lists can be shared with individuals. organize files into different Briefcase folders. • Forward calendar invitation to specific addresses. These files can be accessed whenever they log into the advanced Zimbra Web Client. Tasks Zimbra Tasks lets users create to-do lists and manage tasks through to completion. They can open the file if the application is available on the computer. groups. Important: To allow users to share their task lists. The account the invitation is forwarded to must have been granted admin privileges on the shared calendar to be able to reply to the invitation.Customizing Profiles and Setting Up Mail Policy Rules • Set the preference to use the iCal delegation model for shared calendars for CalDav interface. Feature Name Tasks Description Users can create and organize tasks from the Zimbra Web Client. send the file in an email.7 45 . Briefcase Zimbra Briefcase lets users upload files from their computer to their Zimbra Web Client account. Feature Name Briefcase Description Users can upload files to their Zimbra Web Client account.0. • Be notified of changes made to an appointment by a delegated access grantee. • Enable the ability to automatically add invites with PUBLISH method. enable Sharing in the Features tab. They can add tasks to the default tasks list and they can create additional task lists to organize to-do lists by more specific activities. Other Feature Configuration Settings for Accounts Other configuration options include: • Enabling the Sharing feature that allows users to share items with other users • Disabling Preferences for user accounts • Disabling the user preferences for Import/Export • Enable Zimbra Mobile so users can access their accounts from their mobile devices Zimbra Collaboration Suite Appliance ZCA 6. and the public.
Administrator’s Guide Enabling Sharing When the Sharing feature is enabled. and Briefcase folders. They can accept the shared item from their ZWC Preferences>Sharing tab. When the administrator is notified. the administrator publishes the shared item in the Shares tab to make the shared item available to members of the DL. 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. When a member is removed from the distribution list. Users can modify the default preferences that are configured for their account. All members of the list have the same share privileges that the grantee defined for the shared folder. When a new shared folder is published. over-the-air synchronization of email. Disabling Preferences Preferences is enabled by default in profiles. calendars. existing members of the DL are automatically notified of the new shared item.7 Zimbra Collaboration Suite Appliance . They cannot change the default configuration for features that are set up for their accounts. task lists. address books. Users must notify the administrator that they have shared a folder with the distribution list. a copy of the shared folder is put in the grantee’s folder list on the Overview pane. users can share any of their folders. calendar. 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. external guests that must use a password to view the folder content. Users specify the type of access permissions to give the grantee.0. and contacts data between mobile devices and the Zimbra server. 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. They can share with internal users who can be given complete manager access to the folder. including their mail folders. When internal users share a mail folder. Zimbra Mobile Zimbra Mobile is an optional component that enables two-way. Users can manage their shared folders from their ZWC Preferences Sharing folder. 46 ZCA 6. the share privileges associated with the DL are revoked. Managing Shared Items using Distribution Lists When distribution lists are used to manage shared items.
all email messages are rejected and users cannot add files to their account. and files in Briefcase. The AD password policy is not managed by Zimbra. Users can be notified that their mailboxes are nearing their quota. a quota warning message is sent to the user. users cannot add new contacts. If you set the quota to 0. Setting Password Policy If internal authentication is configured for the domain. The percentage threshold for quota notification can be configured. task lists. accounts do not have a quota. When this is enabled. Calendar meeting information. calendar. When the number is reached. login. Setting Account Quotas You can specify mailbox quotas and the number of contacts allowed for accounts. The quota includes email messages. The Address Book size limit field sets the maximum number of contacts a user can have across all of their address books. Account quota is the amount of space in megabytes that an account can use. The password settings that can be configured are listed below. Select Password locked from the Advanced tab Password section.0.7 47 . and contacts for users of selected mobile phones. you must disable the Change Password feature in their profile. you can configure ZCA to require users to create strong passwords. Zimbra Collaboration Suite Appliance ZCA 6. When this threshold is reached.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. Important: If Microsoft Active Directory (AD) is used for user authentication. The quota percentage can be set and the warning message text can be modified in the Advanced tab settings for the profile. When the quota is reached. and email retention policies. The default mobile device policy is also enabled. See the Zimbra Mobile chapter for information about setting up mobile devices and setting up or changing the mobile device policies that can be enabled. Configuring Advanced Tap Options The profiles Advanced tab lets you set account quotas and password.
