Zarafa Collaboration Platform 1.2 User Manual WebApp en US

ZCP trunk (build 39438)
Zarafa Collaboration
Platform
The WebApp User Manual
Zarafa Collaboration Platform
ZCP trunk (build 39438) Zarafa Collaboration Platform

The WebApp User Manual
Edition 1.0
Copyright © 2012 Zarafa BV.
The text of and illustrations in this document are licensed by Zarafa BV under a Creative Commons
Attribution–Share Alike 3.0 Unported license ("CC-BY-SA"). An explanation of CC-BY-SA is available
4
at the creativecommons.org website . In accordance with CC-BY-SA, if you distribute this document or
an adaptation of it, you must provide the URL for the original version.
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All trademarks are the property of their respective owners.
Disclaimer: Although all documentation is written and compiled with care, Zarafa is not responsible for
direct actions or consequences derived from using this documentation, including unclear instructions
or missing information not contained in these documents.
The Zarafa Collaboration Platform (ZCP) combines the usability of Outlook with the stability and
flexibility of a Linux server. It features a rich web-interface, the Zarafa WebApp, and provides brilliant
integration options with all sorts of clients including all most popular mobile platforms.
1
Most components of ZCP are open source, licensed under the AGPLv3 , can therefore be
2
downloaded freely as ZCP's Community Edition .
Several closed source components exist, most notably:
4
http://creativecommons.org/licenses/by-sa/3.0/
1
http://www.gnu.org/licenses/agpl-3.0.html
2
http://www.zarafa.com/content/community
• the Zarafa Windows Client providing Outlook integration,
• the Zarafa BES Integration providing Blackberry Enterprise Server connectivity,
• the Zarafa ADS Plugin providing Active Directory integration, and
• the Zarafa Backup Tools.
These components, together with several advanced features for large setups and hosters, are only
3
available in combination with a support contract as part of ZCP's Commercial Editions .
Alternatively there is a wide selection of hosted ZCP offerings available.
This document, the WebApp User Manual, describes how to use Zarafa WebApp from a user's view
point.
3
http://www.zarafa.com/content/editions
1. Introduction 1
1.1. Scope of this document ................................................................................................ 1
2. Basics 3
2.1. What is Zarafa WebApp? ............................................................................................. 3
2.1.1. Differences with WebAccess .............................................................................. 3
2.2. WebApp Requirements ................................................................................................. 4
2.3. Logging in .................................................................................................................... 4
2.4. Logging out .................................................................................................................. 5
2.5. WebApp Overview ........................................................................................................ 5
2.5.1. Shortcut Bar (1) ................................................................................................ 7
2.5.2. Main Toolbar (2) ................................................................................................ 7
2.5.3. Folder Navigation Pane (3) .............................................................................. 10
2.5.4. Main Window (4) ............................................................................................. 12
2.5.5. Widget Pane (5) .............................................................................................. 14
2.6. Working with folders ................................................................................................... 14
2.6.1. Folders in general ............................................................................................ 14
2.6.2. Creating new folders ........................................................................................ 14
2.6.3. Deleting, Copying, Moving and Renaming folders .............................................. 15
2.6.4. Sharing folders with coworkers ......................................................................... 16
2.6.5. Opening shared folders .................................................................................... 18
2.7. Changing the column layout ........................................................................................ 20
2.8. Public Folders ............................................................................................................ 21
2.9. Using Search ............................................................................................................. 21
2.9.1. Expanded Search (Mail only) ........................................................................... 21
3. The Mail application 25

3.1. Mail Overview ............................................................................................................ 25
3.1.1. Mail: Main Toolbar (2) ...................................................................................... 26
3.1.2. Mail: Folder Navigation Pane (3) ...................................................................... 28
3.1.3. Mail: Main Window (4) ..................................................................................... 30
3.2. Working with Mail ....................................................................................................... 32
3.2.1. Composing a new email ................................................................................... 32
3.2.2. Managing email ............................................................................................... 33
3.2.3. Downloading Attachments from an email ........................................................... 35
3.2.4. Managing email folders .................................................................................... 35
3.2.5. Printing emails ................................................................................................. 36
3.2.6. Sharing mail folders with coworkers .................................................................. 37
3.2.7. Opening shared email folders ........................................................................... 37
4. The Calendar application 39

