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

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

Web 2.7 5 . 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. reply. Some of the features that can be found in the web client include: • Compose. 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.0 collaboration and messaging software for enterprises. 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. Administrators centrally manage the appliance from the administration console.Chapter 1 Introduction Zimbra is the leader in open source. service providers.0. and government agencies. This guide is intended for system administrators responsible for creating and maintaining accounts. forward. read. Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client. and Standard Zimbra Web Client as an HTML client.

0. 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. resources. email folders. Global Address List (GAL) and external authentication • LDAP interoperability for GAL and external authentication • Self-signed and commercial SSL certificate management • Zimbra license management • Service status overviews • Automatic update mechanism • Service level control with status • Diagnostic tools to log file downloads 6 ZCA 6. domains and aliases • Maintain profiles for feature based administration • Mobile device policy management • Color scheme configuration options of the Zimbra Web Client interface • Advanced tools for migration and interoperability • Exchange migration tools • Exchange interoperability for free/busy. address book lists with others • Set mailbox usage preferences. 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. distribution lists.Administrator’s Guide • Share calendars.7 Zimbra Collaboration Suite Appliance . The console offers the following management features: • Dashboard with task based management features. • 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.

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

0.Administrator’s Guide 8 ZCA 6.7 Zimbra Collaboration Suite Appliance .

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

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

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

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

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

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

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

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

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

7 Zimbra Collaboration Suite Appliance .Administrator’s Guide 18 ZCA 6.0.

Zimbra Collaboration Suite Appliance 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 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.Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console. You can change this.0.7 19 .

0. there is no limit to the size of the upload. you can configure rules to filter all attachments from email messages or attachments with a specific extension type.Administrator’s Guide • Default domain name. (An email loop is an infinite loop phenomenon. 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. You can change this on the General Information tab. or used as a third-party anti-virus and anti-spam gateway. users can upload files up to 10240K in size to their accounts.) Configuring Rules for Receiving Attachments to Email To help prevent potential viruses from being received.zip. • Relay MTA for external delivery. an email loop is created. If one such automatic response triggers another automatic response on the other side. This is the maximum size of a file that can be uploaded into Briefcase. resulting from mail servers. such as . The default is 10 Mb. This is the default. If you set the default to 0.7 Zimbra Collaboration Suite Appliance . or email clients that generate automatic replies or responses. This also used as the assumed domain name when only a user name but not the domain is provided. Important: Use caution when setting a relay host to prevent mail loops. • Maximum size of an uploaded file for Documents or Briefcase. Setting Up Relay MTA for External Delivery Setting this parameter is optional. 20 ZCA 6. Setting the Maximum Size of Uploads to Briefcase If the Briefcase feature is enabled. This is the assumed domain name when users try to authenticate without providing a domain name as part of their login name. The relay host name is the appliance MTA to Gateway host. This is changed from the Settings>Attachments tab. This setting is used to instruct the MTA to send all non-local mail to a different SMTP server. scripts. This is configured during the installation of ZCA. 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.

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

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

company. You save this file to your computer and submit it to your commercial certificate authorizer. you use the Certificates Wizard to install the certificate on ZCA. As you enter information about your company. and when you receive the certificate. Are you going to use a wildcard common name? If you want to manage multiple sub domains on a single domain on the server with a single certificate. such as VeriSign or GoDaddy. You download the CSR from the Zimbra server and submit it to a CA.Managing ZCA Configuration To obtain a commercially signed certificate. They issue a digitally signed certificate. An asterisk (*) is added to the Common Name field. use the Zimbra Certificates Wizard to generate the RSA Private Key and Certificate Signing Request (CSR). 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. and country.0. before you generate the CSR you must know the following details: • Common Name (CN). To generate the CSR. and then generate a CSR with the RSA private key. you complete a form with details about the domain. check this box. Zimbra Collaboration Suite Appliance ZCA 6.7 23 . This is the exact domain name that should be used to access your Web site securely.

Viewing the SSL Certificate Tab The Advanced Tools>SSL Certificate tab displays the certificate information for the Zimbra services. When the alternate name is entered here. 24 ZCA 6.0. Your company name • Organization Unit (OU). The unit name (if applicable) Are you going to use Subject Alternative Name (SAN)? The input should be a valid domain name. If a certificate expires. including validation days that shows when the certificate expires.Administrator’s Guide • Country Name (C). You should renew your certificates before it expires. a security alert warning is displayed. when users log on to the accounts. You can create multiple SANs.7 Zimbra Collaboration Suite Appliance . the client ignores the common name and tries to match the server name to one of the SAN names. The state/province you want the certificate to display as your company location • City (L). The city you want the certificate to display as your company location • Organization Name (O). The country you want the certificate to display as your company location • State/Province (ST). When SAN is used the domain name is compared with the common name and then to the SAN to find a match.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