% Base 10 digits 0 . the “failed login lockout” feature is enabled and you can configure the following settings. $. The default is 10 attempts. Users cannot change their passwords. This type of policy is used to prevent password attacks. Configuring a minimum and maximum password age sets the password expiration date. If this is set to 0. an unlimited number of failed log in attempts is allowed. &. Feature Name Enable failed login lockout Number of consecutive failed logins allowed Description When this box is checked.0. The default maximum length is 64 characters. The default minimum length is 6 characters.9 Number of unique new passwords that a user must create before he can reuse an old password. Setting Failed Login Policy You can specify a policy that sets the maximum number of failed login attempts before the account is locked out for the specified lockout time. #.7 Zimbra Collaboration Suite Appliance . for example !. The number of failed login attempts before the account is locked out. Users can change their passwords at any time between the minimum and maximum set.Z Lower case a .z Non-alphanumeric. 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 . 48 ZCA 6.This should be set if authentication is external.Administrator’s Guide Feature Name Minimum/Maximum password length Minimum / Maximum password age Description This specifies the required length of a password. This means the account is never locked out. Configuring the next settings will require users to create more complex passwords. They must change it when the maximum password age is reached.
. trashed and spam messages is set in the profile. the account is locked out until the correct password is entered. 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. no matter how many consecutive failed login attempts have occurred.0. or days the account is locked out.Customizing Profiles and Setting Up Mail Policy Rules Time to lockout the account The amount of time in seconds.7 49 . hours. if no activity occurs. hours. Activity includes any clickable mouse action. Zimbra Collaboration Suite Appliance ZCA 6. email messages are not deleted. the user can continue attempts to authenticate. The default is 0. Feature Name Session idle lifetime Description Session idle lifetime sets how long a user session remains active. minutes. The duration of time in seconds. Setting Email Retention Policy The email retention policy for email. When the message purge function runs is set by the message purge command. You can manually expire a user’s web client session from the administration console Expire Sessions link. The default is 0.This forces the current session of the account to expire immediately. or the administrator manually changes the account status and creates a new password. Feature Name Email message lifetime Description Number of days a message can remain in any folder before it is automatically purged. If this is set to 0. such as viewing contents of a folder or clicking a button. The default is 1 hour. or days after which the number of consecutive failed login attempts is cleared from the log. The minimum configuration for email message lifetime is 30 days. The default is 2 days. minutes.
From the browser the enter the URL you provide along with their password to log in. Number of days a message can remain in the Junk folder before it is automatically purged. The exported account data file can be viewed with an archive program such as WinRAR archiver. The default is 30 days. users are automatically redirected to the standard Zimbra Web Client. calendar. Features Tab.0. • Advanced Web Client includes Ajax capability and offers a full set of Web collaboration features. The default is 30 days. This web client works best with newer browsers and fast internet connections. About Zimbra Web Client Zimbra Web Client (ZWC) is a full-featured messaging and collaboration application that users can access from any web browser. if ZWC detects the screen resolution to be 800 x 600. you can disable the feature from the profile. Any of these files can be imported into their account from the same tab. The Import/Export tab found under the user’s Preference tab lets users export all of their account data.csv files.ics files. Other Account Configuration Preferences Preferences Import/Export. • Standard Web Client is a good option when Internet connections are slow or users prefer HTML-based messaging for navigating within their mailbox. including mail. contacts. 50 ZCA 6. However. Users can select which client to use when they log in. unless they use the menu on the login screen to change to the standard version. they view the advanced Zimbra Web Client. and Briefcase folders. Users can still choose the advanced ZWC but get a warning message suggesting the use of the standard ZWC for better screen view. Individual contacts are saved as . and individual calendar files are saved as . Both web clients include mail. including Briefcase and the ability to export your account information. The account data is saved as a tar-gzipped (tgz) archive file so that it can be easily imported to restore their account. Users can change the default version in their preferences. The data are not removed from their accounts. They can export specific items in their account and save the data to their computer or other location. When users log in. tasks. address book and task functionality. ZCA offers a standard and an advanced Zimbra Web Client that users can log in to.7 Zimbra Collaboration Suite Appliance . If you do not want users to the import/export capability. General Features Section. calendar. The default ZWC for login is the advanced Zimbra Web Client.Administrator’s Guide Trashed message lifetime Spam message lifetime Number of days a message remains in the Trash folder before it is automatically purged.