4.1. Calendar Overview ..................................................................................................... 39
4.1.1. Calendar: Main Toolbar (2) ............................................................................... 40
4.1.2. Calendar: Folder Navigation Pane (3) ............................................................... 41
4.1.3. Calendar: Main Window (4) .............................................................................. 42
4.2. Working with Calendars .............................................................................................. 43
4.2.1. Appointment vs. Meeting .................................................................................. 43
4.2.2. Creating an appointment .................................................................................. 43
4.2.3. Creating a meeting .......................................................................................... 46
4.2.4. Editing an appointment .................................................................................... 49
4.2.5. Editing a meeting ............................................................................................ 50
4.2.6. Working with multiple calendars ........................................................................ 53
4.2.7. Printing Calendar items .................................................................................... 54
4.2.8. Sharing calendars with coworkers ..................................................................... 55
4.2.9. Accessing shared calendars ............................................................................. 55
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Zarafa Collaboration Platform
4.2.10. Customizing the Calendar application .............................................................. 56
5. The Contacts application 57

5.1. Contacts Overview ..................................................................................................... 57
5.1.1. Contacts: Main Toolbar (2) ............................................................................... 58
5.1.2. Contacts: Folder Navigation Pane (3) ............................................................... 60
5.1.3. Contacts: Main Window (4) .............................................................................. 60
5.2. Working with Contacts ................................................................................................ 61
5.2.1. Creating a new contact .................................................................................... 61
5.2.2. Detailed Contacts ............................................................................................ 61
5.2.3. Managing Contacts .......................................................................................... 65
5.2.4. Distribution Lists .............................................................................................. 66
5.2.5. Printing contacts .............................................................................................. 67
5.2.6. Sharing contacts with coworkers ....................................................................... 68
5.2.7. Accessing shared contact folders ...................................................................... 68
6. The Tasks application 69

6.1. Tasks Overview .......................................................................................................... 69
6.1.1. Tasks: Main Toolbar (2) .................................................................................... 70
6.1.2. Tasks: Folder Navigation Pane (3) .................................................................... 71
6.1.3. Tasks: Main Window (4) ................................................................................... 72
6.2. Working with Tasks .................................................................................................... 73
6.2.1. Creating a new task ......................................................................................... 73
6.2.2. Managing Tasks .............................................................................................. 74
6.2.3. Printing tasks .................................................................................................. 75
6.2.4. Sharing task folders with coworkers .................................................................. 76
6.2.5. Accessing shared task folders .......................................................................... 76
7. The Notes application 77

7.1. Notes Overview .......................................................................................................... 77
7.1.1. Notes: Main Toolbar (2) ................................................................................... 78
7.1.2. Notes: Folder Navigation Pane (3) .................................................................... 79
7.1.3. Notes: Main Window (4) ................................................................................... 80
7.2. Working with Notes .................................................................................................... 80
7.2.1. Creating a new note ........................................................................................ 80
7.2.2. Managing Notes .............................................................................................. 81
7.2.3. Sharing notes folders with coworkers ................................................................ 82
7.2.4. Accessing shared notes folders ........................................................................ 82
8. Working with delegates 83

8.1. Introduction on delegates ............................................................................................ 83
8.2. Adding delegates to your account ............................................................................... 83
8.3. Specifying Delegate Permissions ................................................................................. 85
8.3.1. Owner permissions .......................................................................................... 85
8.3.2. Secretary permissions ...................................................................................... 85
8.3.3. Only read permissions ..................................................................................... 86
8.3.4. Permissions overview ...................................................................................... 86
8.3.5. Allowing delegates to see private items ............................................................. 86
8.3.6. Automatically send copies of meeting requests to delegates ............................... 86
8.4. Working on behalf of somebody else ........................................................................... 87
8.4.1. Sending email ................................................................................................. 87
8.4.2. Scheduling a meeting ...................................................................................... 87
8.5. Removing delegates from your account ....................................................................... 88
9. Using Widgets and Plugins in WebApp 89

