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

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

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

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. The console offers the following management features: • Dashboard with task based management features. distribution lists. 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. address book lists with others • Set mailbox usage preferences. 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. 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 6.0.Administrator’s Guide • Share calendars. • Create and mange user accounts. including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create. email folders. resources.7 Zimbra Collaboration Suite Appliance .

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

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

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

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

An automated spam training filter is enabled and two feedback system mailboxes are created to receive mail notification. the message is delivered to the recipient’s Junk folder. and to send notification to recipients alerting that a mail message with a virus was not delivered. When a message is tagged as spam. These addresses are automatically configured to work with the spam training filter. The accounts created are listed in the accounts list.Working in the Administration Console Anti-spam Service The Zimbra Appliance utilizes SpamAssassin to control spam. • Spam Training User to receive mail notification about mail that was not marked as junk. SpamAssassin uses predefined rules as well as a Bayes database to score messages with a numerical range. but should be. Anti-virus Service Clam AntiVirus software is bundled with the appliance as the virus protection engine. to send notification to administrators when a virus has been found. 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. but should not have been. Users can view the number of unread messages that are in their Junk folder and can open the Junk folder to review the messages marked as spam and move a message if it is not spam.0. Messages tagged above 75% are always considered spam and are discarded. • Non-spam (referred to as ham) Training User to receive mail notification about mail that was marked as junk. 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%. Zimbra Collaboration Suite Appliance ZCA 6.7 11 .

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

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

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

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

configure GAL.Administrator’s Guide • Accounts.0.7 Zimbra Collaboration Suite Appliance . Lists all aliases that have been created in user accounts. • Distribution Lists. or delete profiles. The tab includes the following items: • Zimbra License tab that shows ZCA license information 16 ZCA 6. • Aliases. • Resources. edit. Lists the domain in the Zimbra Appliance environment. Working in the Settings Tab The Settings tab is used to manage general ZCA settings. Lists all accounts. you create and manage end-user accounts. passwords and aliases for an account. Lists all distribution lists. You can create new resources and set the scheduling policy for the resource. You can create new distribution lists and add to or delete members from a distribution list. • Domains. You can use the Move Alias feature from the toolbar to move an alias from one account to another. Lists profiles that have been created. and configure the authentication mechanism to be used for that domain. 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. You can create. As a minimum. setting options. the default profile is displayed. In the Accounts folder. profiles. • Profile. You can create and manage domains. Lists location or equipment that can be scheduled for a meeting.

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

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

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

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

• Allow viewing attachments only in HTML. you can disable this feature.Managing ZCA Configuration The Attachments tab can be configured as follows: • Block all attachments. Users cannot view any attachments sent with their email messages. Messages with those type of extensions attached are rejected and the sender and recipient are notified that the message was blocked. • Do not restrict viewing attachments. When you installed ZCA. and expiration date of the regular license. This trial license is good for 60 days.0. or change the Zimbra license. When you purchase. Files attached to email messages can only be viewed in HTML. You will need to purchase a Zimbra regular license in order to create accounts after the trial license expires. a trial license was automatically installed. This option blocks all attachments types sent with email messages and can be set to prevent a virus outbreak from attachments. you must update the server with the new license information. Zimbra Collaboration Suite Appliance ZCA 6.7 21 . Use the Install License Wizard from the administration console’s Advanced Tools tab to upload and install a new license and to update an existing license. You can select from the common extension types that are listed or add other types of extensions. If you do not want to send a notification to the recipient when messages are blocked. Attachment to an email message can be viewed either in HTML or the attachment can be viewed in the original format. Extensions that are restricted here do not display even if you have selected Do not restrict viewing attachments. This license is encrypted with the number of Zimbra accounts (seats) you have purchased. You can also restrict receiving attachments by the file extension type. renew. the effective date. Managing the Zimbra License A Zimbra license is required in order to create accounts.