• Are passwords required and can users change their password? Password Options When you provision accounts. Passwords can be from 6 to 64 characters and do not have an expiration date. Customizing Profiles and Setting Up Mail Policy Rules.csv or . you can configure accounts with a password and require users to change the password the first time they log in or you can leave the password field blank and users can create their own password.Chapter 5 Creating Accounts on ZCA New accounts are created from the administration console of Zimbra Collaboration Suite Appliance (ZCA) in any of the following methods: • Use the New Account Wizard to create one account at a time • Use the Import Wizard to import account information from an external directory server (either LDAP or Active Directory) to provision multiple accounts at once.0. it can be added as part of the . Zimbra Collaboration Suite Appliance ZCA 6.7 51 . you must disable the Change Password feature in their Profile.xml file and is set when the account is provisioned. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. Important: If Microsoft Active Directory (AD) is used for user authentication. 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. if the password is known. • Will all user accounts have the same features that are enabled in the default profile or do you need to create additional profiles? See Chapter 4. When you import accounts. The AD password policy is not managed by Zimbra.
The only information needed to create an account is the account name and the last name. This is the name used in the email address. not the email address. The default profile is automatically selected if you do not select a profile.0. • Aliases to be used. Each account is assigned a profile that defines features for the account. • Display name that appears in the user’s messages.Administrator’s Guide Creating User Accounts When you create user accounts. the New Account Wizard opens and steps you through the information needed to create an account. This is the friendly name. • Users first. When you select New>Account from the dashboard toolbar. Creating a Single Account You create one account at a time from the administration console dashboard. 52 ZCA 6. and password. middle. the mailbox is created on the domain and a directory account is created on the LDAP server. • Profile to be assigned which enables features for the account. The account information that can be configured includes: • Account name.7 Zimbra Collaboration Suite Appliance . company name. • Password to be used. and address. including phone number. and last name. • Contact information.
the mailbox is created on the mailbox server. either Active Directory or an LDAP server. The wizard guides you through importing accounts from an external directory. Advanced Tools. make sure you download the list of provisioned accounts as this will list the passwords for each account. 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. Choose a secure location to store it as it may contain password information for all of your users.0. By choosing the download option.Creating Accounts on ZCA • Enable Forwarding to allow users to specify forwarding addresses from their mailbox. From the administration console. 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.csv format with a list of new accounts. When the end-user logs in for the first time or when an email is delivered to the user’s account. When this is complete. the wizard generates a report in a . In addition. Users must change their password the first time they log on to their accounts. • Setting up the LDAP directory connection. If you choose to generate random passwords for each account. If you want to make sure users change a password that you create. click Import Accounts. The wizard downloads account information from your directory and creates the accounts on ZCA. Creating an account sets up the appropriate entries on the Zimbra LDAP directory server. you can enter how many records to fetch for this import. you can enable Must Change Password for the account. the file is removed from the server. Zimbra Collaboration Suite Appliance ZCA 6. You enter details for connecting to your AD or LDAP server. Download this file for future reference. Managing the Import Process 1. If you add contact information about the account and use the internal GAL. The import wizard configuration details include: • Generating passwords for the accounts. that information is available in the LDAP directory.7 53 .
The default is 8 characters. which means that no limits are set. you must download the . You need to give the password information to each user. 54 ZCA 6.0. • Length of generated password. so that when an account is imported and the domain they were on is not created on ZCA. Enter the maximum accounts to import at one time.7 Zimbra Collaboration Suite Appliance . or • Use the same password for all new accounts. makes it easy to import accounts from specific domain that have been precreated on the Zimbra Appliance. 3.csv file that is created as this file lists the passwords that were created. Disabling this option. select whether to import accounts from Active Directory or from another LDAP directory. On the Bulk provisioning options dialog. 5. • Check Require users to change the password after first login. The password can be from 6 to 64 characters. set the password configuration option you want to use and click Next. The default is 0.Administrator’s Guide 2. The following options can be set: Set either • Generate a random password for each account. On the Overview dialog. enter the details for connecting to your Active Directory or other LDAP server. the domain is automatically created. 6. If the wizard generates random passwords for each account. On the Directory connection dialog. If you do not enable Automatically create missing domains. Enable Automatically create missing domains. accounts from domains that do not exist on ZCA are not created. 4.
Creating Accounts on ZCA Enter the following information about the AD or LDAP server: • For Server Name. is set to gather account information. • LDAP search base is used to configure what subsection of the LDAP forest to search. You can change the filter. click Next. Zimbra Collaboration Suite Appliance ZCA 6. individual first. 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. including email address. the LDAP URL is entered as ldap:// ldapdirectory. After you complete this dialog. middle.7 55 . postal and phone information if it is available.example. The filter in the field (objectClass=organizationalPerson).com • By default the port is 3268. This dialog also shows the import options you configured. In this field enter the LDAP search filter to run. last names.0. Check SSL if this is used • Bind DN and bind password • LDAP filter. Here you can define search criteria to collect the type of account information you want to import.