9.1. Widgets and Plugins Overview .................................................................................... 89
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9.2. Working with the Widget Pane .................................................................................... 92
9.2.1. Showing the Widget Pane ................................................................................ 92
9.2.2. Adding widgets to the Widget Pane .................................................................. 94
9.2.3. Minimizing widgets ........................................................................................... 95
9.2.4. Configuring widgets ......................................................................................... 95
9.2.5. Removing widgets ........................................................................................... 96
9.3. Working with the Zarafa "Today" application ................................................................. 96
9.3.1. Adding widgets to the Zarafa "Today" application ............................................... 96
9.3.2. Minimizing widgets in the Zarafa "Today" application .......................................... 96
9.3.3. Configuring widgets in the Zarafa "Today" application ......................................... 96
9.3.4. Removing widgets from the Zarafa "Today" application ....................................... 96
10. Settings 97
10.1. Settings Overview ..................................................................................................... 97
10.2. Changing Settings .................................................................................................... 97
10.2.1. Settings: General ........................................................................................... 98
10.2.2. Settings: Mail ................................................................................................. 98
10.2.3. Settings: Out of Office .................................................................................. 100
10.2.4. Settings: Mail filters ...................................................................................... 101
10.2.5. Settings: Calendar ........................................................................................ 102
10.2.6. Settings: Delegates ...................................................................................... 104
10.2.7. Settings: Advanced ...................................................................................... 104
11. Providing feedback to Zarafa about WebApp 105
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viii
Chapter 1.
Introduction
The Zarafa Collaboration Platform (ZCP) combines the usability of Microsoft Outlook and Exchange
with the stability and flexibility of a Linux server. It features a rich web-interface, the Zarafa WebApp,
and provides brilliant integration options with all sorts of clients including all most popular mobile
platforms. Most components of ZCP are open source, licensed under the AGPLv3, and can therefore
be downloaded freely with Zarafa Community Edition.
Several closed source components exist, most notably:
• the Zarafa Windows Client providing Outlook integration,
• the Zarafa BES Integration providing Blackberry Enterprise Server connectivity,
• the Zarafa ADS Plugin providing Active Directory integration, and
• the Zarafa Backup Tools.
These components, together with several advanced features for large setups and hosters, are only
available in combination with a support agreement as part of ZCP’s Commercial Editions.
Alternatively there is a wide selection of hosted ZCP offerings available.
This document, the WebApp User Manual, describes how to use the Zarafa WebApp from a user’s
view point.
1.1. Scope of this document

This manual is intended for users of the Zarafa WebApp.
If you are looking for manuals on using ZCP with:
• Microsoft Outlook and the Zarafa Windows Client,
• the Zarafa WebAccess, our legacy open source web-based groupware solution, and
• various mobile platforms like: BlackBerry, Google Android, Windows Mobile and Apple iPhone,
please refer to their respective manuals.
1
2
Chapter 2.
Basics
In this manual we describe how to use Zarafa WebApp, the next generation web-based interface of
the Zarafa Collaboration Platform (ZCP).
2.1. What is Zarafa WebApp?

In short, Zarafa WebApp is a set of collaboration applications which you can access through your web
browser.
Aimed at (but not limited to!) corporate users, Zarafa WebApp has all the major features that users of
i.e. Microsoft Outlook use on a daily basis, such as email, calendars, contacts, notes and tasks.
Next to these basic features, Zarafa WebApp also offers advanced collaboration features such as
instant messaging, presence and integration with telephony (VoIP) and web meeting solutions, social
media integration and many more.
Because Zarafa WebApp is an open platform, it is very easy for developers to create new features
and integrations for Zarafa WebApp. More and more of these features and integrations are being
developed every day.
Zarafa’s aim is to let WebApp not just match, but also grow more and more beyond Outlook with every
new release.
2.1.1. Differences with WebAccess

If you have previously used the Zarafa WebAccess, you will find many similarities with Zarafa
WebApp, even though WebApp has been completely built from scratch.
The main differences with WebAccess are:
• Many items which were located at the bottom in WebAccess are now located at the top in WebApp
• Frequently used functions (follow up actions) are now grouped together
• Better integrated settings
• Columns are now highly customizable
• Improved speed
• Images in email can be blocked
• Drag and drop now also works with subfolders
• Enhanced calendars - you can have multiple calendars side-by-side or on top of each other
• Widgets can be used to enrich the WebApp experience
• Integrated Presence and Chat (has to be configured and enabled by your Zarafa system
administrator)
Of course there are many more changes and improvements and we encourage you to explore all of
them! We also welcome your feedback, both to WebApp as well as this manual itself. See Chapter 11,
Providing feedback to Zarafa about WebApp for more information.
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Chapter 2. Basics
2.2. WebApp Requirements

