Zimbra™ Collaboration Suite Appliance Administrator’s Guide

Release 6.0.7
July 2010

Legal Notices
Copyright 2010 Zimbra. All rights reserved. No part of this document may be reproduced, in whole or in part, without the express written permission of Zimbra. Zimbra, a division of VMware, Inc. 3401 Hillview Avenue Palo Alto , California 94304 USA www.Zimbra.com ZCS 6.0.7 7/27/2010

Table of Contents

Chapter 1

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

5

Core Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Core Zimbra Server Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Zimbra License Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Available Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Support and Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Chapter 2 Working in the Administration Console. . . . . . . . . . . . . . . . . . . 9

Logging Into the Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Setting Up the Administrator Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Changing Administrator Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Zimbra Status Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Anti-spam Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Anti-virus Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Convertd Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 LDAP Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Mailbox Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 MTA Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Spell Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Stats Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Disk Space Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Monitoring ZAP Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Navigating the Administration Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Working in the Dashboard Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Working in the Settings Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Working in the Advanced Tools Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Managing Network Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Updating ZCA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Chapter 3 Managing ZCA Configuration . . . . . . . . . . . . . . . . . . . . . . . . . 19

Changing General Information about your Default Domain . . . . . . . . . . . . . 19 Default Domain Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Setting the Maximum Size of Uploads to Briefcase . . . . . . . . . . . . . . . . 20 Setting Up Relay MTA for External Delivery . . . . . . . . . . . . . . . . . . . . . . 20 Configuring Rules for Receiving Attachments to Email . . . . . . . . . . . . . . . . 20 Managing the Zimbra License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Managing Your Self-Signed or Commercial Certificates . . . . . . . . . . . . . . . 22 Requesting a Commercial Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Viewing the SSL Certificate Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Setting Up Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Configuring General Information Settings. . . . . . . . . . . . . . . . . . . . . . . . 25 Setting Up Your Global Address List (GAL) . . . . . . . . . . . . . . . . . . . . . . 27 Setting Up Account Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Setting UP Virtual Hosts for Your Domain . . . . . . . . . . . . . . . . . . . . . . . 31 Setting up Zimbra Free/Busy Interoperability . . . . . . . . . . . . . . . . . . . . 32 Managing Zimlets on the Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Zimbra Collaboration Suite Appliance iii

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

Chapter 1 Introduction Zimbra is the leader in open source. and use other standard mail features • View mail by conversation threads • Tag mail to easily group messages for quick reference • Perform advanced searches • Save searches • Use the Calendar feature to schedule appointments • Create address books Zimbra Collaboration Suite Appliance ZCA 6. 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. Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. educational institutions. reply. Web 2. read.0. forward.0 collaboration and messaging software for enterprises. This guide is intended for system administrators responsible for creating and maintaining accounts.7 5 . and Standard Zimbra Web Client as an HTML client. Some of the features that can be found in the web client include: • Compose. service providers. The Zimbra Collaboration Suite Appliance is your email and collaboration cloud delivered as a virtual appliance for faster provisioning and easier administration than traditional solutions. and government agencies. Administrators centrally manage the appliance from the administration console.

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

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

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

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

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

Working in the Administration Console Anti-spam Service The Zimbra Appliance utilizes SpamAssassin to control spam. The accounts created are listed in the accounts list. These addresses are automatically configured to work with the spam training filter. Anti-virus Service Clam AntiVirus software is bundled with the appliance as the virus protection engine.7 11 . • Spam Training User to receive mail notification about mail that was not marked as junk. but should be. • Non-spam (referred to as ham) Training User to receive mail notification about mail that was marked as junk. When a message is tagged as spam. Any message tagged between 33%-75% is considered spam and delivered to the user’s Junk folder. The anti-virus software is configured to block encrypted archives. 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. Zimbra Collaboration Suite Appliance ZCA 6.0. 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. to send notification to administrators when a virus has been found. Messages tagged above 75% are always considered spam and are discarded. 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. 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. ZCA uses a percentage value to determine spaminess based on a SpamAssassin score of 20 as 100%. but should not have been.

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

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

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

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

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

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

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

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

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

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

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

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

0. You can create multiple SANs. If a certificate expires. The city you want the certificate to display as your company location • Organization Name (O). The state/province you want the certificate to display as your company location • City (L). including validation days that shows when the certificate expires. The country you want the certificate to display as your company location • State/Province (ST). When SAN is used the domain name is compared with the common name and then to the SAN to find a match.Administrator’s Guide • Country Name (C). Viewing the SSL Certificate Tab The Advanced Tools>SSL Certificate tab displays the certificate information for the Zimbra services. a security alert warning is displayed. Your company name • Organization Unit (OU). the client ignores the common name and tries to match the server name to one of the SAN names. when users log on to the accounts. When the alternate name is entered here. The unit name (if applicable) Are you going to use Subject Alternative Name (SAN)? The input should be a valid domain name. 24 ZCA 6.7 Zimbra Collaboration Suite Appliance . You should renew your certificates before it expires.