A . Note if you choose not to downlaod the file now. Choose a secure location to store it as it may contain password information for all of your users. The accounts are imported to ZCA. you will not be able to access it again.Administrator’s Guide 7. Click Next.0.csv file is created with the list of all provisioned accounts. Download this file for future reference. Download the . 56 ZCA 6.csv file that lists the created accounts and their password. 8. This list includes the password information for each account. a Provision Accounts dialog shows the number of accounts imported and number of accounts that failed to be imported. When the import is complete. By choosing the download option.7 Zimbra Collaboration Suite Appliance . the file is removed from the server.
xml file data. Zimbra Collaboration Suite Appliance ZCA 6. click Next. In the Migration options dialog.7 57 . the ZCS Migration Wizard creates the accounts and import the accounts content based in the .xml file from the data on the Active Directory. contacts. run the Migration Wizard and configure the migration options and Active Directory log on information. When the user’s files are migrated. On the Overview dialog.xml file is created.xml file. When you select the one-step option. create an xml file with the migrating accounts data. Advanced Tools. the folder hierarchy is maintained. You enter this MAPI profile information in Step 4. 2. Before you begin. From the ZCA administration console Advanced Tools tab. This information is used to create an . click Migration Wizard. run the ZCS Migration Wizard for Exchange one-step migration option using the . and task lists from an existing Microsoft Exchange server to ZCA. • Step 2. Migrating accounts to the Zimbra Appliance is a two step process. select the migration options. identify the MAPI profile to use to log into the Exchange server. 3. From the administration console. • Step 1.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages. Creating the XML file 1.0. calendars. after the .
7 Zimbra Collaboration Suite Appliance . • Ignore invalid SSL certificate is checked by default. select Ignore previously imported emails so accounts do not have duplicate email messages. the ZCS Migration Wizard for Exchange fails to migrate the accounts because the server certificate is not valid.csv file that is created as this file lists the passwords that were created. If the wizard generates random passwords for each account. address book contacts. tasks. or • Use the same password for all new accounts. You need to give the password information to each user. Uncheck this box if the accounts were already created on ZCA.xml element for provisioning the account. • Select whether to import items from the account’s Trash folder (deleted items) or Junk folder. • Length of generated password. On the Mail server information dialog configure the ZCA server and Microsoft Exchange information needed to log in to each server. The password can be from 6 to 64 characters. The default is 8 characters. • Check Require users to change the password after first login. 58 ZCA 6. If this is not checked and you do not have a commercial certifcate installed before you migrate accounts. • Select the items to import the accounts: email messages. you must download the .0. 4. and calendars. • Create user accounts in ZCA is checked to enable the account .Administrator’s Guide Set either • Generate a random password for each account. • If some accounts were migrated before.
0. Enter the MAPI logon user DN Click Next. The default is 0. Enter the password for this account. enter the following information. This domain should be created on ZCA. but you can change this • Use Security.Creating Accounts on ZCA • In the Target domain field enter the domain name where accounts are migrated to.example. In this field enter the LDAP search filter to run. MAPI server name is the name of the name of the Microsoft Exchange server from which data is collected. Check SSL if this is used • Bind DN and bind password • LDAP filter. Here you can define search criteria to collect the type of account information you want to import. • • • Mapi profile name. • Enter the MAPI profile that is used to connect to the Microsoft Exchange server. • Server Name. is set to Zimbra Collaboration Suite Appliance ZCA 6. The filter in the field (objectClass=organizationalPerson). 5.7 59 . which means that no limits are set. • Enter the maximum accounts to import at one time. On the Active Directory information dialog. The LDAP URL is entered as ldap:// ldapdirectory. • The ZCA administrator account is automatically configured. This is the MAPI profile you create for use with the Zimbra Migration Wizard to conduct the migration.com • By default the port is 3268.
including email address. click Next. the . • LDAP search base is used to configure what subsection of the LDAP forest to search.0. If you need to fix any of the options. The migration wizard connects to the Exchange server. After you complete this dialog. individual first. 6.xml file is created. 60 ZCA 6. middle. If the information is correct. The Review migration options dialog shows the migration options you have configured.7 Zimbra Collaboration Suite Appliance . click Next. postal and phone information if it is available. click Previous. You can change the filter. last names. When you click Next.Administrator’s Guide gather account information.