In order to use Zarafa WebApp, you will need a recent version of one of the following browsers:
• Mozilla Firefox (version 5 or higher, preferred)
• Apple Safari (version 5.1 or 6)
• Microsoft Internet Explorer (version 9)
Note
While other browsers or other versions of the browsers mentioned above might be used as well,
Zarafa cannot guarantee they will work with WebApp nor provide support when you run into
issues.
2.3. Logging in
To log in to Zarafa WebApp, first point your browser to the URL supplied by your Zarafa system
administrator. By default this URL will look like:
https://YOUR_DOMAIN_NAME/webapp/
So for example, if your organization has the domain name www.example.com, the WebApp URL
would be:
https://example.com/webapp/
Note
If https:// does not work, you might want to try using http:// instead. However, please
be aware that all communication with WebApp will not be secure in that case and could be
monitored by third parties, including your login name and password. Zarafa always recommends
using https://. Your Zarafa system administrator will have to configure this on the server.
When you have entered in the correct URL in your browser, the Zarafa WebApp login screen will
appear, as shown in Figure 2.1, “The Zarafa WebApp login screen”.
4
Logging out
Figure 2.1. The Zarafa WebApp login screen
Your Zarafa system administrator will have provided you with login credentials, which by default
consist of:
1. A login name, which can be either your user name or your full email address
2. A password
Please fill in your login name in the upper field and your password in the lower field. As a security
measure, when you enter your password, the characters will be displayed as dots.
Click Logon to log in to Zarafa WebApp.
Note
Zarafa WebApp is available in several languages which can be set from the Settings screen after
logging in. Please refer to Chapter 10, Settings for more information.
2.4. Logging out

To log out of WebApp, click the Logout link in the upper right corner of the Shortcut Bar. WebApp will
log you out and return to the login screen as shown in Figure 2.1, “The Zarafa WebApp login screen”.
Warning
If you are using WebApp from a public or shared computer (i.e. an internet café, public library
etc.), do not forget to log out, otherwise somebody else might be able to access your account!
2.5. WebApp Overview

Currently Zarafa WebApp supports the most used features of Microsoft Outlook in a fairly
comprehensive way. Additional features will be implemented regularly.
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Chapter 2. Basics
WebApp offers a number of integrated applications, which are:
• Mail
• Calendar
• Contacts
• Tasks
• Notes
• Zarafa "Today"
All applications use the same interface style and elements, so you will quickly find your way around in
each of them. Each application will be covered by this manual in it’s own chapter.
After logging in, you will be presented with the Mail application by default. In the next section we will
illustrate the basics of WebApp, using the Mail application as an example. More specific information on
the Mail application can be found in Chapter 3, The Mail application.
Each application in WebApp can be divided into several main areas, as illustrated in Figure 2.2, “The
main areas of WebApp”.
Figure 2.2. The main areas of WebApp
The main areas in WebApp are:
1. Shortcut Bar (Section 2.5.1, “Shortcut Bar (1)”)
2. Main Toolbar (Section 2.5.2, “Main Toolbar (2)”)
3. Folder Navigation Pane (Section 2.5.3, “Folder Navigation Pane (3)”)
4. Main Window (Section 2.5.4, “Main Window (4)”)
5. Widget Pane (Section 2.5.5, “Widget Pane (5)”)
6
Shortcut Bar (1)
2.5.1. Shortcut Bar (1)
Figure 2.3. The Shortcut Bar
As it’s name implies, the Shortcut Bar contains shortcuts; shortcuts to the various applications are
located on the left while the Settings screen, Feedback and Logout are on the right side of the
Shortcut Bar.
The Shortcut Bar also shows as which user you are currently logged in to WebApp.
The currently active application is highlighted in the Shortcut Bar for your convenience.
2.5.2. Main Toolbar (2)
Figure 2.4. The Main Toolbar
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Chapter 2. Basics
The Main Toolbar contains buttons with the most important functions for each application.
Some of the buttons have a drop-down option on the left side of the button, which allows you to quickly
access additional items.
The buttons which are available in every application (and which work identical in each of them) are
described in the next sections.
Application-specific buttons are described in their respective chapters.
2.5.2.1. New button
Figure 2.5. The New button