users cannot add new contacts. calendar. Zimbra Collaboration Suite Appliance ZCA 6. Select Password locked from the Advanced tab Password section. The default mobile device policy is also enabled. When the number is reached. and contacts for users of selected mobile phones. The AD password policy is not managed by Zimbra. The percentage threshold for quota notification can be configured. and email retention policies.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. Calendar meeting information. When this threshold is reached. and files in Briefcase. Important: If Microsoft Active Directory (AD) is used for user authentication. you can configure ZCA to require users to create strong passwords. Setting Password Policy If internal authentication is configured for the domain. The password settings that can be configured are listed below. If you set the quota to 0.0. login. Users can be notified that their mailboxes are nearing their quota. all email messages are rejected and users cannot add files to their account. When the quota is reached. The quota percentage can be set and the warning message text can be modified in the Advanced tab settings for the profile.7 47 . task lists. See the Zimbra Mobile chapter for information about setting up mobile devices and setting up or changing the mobile device policies that can be enabled. The quota includes email messages. you must disable the Change Password feature in their profile. Account quota is the amount of space in megabytes that an account can use. Setting Account Quotas You can specify mailbox quotas and the number of contacts allowed for accounts. a quota warning message is sent to the user. When this is enabled. Configuring Advanced Tap Options The profiles Advanced tab lets you set account quotas and password. The Address Book size limit field sets the maximum number of contacts a user can have across all of their address books. accounts do not have a quota.

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

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

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

When you import accounts. • 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. if the password is known. • Use the Migration Wizard for Exchange to migrate user accounts and their content directly from Exchange. 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. it can be added as part of the .0. Passwords can be from 6 to 64 characters and do not have an expiration date.csv or . Important: If Microsoft Active Directory (AD) is used for user authentication. Zimbra Collaboration Suite Appliance ZCA 6. you must disable the Change Password feature in their Profile. • Are passwords required and can users change their password? Password Options When you provision accounts.xml file and is set when the account is provisioned.7 51 .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. The AD password policy is not managed by Zimbra. Customizing Profiles and Setting Up Mail Policy Rules.

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

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

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

After you complete this dialog. the LDAP URL is entered as ldap:// ldapdirectory. middle. • LDAP search base is used to configure what subsection of the LDAP forest to search. click Next. Here you can define search criteria to collect the type of account information you want to import. postal and phone information if it is available. This dialog also shows the import options you configured.7 55 . individual first. last names. is set to gather account information. You can change the filter.example. The filter in the field (objectClass=organizationalPerson). Zimbra Collaboration Suite Appliance ZCA 6.0. but you can change this • Use Security.com • By default the port is 3268. In this field enter the LDAP search filter to run. 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.Creating Accounts on ZCA Enter the following information about the AD or LDAP server: • For Server Name. including email address. Check SSL if this is used • Bind DN and bind password • LDAP filter.

you will not be able to access it again. a Provision Accounts dialog shows the number of accounts imported and number of accounts that failed to be imported. This list includes the password information for each account. By choosing the download option. The accounts are imported to ZCA.0.7 Zimbra Collaboration Suite Appliance . Note if you choose not to downlaod the file now. Choose a secure location to store it as it may contain password information for all of your users. Click Next. 56 ZCA 6. Download this file for future reference.Administrator’s Guide 7. the file is removed from the server. Download the .csv file that lists the created accounts and their password. 8. When the import is complete. A .csv file is created with the list of all provisioned accounts.

after the . Migrating accounts to the Zimbra Appliance is a two step process. This information is used to create an . contacts. When you select the one-step option. Advanced Tools. and task lists from an existing Microsoft Exchange server to ZCA. create an xml file with the migrating accounts data. run the Migration Wizard and configure the migration options and Active Directory log on information. From the ZCA administration console Advanced Tools tab. 2. From the administration console. click Migration Wizard. select the migration options.0.xml file from the data on the Active Directory. click Next. Zimbra Collaboration Suite Appliance ZCA 6.7 57 . Creating the XML file 1. On the Overview dialog. calendars. • Step 2. the ZCS Migration Wizard creates the accounts and import the accounts content based in the . • Step 1.xml file data. identify the MAPI profile to use to log into the Exchange server. run the ZCS Migration Wizard for Exchange one-step migration option using the . Before you begin. 3.Creating Accounts on ZCA Migrating Accounts and Content Zimbra’s migration tools can be used to move users’ email messages. the folder hierarchy is maintained.xml file. In the Migration options dialog.xml file is created. You enter this MAPI profile information in Step 4. When the user’s files are migrated.

or • Use the same password for all new accounts. address book contacts. you must download the . the ZCS Migration Wizard for Exchange fails to migrate the accounts because the server certificate is not valid. • Check Require users to change the password after first login. If the wizard generates random passwords for each account.xml element for provisioning the account. • Select whether to import items from the account’s Trash folder (deleted items) or Junk folder. Uncheck this box if the accounts were already created on ZCA. 58 ZCA 6.7 Zimbra Collaboration Suite Appliance . You need to give the password information to each user. • Ignore invalid SSL certificate is checked by default. 4. • If some accounts were migrated before. If this is not checked and you do not have a commercial certifcate installed before you migrate accounts. and calendars.csv file that is created as this file lists the passwords that were created. tasks. • Create user accounts in ZCA is checked to enable the account . • Length of generated password. The password can be from 6 to 64 characters. The default is 8 characters. • Select the items to import the accounts: email messages. select Ignore previously imported emails so accounts do not have duplicate email messages. On the Mail server information dialog configure the ZCA server and Microsoft Exchange information needed to log in to each server.0.Administrator’s Guide Set either • Generate a random password for each account.