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

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

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

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

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

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

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

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

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

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

This is required only if there is Zimbra Appliance to Exchange free/busy replication.Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and. Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab. the Exchange systems must be set up as described in the Exchange Setup Requirements section. ZCA can query the free/busy schedules of users on Microsoft Exchange 2003/ 2007 servers. you can set up free/busy scheduling across the Exchange server and the ZCA server so that users can efficiently schedule meetings.7 Zimbra Collaboration Suite Appliance . This is required only for ZCA to Exchange free/busy replication. 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. (http://server/public/) • ZCA users must be provisioned as a contact on the AD using the same administrative group for each mail domain. • The Exchange user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users. 32 ZCA 6.0. • Web interface to Exchange public folders needs to be available via IIS. Exchange 2003/2007 Setup Requirements For Exchange 2003. • The ZCA server must be able to access the HTTP(S) port of IIS on at least one of the Exchange servers. To set free/busy interoperability. the following is required: • Either a single Active Directory (AD) must be in the system or the global catalog must be available.

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

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

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

7 Zimbra Collaboration Suite Appliance .0.Administrator’s Guide 36 ZCA 6.

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

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

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

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

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

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

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

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

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

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

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

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

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

xml file and is set when the account is provisioned.0.csv or . • Will all user accounts have the same features that are enabled in the default profile or do you need to create additional profiles? See Chapter 4. you can configure accounts with a password and require users to change the password the first time they log in or you can leave the password field blank and users can create their own password. Customizing Profiles and Setting Up Mail Policy Rules. When you import accounts. you must disable the Change Password feature in their Profile.Chapter 5 Creating Accounts on ZCA New accounts are created from the administration console of Zimbra Collaboration Suite Appliance (ZCA) in any of the following methods: • Use the New Account Wizard to create one account at a time • Use the Import Wizard to import account information from an external directory server (either LDAP or Active Directory) to provision multiple accounts at once. Passwords can be from 6 to 64 characters and do not have an expiration date. it can be added as part of the . 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. Zimbra Collaboration Suite Appliance ZCA 6. Important: If Microsoft Active Directory (AD) is used for user authentication. The AD password policy is not managed by Zimbra. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. • Are passwords required and can users change their password? Password Options When you provision accounts.7 51 .

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

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

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

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

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

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

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

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

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

the file is removed from the server. Click Download MS Exchange migration utility to download the ZCS Migration Wizard for Exchange executable file. the Import Completed dialog displays. When you click Next.Creating Accounts on ZCA 7. Note: See the Migrating from Microsoft Exchange to ZCS Guide for detailed information about the Wizard. When you open the migration wizard. Click Download XML file for MS Exchange migration utility and save the file to a folder on the computer.0.7 61 . Note if you choose not to download the file now. Select One Step Migration and browse to the . The accounts are now created on ZCA. Using ZCS Migration Wizard to Create Accounts and Import Content You can run the ZCS Migration Wizard for Exchange executable file at any time. By choosing the download option. you will not be able to access it again. When the migration is complete. the migration begins and a progress bar is displayed. Zimbra Collaboration Suite Appliance ZCA 6. Choose a secure location to store it as it may contain password information for all of your users. the Import Destination dialog displays.xml file created on ZCA. 8. The ZCS Migration Wizard one-step migration makes it easy to create accounts and import the content you selected for those accounts. Users can now log on to their ZCA accounts.

7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 62 ZCA 6.0.

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

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

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

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

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

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

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

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

the device can sync. This erases all data on the device. In addition to the rules. • When the Number of consecutive incorrect PIN inputs before device is wiped is configured. the next time a mobile device sends a request to the server. Once the server confirms that the policy is enforced on the mobile device. Remote Wipe can be used to erase all data on lost or stolen devices. users must enter their PIN.0. Zimbra Collaboration Suite Appliance ZCA 6. mobile devices that are capable of enforcing security policies automatically set up the rules and immediately enforces them. See the Users’ Mobile Device Self Care Features section. This typically means that if a Personal Identification Number (PIN) has not been set up on the device or the PIN is not as strong as required by the mobile policy you set up. the device is protected by the following policy rules: • When the Idle Time before device is locked is configured. If a mobile device is lost or stolen. To unlock the device. a locally (generated by the device) initiated wipe of the device is performed.Managing Zimbra Mobile After the mobile policy is set up. after the number of minutes configured.7 71 . the user is required to fix the PIN before they can sync with the server. after the PIN is entered incorrectly more than the specified number of times. the device is locked.

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

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

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

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

7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 78 ZCA 6.0.

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