The New button allows you to create a new email, appointment, contact, task or note.
What will be created when you click the button, depends on the active application. For example in the
Mail application, the New button will create a new email, while in the Calendar application, it will create
a new appointment. In the Contacts application, it will create a new contact, etc.
The drop-down option on the right side of the New button (see Figure 2.6, “The drop-down menu of
the New button”) allows you to quickly create other items without having to switch applications.
Figure 2.6. The drop-down menu of the New button
8
Main Toolbar (2)
2.5.2.2. Address Book button
Figure 2.7. The Address Book button

The Address Book button allows you to access address lists such as the Global Address Book and
your personal contacts from any application in WebApp.
This allows you to quickly look up the details of a coworker or one of your contacts.
For more information on address lists and contacts, please refer to Chapter 5, The Contacts
application.
2.5.2.3. Refresh button
Figure 2.8. The Refresh button

The Refresh button forces WebApp to check for changes and new data on the Zarafa server (i.e. new
emails, changes in calendars etc.). I a sense, you can compare it to the Send/Receive button that
many email applications have.
WebApp will automatically check for changes when you interact with it (i.e. each time you click on a
folder or switch between applications). When you are not interacting with WebApp, it will automatically
check for new email every 5 minutes and every minute for new reminders.
The Refresh button can be useful for situations like these:
• if you want to make absolutely sure you are looking at the latest data.
• when you are working with shared resources (a shared email box, shared calendars etc.)
• if you are impatiently waiting for that important email you know has been sent to you
2.5.2.4. Print button
Figure 2.9. The Print button

The Print button allows you to print single items and/or overviews of multiple items in WebApp,
depending on the application you are printing from.
This means that the Print button will behave differently in each application.
As such, if you want to print for example an overview of your calendar, you will have to navigate to
the appropriate application (in this case Calendar) first. You cannot print, for example, emails from the
Calendar application or a task list from the Mail application.
At the time of writing, printing functionality has been implemented for the following applications:
• Mail (Section 3.1.1.4, “Mail: Print button”)
• Calendar (Section 4.1.1.4, “Calendar: Print button”)
• Contacts (Section 5.1.1.4, “Contacts: Print button”)
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Chapter 2. Basics
• Tasks (Section 6.1.1.4, “Tasks: Print button”)
Please refer to their respective chapters for more information.
2.5.2.5. Switch View button
Figure 2.10. The Switch View button
The Switch View button enables you change how information is displayed in the Main Window.
When you click the button, a drop-down menu will appear which allows you to choose between several
different views, depending on the application.
This means that the Switch View button will behave differently in each application.
The Switch View button is available in the following applications:
• Mail (Section 3.1.1.5, “Mail: Switch View button”)
• Contacts (Section 5.1.1.5, “Contacts: Switch View button”)
• Tasks (Section 6.1.1.5, “Tasks: Switch View button”)
• Notes (Section 7.1.1.4, “Notes: Switch View button”)
Please refer to their respective chapters for more information.
The Calendar application also allows you to switch between views, but here the different views have
been spread out over several buttons. See Section 4.1.1.5, “Calendar: Switch View buttons” for more
information.
2.5.3. Folder Navigation Pane (3)
Figure 2.11. The Folder Navigation Pane
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Folder Navigation Pane (3)
As its name implies, the Folder Navigation Pane is where you can navigate through (but also edit) all
folders to which you have access. This can be:
• Your own folders
• Shared folders to which you have access
• Public folders
A folder can contain either emails, calendar items, contacts, tasks or notes and subfolders.
Each application will by default only show those folders which are relevant to that application. For
example, the Mail application will by default only show folders which contain email(s), while the
Calendar application will only show calendars.
The only exception is the Zarafa "Today" application, which always shows all folders.
Note
To show other folders as well, enable Show all folders near the top of the Folder Navigation Pane.
Next to navigating through folders, if you have enough privileges you can also:
• Create new folders
• Edit existing folders (copy, move, rename, change properties etc.)
• Delete folders
Please refer to Section 2.6, “Working with folders” for more general information on how you can
manage folders in Zarafa WebApp.
For application-specific info on the Folder Navigation Pane, please refer to the following sections:
• Mail (Section 3.1.2, “Mail: Folder Navigation Pane (3)”)
• Calendar (Section 4.1.2, “Calendar: Folder Navigation Pane (3)”)
• Contacts (Section 5.1.2, “Contacts: Folder Navigation Pane (3)”)
• Tasks (Section 6.1.2, “Tasks: Folder Navigation Pane (3)”)
• Notes (Section 7.1.2, “Notes: Folder Navigation Pane (3)”)
2.5.3.1. Hiding / showing the Folder Navigation Pane