The filter in the field (objectClass=organizationalPerson). 5. is set to Zimbra Collaboration Suite Appliance ZCA 6.com • By default the port is 3268.7 59 . Enter the password for this account. This is the MAPI profile you create for use with the Zimbra Migration Wizard to conduct the migration. In this field enter the LDAP search filter to run. • Enter the MAPI profile that is used to connect to the Microsoft Exchange server. which means that no limits are set. enter the following information. MAPI server name is the name of the name of the Microsoft Exchange server from which data is collected. • Enter the maximum accounts to import at one time. • Server Name. • The ZCA administrator account is automatically configured. Check SSL if this is used • Bind DN and bind password • LDAP filter. This domain should be created on ZCA.0. • • • Mapi profile name. The default is 0. but you can change this • Use Security.Creating Accounts on ZCA • In the Target domain field enter the domain name where accounts are migrated to.example. On the Active Directory information dialog. Here you can define search criteria to collect the type of account information you want to import. Enter the MAPI logon user DN Click Next. The LDAP URL is entered as ldap:// ldapdirectory.

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

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

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

Changing Passwords If you use internal authentication. 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. you can quickly change an account's password from the administration console Account toolbar. resources and distribution lists. Passwords can be from 6 to 64 characters and do not have an expiration date. Resources and Distribution Lists The administration console dashboard is used to manage accounts. domains. select Accounts from the Find address. The user must be told the new password. See the ZCA administration console Help for information about how to perform these tasks from the administration console. Zimbra Collaboration Suite Appliance ZCA 6. 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. and profiles menu.Chapter 6 Managing Accounts.0.7 63 .

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

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

select Aliases from the Find address. From Aliases you can quickly view the account information for a specific alias.Administrator’s Guide Everyone in the DL has the same share privileges that the grantee defines for the shared item. An alias is not an email account. Each meeting room location and other non-location specific resources such as AV equipment is set up as a resource account.0.7 Zimbra Collaboration Suite Appliance . You can configure the account with the following details about the resource: 66 ZCA 6. When members are removed from the group distribution list. move the alias from one account to another. Managing Resources A resource is a location or equipment that can be scheduled for a meeting. You can view and edit an account’s alias names from the account view. To see a list of aliases. their share privileges are revoked. and delete the alias. Create Distribution List Aliases A distribution list can have an alias. The resource accounts automatically accept or reject invitations based on availability. all aliases that are configured are displayed in the Content pane. Distribution List Alias tab. Each account can have unlimited numbers of aliases. The contents of the resource mailboxes are purged according to the mail purge policies. When you select Aliases from the Manage Addresses Overview pane. Administrators do not need to monitor these mailboxes on a regular basis. When new members are added to the group distribution list. User accounts with the calendar feature can select these resources for their meetings. These accounts do not count against your license. To see resources available on the ZCA. and profiles menu. and profiles menu. You can set up the Share tab so that new members are automatically notified about items that are shared with them through the list. select Resources from the Find address. they are automatically granted the same shared privileges as other members of the group. domains. domains. Managing Aliases An email alias is an email address that redirects all mail to a specified mail account. This is set up from the administration console. A Resource Wizard on the administration console guides you through the resource configuration. If you create a distribution list for sharing and do not want the distribution list to receive mail. you can disable the Can receive mail checkbox.

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

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

0.Chapter 7 Managing Zimbra Mobile Zimbra Mobile is the Zimbra synchronization program enabled on the mailbox server that provides over-the-air synchronization of mail. IPod Touch. Windows Mobile 5 (WM5). 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. 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 6.7 69 . and many other phones that support the Active Sync protocol. calendar and task data and device security policy enforcement between the mobile device and an account on the mailbox server. and 6 (WM6) devices. The following diagram shows the flow of data from the server to the mobile. Devices use the native software and UI that is installed on the device to sync.

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

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

the policy requires an alphanumeric PIN. 72 ZCA 6. .7 Zimbra Collaboration Suite Appliance . or no longer being used.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. 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. Requires that the password includes both numeric and alpha characters. The device does not need to contact the server for this to happen. 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. How long the device remains active when not in use before the device is locked. For example. stolen.0. users must enter their PIN. Users can directly manage the following device functions from here: • Perform a remote wipe of a device. but a device that only supports a numbered PIN can still be used. The next time the device requests to synchronize to the server. users can initiate a remote wipe from their ZWC account to erase all data from 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. A user selects the device to wipe and clicks Wipe Device. If a mobile device is lost. Forces the user to create a personal identification number on the mobile device. To unlock the device. Once the wipe is complete. The device is returned to its original factory settings. the wipe command is initiated. 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.

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

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

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

Administrator’s Guide 78 ZCA 6.0.7 Zimbra Collaboration Suite Appliance .

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