Zimbra Collaboration Suite Appliance ZCA 6. When you set up a domain. or external Active Directory • Virtual hosts that are used to establish a default domain for user login • Public service host name that is used for REST URLs. External LDAP server or Active Directory. or both • Domain authentication mode. • The authentication mechanism is Internal • The Virtual Hosts. either Internal LDAP server. When you select Domains from the Find address. a list of domains is displayed. The following settings can be configured for your default domain or when you create a new domain. and Free/Busy Interop are not set up • The profile is set to default profile Configuring General Information Settings Domains are managed from the administration console dashboard. external LDAP.0.7 25 . domains and profiles menu. 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. you can configure the following: • Global Address List (GAL) mode. internal. Select the domain to edit from the list.Managing ZCA Configuration Setting Up Domains One domain is identified during the installation process and additional domains can be added from the administration console. A GAL sync account is created and the datasource for the Internal GAL is Zimbra.

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

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

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

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

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

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

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

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

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

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

Administrator’s Guide 36 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

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

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

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

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

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

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

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

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

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

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

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

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

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

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

• Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. you must disable the Change Password feature in their Profile. 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. When you import accounts. it can be added as part of the . Passwords can be from 6 to 64 characters and do not have an expiration date. 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. • 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.csv or . Zimbra Collaboration Suite Appliance ZCA 6.7 51 .0.xml file and is set when the account is provisioned. • Are passwords required and can users change their password? Password Options When you provision accounts. The AD password policy is not managed by Zimbra.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. Customizing Profiles and Setting Up Mail Policy Rules. Important: If Microsoft Active Directory (AD) is used for user authentication.

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

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

so that when an account is imported and the domain they were on is not created on ZCA. enter the details for connecting to your Active Directory or other LDAP server. you must download the . which means that no limits are set. 6. If the wizard generates random passwords for each account. 54 ZCA 6. • Length of generated password. Enter the maximum accounts to import at one time. The password can be from 6 to 64 characters. On the Bulk provisioning options dialog. 5. On the Directory connection dialog. The default is 8 characters. Enable Automatically create missing domains.Administrator’s Guide 2. accounts from domains that do not exist on ZCA are not created. or • Use the same password for all new accounts. The following options can be set: Set either • Generate a random password for each account. 4. makes it easy to import accounts from specific domain that have been precreated on the Zimbra Appliance. the domain is automatically created.0.7 Zimbra Collaboration Suite Appliance . • Check Require users to change the password after first login. Disabling this option.csv file that is created as this file lists the passwords that were created. set the password configuration option you want to use and click Next. You need to give the password information to each user. 3. On the Overview dialog. The default is 0. select whether to import accounts from Active Directory or from another LDAP directory. If you do not enable Automatically create missing domains.

7 55 . The filter in the field (objectClass=organizationalPerson). Check SSL if this is used • Bind DN and bind password • LDAP filter. The Import Wizard connects to the directory server and generates a report showing the number of accounts found on the server and how many of those accounts are already created on ZCA. After you complete this dialog. but you can change this • Use Security. postal and phone information if it is available.com • By default the port is 3268.0. middle. Here you can define search criteria to collect the type of account information you want to import. individual first. click Next. the LDAP URL is entered as ldap:// ldapdirectory.example. You can change the filter. last names. Zimbra Collaboration Suite Appliance ZCA 6. including email address. This dialog also shows the import options you configured. is set to gather account information. • LDAP search base is used to configure what subsection of the LDAP forest to search.Creating Accounts on ZCA Enter the following information about the AD or LDAP server: • For Server Name. In this field enter the LDAP search filter to run.

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

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

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

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

The Review migration options dialog shows the migration options you have configured. If you need to fix any of the options. After you complete this dialog. individual first. click Next.Administrator’s Guide gather account information. last names. click Next. postal and phone information if it is available. • LDAP search base is used to configure what subsection of the LDAP forest to search. including email address.xml file is created. You can change the filter. the . The migration wizard connects to the Exchange server. middle.7 Zimbra Collaboration Suite Appliance . 6.0. If the information is correct. 60 ZCA 6. click Previous. When you click Next.