The Folder Navigation Pane is shown by default in all applications.
To make more room for the Main Window, you can hide the Folder Navigation Pane by clicking the
double arrow button at the top of the Folder Navigation Pane.
Once it’s hidden, you can restore the Folder Navigation Pane by clicking the double arrow button
again.
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Chapter 2. Basics
Note
In the Settings screen, the Folder Navigation Pane is hidden by default.
2.5.4. Main Window (4)
Figure 2.12. The Main Window
The Main Window is where each application shows it’s main purpose. A few elements exist in the Main
Window of every application:
• Tabs (see Section 2.5.4.1, “Tabs”)
• Page navigation controls (see Section 2.5.4.2, “Page navigation controls”)
• Copy / delete buttons (see Section 2.5.4.3, “Copy/move, delete buttons”)
• The Search Bar (see Section 2.9, “Using Search”)
For application-specific info on the Main Window, please refer to the following sections:
• Mail (Section 3.1.3, “Mail: Main Window (4)”)
• Calendar (Section 4.1.3, “Calendar: Main Window (4)”)
• Contacts (Section 5.1.3, “Contacts: Main Window (4)”)
• Tasks (Section 6.1.3, “Tasks: Main Window (4)”)
• Notes (Section 7.1.3, “Notes: Main Window (4)”)
2.5.4.1. Tabs
On top of the Main Window you can use tabs. The first tab is always the currently selected application.
12
Main Window (4)
A plus button resides on the right side of the tab. Clicking it will create a new item in it’s own tab.
Which item is created depends on the currently selected application; clicking the plus button in the
Mail application creates a new email, in the Calendar application it creates a new appointment, in
Contacts a new contact, etc.
You can also use the New button to create a new item. This works generally the same way, but
also allows you to create different items without having to switch applications. Please refer to
Section 2.5.2.1, “New button” for more information.
Note that while the first tab changes when you switch between applications, the other tabs remain; this
allows you to quickly switch between i.e. typing an email and creating a new meeting, without the need
to hussle with several seperate windows.
2.5.4.2. Page navigation controls

When you have more than 50 items (emails, contacts, tasks etc.) in a single folder, WebApp
automatically divides the list into pages. You can use the page navigation controls to navigate between
the pages:
Figure 2.13. Page navigation controls

From left to right, you can:
• Jump to the first page
• Go to the previous page
• Input the page number you wish to jump to (press the Enter key on your keyboard after typing the
number)
• Go to the next page
• Jump to the last page.
2.5.4.3. Copy/move, delete buttons
Figure 2.14. The copy and delete buttons on top of the Message Pane
You can use these buttons to quickly copy/move or delete the selected item(s). For more information
on managing items of each application, please refer to their respective chapters:
• Mail - Section 3.2.2, “Managing email”
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Chapter 2. Basics
• Calendar - Section 4.2.4, “Editing an appointment”
• Contacts - Section 5.2.3, “Managing Contacts”
• Tasks - Section 6.2.2, “Managing Tasks”
• Notes - Section 7.2.2, “Managing Notes”
2.5.5. Widget Pane (5)
Figure 2.15. The Widget Pane, collapsed
The Widget Pane is where you can add widgets to Zarafa WebApp. Please refer to Chapter 9, Using
Widgets and Plugins in WebApp for more information on widgets and the Widget Pane.
2.6. Working with folders
2.6.1. Folders in general