Note: See the Migrating from Microsoft Exchange to ZCS Guide for detailed information about the Wizard. When you click Next. By choosing the download option. the Import Completed dialog displays. The ZCS Migration Wizard one-step migration makes it easy to create accounts and import the content you selected for those accounts. Note if you choose not to download the file now. Select One Step Migration and browse to the .Creating Accounts on ZCA 7. the file is removed from the server. Zimbra Collaboration Suite Appliance ZCA 6. Click Download XML file for MS Exchange migration utility and save the file to a folder on the computer. When you open the migration wizard. Users can now log on to their ZCA accounts.7 61 .0. When the migration is complete. you will not be able to access it again. the Import Destination dialog displays.xml file created on ZCA. Click Download MS Exchange migration utility to download the ZCS Migration Wizard for Exchange executable file. 8. the migration begins and a progress bar is displayed. Choose a secure location to store it as it may contain password information for all of your users. The accounts are now created on ZCA. Using ZCS Migration Wizard to Create Accounts and Import Content You can run the ZCS Migration Wizard for Exchange executable file at any time.
Administrator’s Guide 62 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .
Passwords can be from 6 to 64 characters and do not have an expiration date. Resources and Distribution Lists The administration console dashboard is used to manage accounts. select Accounts from the Find address. Changing Passwords If you use internal authentication. The user must be told the new password.7 63 . you can quickly change an account's password from the administration console Account toolbar.Chapter 6 Managing Accounts. See the ZCA administration console Help for information about how to perform these tasks from the administration console. and profiles menu. resources and distribution lists. domains. 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. Zimbra Collaboration Suite Appliance ZCA 6.0. and view which lists the account is on • Create and change alias addresses • View an account’s mailbox • Change an account’s status and delete accounts • Reindex a mailbox To see a list of accounts.
searches may not find all results. A closed account does not change the account license. the login is disabled and messages are bounced.0. Active is the normal status for a mailbox account. Changing an Account’s Status Account status determines whether a user can log in and receive mail. • Locked. When a mailbox status is locked.Administrator’s Guide View an Account’s Mailbox View Mail in the Accounts toolbar lets you view the selected account’s mailbox content. but because searches cannot return results for messages that are not indexed.log warning of a possible corrupt index.log file.7 Zimbra Collaboration Suite Appliance . When you are in an account. When a mailbox status is set to maintenance. 64 ZCA 6. When a mailbox status is closed. Each mailbox has an index file associated with it. • Maintenance. depending on the number of messages in the mailbox. Mail is delivered and users can log into the client interface. This feature can be used to assist users who are having trouble with their mail account as you and the account user can be logged on to the account. • Pending. This index file is required to retrieve search results from the mailbox. calendar entries. This status is used to soft-delete an account before deleting the account from the server. Reindexing a mailbox's content can take some time. An account can be set to maintenance mode for backing up. Any View Mail action to access an account is logged to the audit. including all folders. importing. • Closed. Users can still access their mailbox while reindexing is running. The login is disabled and messages are bounced. 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. but mail is still delivered to the account. you can reindex the mailbox to recreate the mailbox’s index file. the user cannot log in. If a user reports an issue performing text searches or a message is logged in the mailbob. The locked status can be set if you suspect that a mail account has been hacked or is being used in an unauthorized manner. and tags. or restoring the mailbox. The following account status can be set for an account: • Active. login is disabled. Reindexing a Mailbox Mail messages and attachments are automatically indexed before messages are deposited in a mailbox. and mail addressed to the account is queued at the MTA. Pending is a status that can be assigned when a new account is created and not yet ready to become active.
Managing Distribution Lists A distribution list is a group of email addresses contained in a list with a common email address. When users send to a distribution list. When a distribution list is deleted or the removed. The Hide in GAL check box can be enabled to create distribution lists that do not display in the GAL. change. The 1000 recipients include addresses in distribution lists that are nested within a distribution list. the account and all the content is deleted.0. Important: System accounts designated with the icon and the administrator icon should never be deleted. distribution lists can be created to share items with a group. You can use this feature to limit the exposure of the distribution list to only those that know the address. and changes the number of accounts used against your license. Using Distribution Lists for Group Sharing Instead of creating individual share requests. The maximum number of members in a distribution list is 1000 recipients. Senders do not receive an error when they send a message to a distribution list with more than 1000 members. the user’s account Member Of tab is updated with the list name. but the content of the account is still available. This is done in the Shares tab. The address line displays the distribution list address. existing members of the list are automatically notified of the new share. Users notify the administrator that they have shared an item with the distribution list and the administrator publishes the shared item to the list. This removes the account from the server. Resources and Distribution Lists Deleting an Account You can delete accounts from the administration console. When a Zimbra user’s email address is added to a distribution list. change the account status to Closed. domains. but the message is not sent to more than 1000 recipients. the distribution list is automatically removed from the Member Of tab. deletes the message store. When a new shared item is published. they are sending the message to everyone whose address is included in the list. When you delete an account. The login is disabled and messages are bounced. Deleting these accounts may prevent certain ZCA components from functioning and possibly the lose of administration dashboard access. select Distribution Lists from the Find address. and profiles menu.Managing Accounts. If you are not sure that is what you want to do. Only administrators can create. To see a list of distribution lists. or delete distribution lists. the individual recipient addresses cannot be viewed. Zimbra Collaboration Suite Appliance ZCA 6.7 65 .