Note: See the Migrating from Microsoft Exchange to ZCS Guide for detailed information about the Wizard. Users can now log on to their ZCA accounts. you will not be able to access it again. 8. When you click Next. Click Download MS Exchange migration utility to download the ZCS Migration Wizard for Exchange executable file.0. Note if you choose not to download the file now. Choose a secure location to store it as it may contain password information for all of your users.Creating Accounts on ZCA 7. The ZCS Migration Wizard one-step migration makes it easy to create accounts and import the content you selected for those accounts. When the migration is complete. the Import Completed dialog displays. By choosing the download option.xml file 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. Zimbra Collaboration Suite Appliance ZCA 6.7 61 . The accounts are now created on ZCA. When you open the migration wizard. Select One Step Migration and browse to the . the file is removed from the server. the Import Destination dialog displays. the migration begins and a progress bar is displayed. Click Download XML file for MS Exchange migration utility and save the file to a folder on the computer.

Administrator’s Guide 62 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

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. you can quickly change an account's password from the administration console Account toolbar.7 63 . domains. The user must be told the new password. Changing Passwords If you use internal authentication. See the ZCA administration console Help for information about how to perform these tasks from the administration console. resources and distribution lists. Passwords can be from 6 to 64 characters and do not have an expiration date. and view which lists the account is on • Create and change alias addresses • View an account’s mailbox • Change an account’s status and delete accounts • Reindex a mailbox To see a list of accounts. Resources and Distribution Lists The administration console dashboard is used to manage accounts. select Accounts from the Find address.Chapter 6 Managing Accounts. and profiles menu. Zimbra Collaboration Suite Appliance ZCA 6.0.

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

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

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

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

In the Permissions section. • An address to forward invites. accept. select Allow only the following internal users to invite me to meetings and add the appropriate users’ email addresses to the list. either as a number of conflicts or as a percentage of all the recurring appointments to partially accept recurring appointments. Maximum allowed number of conflicts and/or Maximum allowed percent of conflicts are configured to allow a recurring resource to be scheduled even if it is not available for all the requested recurring appointment dates. you can change the address • Who can use this resource. The resource accepts appointments even if there are conflicts until either the number of conflicts reaches the maximum allowed or the maximum percentage of conflicts allowed. Conflict Rules. Managing Resource Accounts The Resource Accounts Preference>Calendar tab can be configured to let users manage the Resource’s Calendar. A delegated user must log into the resource account and accept or decline all requests. you can share the resource calendar with a user who is given the manager rights. Invites. remove. you can set up a threshold. edit. or decline the invites. If the forwarding address was set up when the account was provisioned. You can configure the following options to manage the resource. They can view. add. If you set both fields.7 Zimbra Collaboration Suite Appliance . 68 ZCA 6. The resource account is manually managed. To fully manage a resource account’s calendar.0.Administrator’s Guide • No auto accept or decline. For accounts that include the auto decline on conflict value. Users delegated as manager have full administrative rights for that calendar. the resource declines appointments whenever either of the conditions are met.

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

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

Once the server confirms that the policy is enforced on the mobile device. a locally (generated by the device) initiated wipe of the device is performed. Remote Wipe can be used to erase all data on lost or stolen devices. after the number of minutes configured. In addition to the rules. Zimbra Collaboration Suite Appliance ZCA 6.7 71 . If a mobile device is lost or stolen. users must enter their PIN. This erases all data on the device. the device can sync. To unlock the device.Managing Zimbra Mobile After the mobile policy is set up. mobile devices that are capable of enforcing security policies automatically set up the rules and immediately enforces them. the next time a mobile device sends a request to the server. the user is required to fix the PIN before they can sync with the server. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured.0. See the Users’ Mobile Device Self Care Features section. the device is locked. 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. • When the Number of consecutive incorrect PIN inputs before device is wiped is configured. after the PIN is entered incorrectly more than the specified number of times.

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

Managing Zimbra Mobile

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

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

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

73

Administrator’s Guide

74

ZCA 6.0.7

Zimbra Collaboration Suite Appliance

Index

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

contact lists 43 core functionality

5

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

51

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

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

44

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

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

G
GAL access for COS GAL mode 27

41

Zimbra Collaboration Suite Appliance

ZCA 6.0.7

75

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

customizing 34 trashed message lifetime 50 U untrusted connection warning 10 Update tab 17 uploading files. mobile 72 Z Zimbra mobile 46 zimbra mobile 69 Zimbra Web Client features 38 Zimbra web client. notifying distribuion list 66 spam message lifetime 50 spam white list. setting as default support 7 system accounts 15. import/export account data Zimlets 33 42 77 ZCA 6.0. 65 50 T tasks feature 45 themes.sharing. 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. for mail filters 41 standard web client.7 Zimbra Collaboration Suite Appliance .

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

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