These accounts do not count against your license. they are automatically granted the same shared privileges as other members of the group. and delete the alias. The resource accounts automatically accept or reject invitations based on availability. When members are removed from the group distribution list. and profiles menu. Administrators do not need to monitor these mailboxes on a regular basis. their share privileges are revoked. you can disable the Can receive mail checkbox. Managing Aliases An email alias is an email address that redirects all mail to a specified mail account. To see resources available on the ZCA. An alias is not an email account. Managing Resources A resource is a location or equipment that can be scheduled for a meeting. and profiles menu. When new members are added to the group distribution list. select Aliases from the Find address. You can view and edit an account’s alias names from the account view. Create Distribution List Aliases A distribution list can have an alias. If you create a distribution list for sharing and do not want the distribution list to receive mail. When you select Aliases from the Manage Addresses Overview pane.0. Each account can have unlimited numbers of aliases. You can configure the account with the following details about the resource: 66 ZCA 6. This is set up from the administration console. The contents of the resource mailboxes are purged according to the mail purge policies. User accounts with the calendar feature can select these resources for their meetings. A Resource Wizard on the administration console guides you through the resource configuration. Distribution List Alias tab. select Resources from the Find address. You can set up the Share tab so that new members are automatically notified about items that are shared with them through the list. To see a list of aliases. From Aliases you can quickly view the account information for a specific alias. move the alias from one account to another. Each meeting room location and other non-location specific resources such as AV equipment is set up as a resource account. domains.7 Zimbra Collaboration Suite Appliance .Administrator’s Guide Everyone in the DL has the same share privileges that the grantee defines for the shared item. domains. all aliases that are configured are displayed in the Content pane.
If you set this up. You can modify the autodecline rule to accept some meetings that conflict. • Location information. No recurring appointments can be scheduled for this resource. users invite the equipment resource and/or location to a meeting. This value is enabled when the resource can be scheduled for only one meeting at a time. the resource account automatically accepts appointments unless the resource is already scheduled. the resource account automatically declines all appointments that conflict. and. The following resource scheduling values can be set up: • Auto decline all recurring appointments. When they select the resource. including room name. When the meeting invite is sent. In this case. if the resource is free the meeting is automatically entered in the resource’s calendar and the resource is shown as Busy. they can view the description of the resource. • Auto accept always. This can be a person to contact if there are issues. • Auto accept if available. When this option is selected. Because the resource always accepts the invitation. specific building location including building and address. The free/busy times can be viewed. • Manual accept. and room capacity When you create a resource account. When this option is selected. Appointment requests that do not conflict are marked as tentative in the resource calendar and must be manually accepted. based on the scheduling policy. To schedule a resource. either location or equipment • Scheduling policy • Forwarding address to receive a copy of the invite • Description of the resource • Contact information. configure the forwarding address so a copy of the invite is sent to the account that can manually accept the invitation. You can modify the auto-decline rule to accept some meetings that conflict.0. thus more than one meeting could schedule the resource at the same time. contact information. free/busy information is not maintained. the suggested use for this policy would be for a frequently used location off premises that you want the location address to be included in the invite to attendees. auto-decline on conflict.Managing Accounts.7 67 . Resources and Distribution Lists • Type of resource. and free/busy status for the resource if these are set up. Setting up the Scheduling Policy for Resources The scheduling policy establishes how the resource’s calendar is maintained. Zimbra Collaboration Suite Appliance ZCA 6. a directory account is created in the LDAP server. auto decline on conflict. an email is sent to the resource account. The resource account automatically accepts all appointments that are scheduled.
• An address to forward invites. the resource declines appointments whenever either of the conditions are met. Users delegated as manager have full administrative rights for that calendar. you can change the address • Who can use this resource. 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.0. For accounts that include the auto decline on conflict value. In the Permissions section. Managing Resource Accounts The Resource Accounts Preference>Calendar tab can be configured to let users manage the Resource’s Calendar. Conflict Rules. If you set both fields.7 Zimbra Collaboration Suite Appliance . 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. add. select Allow only the following internal users to invite me to meetings and add the appropriate users’ email addresses to the list. If the forwarding address was set up when the account was provisioned. 68 ZCA 6. remove. To fully manage a resource account’s calendar. or decline the invites. you can set up a threshold. Invites. They can view. The resource account is manually managed. you can share the resource calendar with a user who is given the manager rights. either as a number of conflicts or as a percentage of all the recurring appointments to partially accept recurring appointments. edit. You can configure the following options to manage the resource.Administrator’s Guide • No auto accept or decline. accept.
7 69 . The following diagram shows the flow of data from the server to the mobile. calendar and task data and device security policy enforcement between the mobile device and an account on the mailbox server.Chapter 7 Managing Zimbra Mobile Zimbra Mobile is the Zimbra synchronization program enabled on the mailbox server that provides over-the-air synchronization of mail. IPod Touch. Zimbra Mobile is compatible with IPhone. 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™. contacts. 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. Windows Mobile 5 (WM5).0. 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. ZCA 6. and 6 (WM6) devices.
zimbra. The Zimbra mailbox server address b.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. 70 ZCA 6. • User name. Enter the fully qualified host name of the user’s Zimbra Appliance mailbox server. The protocol goes through the reverse proxy if it is present in the path. • SSL certificate from the server may have to be added to the device as trusted if SSL is used when the certification is self-signed. The user’s username as configured on the account c.7 Zimbra Collaboration Suite Appliance . 3. Enter the user’s Zimbra Appliance domain name (DNS).zimbra.com/index. You can enforce general security policies including password rules and set up local wipe capability on compliant devices. 4.php?title=Mobile_Device_Setup http://wiki. The following may need to be configured in the mobile device: • Server name (address). In most cases. The user’s client connects to the Internet using the ActiveSync protocol for syncing with the Zimbra mailbox server. Note: Only WM6 devices and IPhones support security policies set by the server. The mailbox server accesses the LDAP server to verify and authenticate the user’s credentials before allowing a connection. The user’s Zimbra mailbox domain name 2. and add contacts to their address book. For details about specific device setup. create appointments. Enter the user’s primary Zimbra Appliance account name. Setting Up Mobile Devices Mobile sync is enabled either in the profiles for the account or enabled on individual accounts. • Domain. see the Mobile Device Setup pages on the Zimbra Wiki. Users configure the following information: a. Users can immediately sync their account to their mobile device when this is configured.Administrator’s Guide 9. The client then connects to the user’s account on the mailbox server. They can send email.com/index.0. no additional plug-ins are required to be able to use the Zimbra Mobile feature. Older devices do not respond to security policies. http://wiki.
• When the Number of consecutive incorrect PIN inputs before device is wiped is configured. 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. Once the server confirms that the policy is enforced on the mobile device. mobile devices that are capable of enforcing security policies automatically set up the rules and immediately enforces them. Remote Wipe can be used to erase all data on lost or stolen devices. In addition to the rules. the next time a mobile device sends a request to the server. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured. the device can sync. This erases all data on the device. Zimbra Collaboration Suite Appliance ZCA 6. after the PIN is entered incorrectly more than the specified number of times.Managing Zimbra Mobile After the mobile policy is set up. the user is required to fix the PIN before they can sync with the server. To unlock the device. after the number of minutes configured. a locally (generated by the device) initiated wipe of the device is performed. See the Users’ Mobile Device Self Care Features section. If a mobile device is lost or stolen.0.7 71 . the device is locked. users must enter their PIN.
The next time the device requests to synchronize to the server. the status of the device in the Preference> Mobile Devices folder shows as wipe completed. For example. users must enter their PIN. 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. Number of failed login attempts to the device before the device automatically initiates a local wipe. A user selects the device to wipe and clicks Wipe Device. Allow non-provisionable devices Allow partial policy enforcement on device Devices that are capable of enforcing only parts of the mobile security policy can still be used. but a device that only supports a numbered PIN can still be used. stolen. If a mobile device is lost. How long the device remains active when not in use before the device is locked. The device is returned to its original factory settings. the policy requires an alphanumeric PIN. Once the wipe is complete.0. 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. . The device does not need to contact the server for this to happen.7 Zimbra Collaboration Suite Appliance . or no longer being used. Requires that the password includes both numeric and alpha characters. 72 ZCA 6. the wipe command is initiated. 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. To unlock the device. users can initiate a remote wipe from their ZWC account to erase all data from the mobile device.
Managing Zimbra Mobile
Users can cancel a device wipe any time before the device connects with the server. • Suspend a sync that has been initiated from the mobile device and resume the sync to the device • Delete a device from the list. If a device is deleted from the list and attempts to sync after that, the server forces the device to re-fetch the policy on the next sync of the device. Note: This list can include devices that do not have the ability to support the mobile policy rules. Wiping a device does not work.
Changing Mobile Device Password Policy
Once a mobile device is locked by the Zimbra Appliance mobile password policy, in order to remove the PIN requirement on the device, the device sync relationship with the server must be deleted and then the PIN requirement for the device must be turned off. After the PIN requirement is turned off, the user re syncs the device to the account. 1. In the administration console, open the user account to be modified. 2. Open the Zimbra Mobile tab and uncheck Force pin on device. Once the password policy has been turned off, users must resync their devices to their ZWC account as follows: • If the device is a WM6 device, the user syncs to the account. After the sync has completed, instruct the user to go to the Lock setting on the device and turn off the device PIN. • If the device is an iPhone/iPod Touch 3.0 or above, the user syncs to the account. After the sync, instruct the user to go to the Settings>General properties and turn off Passcode Lock. Note: If the iPhone/iPod Touch is prior to 3.0, there is an Apple software bug that prevents downloading new device policies to take effect. The user must delete the ZCA account from the iPhone/iPod Touch, turn the PIN off, and then re-setup sync with the ZCA. Because the password requirement was turned off, a PIN is not asked for.
Zimbra Collaboration Suite Appliance
Zimbra Collaboration Suite Appliance
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
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
email messaging, features 39 equipment resources 66 export calendar appointments in .ics export preferences on ZWC 42 external LDAP 30
background color, changing on Zimbra Web Client 34 Briefcase feature 45
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
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
GAL access for COS GAL mode 27
Zimbra Collaboration Suite Appliance
view from admin console 64 managing resource accounts 68 managing resources 66 maximum number in distribution lists 65 message lifetime 49 migrating accounts. maintaining calendars 67 resources. changing password policy 73 mobile device. distribution list 46 50 N New menu 15 76 ZCA 6. setting 47 47 9 M mail filters 41 mail filters.Administrator’s Guide group calendar.7 Zimbra Collaboration Suite Appliance . expire 49 setting up profiles 37 settings tab 19 shared items. passwords 53 importing process for accounts 53 interop 32 44 L license.ics import preferences on ZWC 42 importing accounts 53 importing accounts. security policy 70 mobile devices. working with spam check 41 mail identities 40 mail notification 40 mailbox full notification 47 mailbox quotas specifying 47 mailbox. external access 41 postmaster alias 10 profiles 16 profiles. standard web client security policy. using distribution lists for 65 O out of office reply 40 H hidden forwarding address 40 P password policy. reindexing 64 mailbox. password strength policy settings 72 mobile device. enabling 44 group sharing. managing 66 resources. equipment 15 resources. 49 sessions. managing 46 shares tab. changing admin 10 password.0. using to migrate accounts 61 mobile device. mobile device 70 session idle lifetime 49 session time out policy. installing 22 license. 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 . failed login policy 48 persona 40 POP3. setting 47 password. Zimbra 21 location resources 66 logging into the admin console Q quota. setting up 70 R reindexing a mailbox 64 relay MTA for external delivery 20 resource accounts. address book 47 quota. creating xml file 57 migration wizard. setting up notification quotas. sharing 68 resource conflict rules 68 resources 16 resources. scheduling policy 67 REST URL 25 root alias 10 rules for attachments 20 S scheduling policy for resources 67 screen resolution. managing 68 resource calendar. location 15 resources. domain 38 profiles. user self care 72 mobile devices.
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.0. import/export account data Zimlets 33 42 77 ZCA 6.7 Zimbra Collaboration Suite Appliance . notifying distribuion list 66 spam message lifetime 50 spam white list. mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client. 65 50 T tasks feature 45 themes. for mail filters 41 standard web client.sharing. setting as default support 7 system accounts 15. customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files.
0.Administrator’s Guide 78 ZCA 6.7 Zimbra Collaboration Suite Appliance .