Each application in WebApp uses folders to store it’s data. Emails are in mail folders, calendar items in
calendar folders, contacts in contact folders and so on.
While an email folder is a concept that most people will understand immediately, the concept of having
calendar items in a folder can be a bit harder to grasp. Actually, each calendar folder in WebApp (and
in Zarafa in general) is in fact a calendar by itself. So when you create a new calendar folder, you are
really creating a new calendar. Calendar items in a calendar folder as such are appointments and
meetings on this calendar.
2.6.2. Creating new folders

To create a new folder, either:
• Click on the drop-down option on the right side of the New button and select Folder from the drop-
down menu, or
14
Deleting, Copying, Moving and Renaming folders
• Use the right mouse button on the position where you want to create the new folder and select New
Folder from the menu that appears.
A popup window will appear as shown in Figure 2.16, “Creating a new folder”.
Figure 2.16. Creating a new folder
• Enter the name of the new folder in the Name: field.
• You can specify the folder type below Folder contains:. WebApp will by default select the type of the
application you are creating the folder from.
• Next you can specify where the folder should be created below Select where to place the folder:. If
you used the right mouse button to create the folder, the location will be set at the point where you
clicked.
• Click Ok to create the folder.
2.6.3. Deleting, Copying, Moving and Renaming folders

When you click on a folder with the right mouse button, the right mouse button menu will appear as
shown in Figure 2.17, “Right mouse button menu of a folder”.
15
Chapter 2. Basics
Figure 2.17. Right mouse button menu of a folder
From there, you can choose to Copy/Move, Rename or Delete the folder.
Alternatively, you can also simply drag-and-drop folders to move them.
Note
It is not possible to delete, move, or rename default folders (like Inbox, Drafts and Deleted Items).
The right mouse button menu will therefor not show these options when used on these folders.
2.6.4. Sharing folders with coworkers

To share a folder with one or several of your coworkers:
1. Right-click on the folder you want to share.
The right mouse button menu will now appear as shown in Figure 2.17, “Right mouse button menu
of a folder”.
2. Choose Properties.
3. Select the Permissions tab as shown in Figure 2.18, “Folder Permissions”.
16
Sharing folders with coworkers
Figure 2.18. Folder Permissions
4. Click on the Add button under the Permissions tab.
The Address Book will pop up, allowing you to select the person (or group) you want to share the
folder with.
5. Once selected, click Ok. The person (or group) will then be added to the permissions list.
Note
As Zarafa does not grant any permissions by default, simply adding a person or group to the
permissions list is not enough. You will need to specify what permissions each person or group
will have. This is described in the next section.
Click Ok to save and close the permissions window.
2.6.4.1. Changing folder sharing permissions

• Follow steps 1-3 from Section 2.6.4, “Sharing folders with coworkers”.
• Click on the person or group whose permission needs to be changed.
• Now the permissions can be manually set in the bottom part of the permissions window, or one of
the preset profiles can be selected from the Profile drop-down menu.
• Click Ok to save and close the permissions window.
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Chapter 2. Basics
2.6.4.2. Stop sharing a folder

• Follow steps 1-3 from Section 2.6.4, “Sharing folders with coworkers”.
• Click on the person or group who needs to be removed from the list.
• Click the Remove button.
• Repeat this for any other persons or groups you want to stop sharing the folder with
• Click Ok to save and close the permissions window.
2.6.5. Opening shared folders

Next to sharing your folders with coworkers, WebApp also allows you to access folders shared by your
coworkers.
To open a shared folder:
1. Click the Open shared [name]… link (see note below) at the bottom of the Folder Navigation Pane.
A popup window will appear as shown in Figure 2.19, “Open Shared Folder”.
Figure 2.19. Open Shared Folder
Note
If you have many folders, you might need to scroll down to the bottom of the Folder
Navigation Pane to see the link. The exact name of the link is different for each application.
2. Click the Name: button to open the Address Book
3. Select the person who’s shared folder(s) you want to open
4. Click OK
5. From the drop-down menu next to Folder type:, select which folder you want to open.
By default, WebApp will select the folder that matches the application. So if you open shared
folders from the Mail application, the default folder will be Inbox, from the Calendar application it
will be Calendar, etc.
18
Opening shared folders
To open all available folders at once, select Entire Inbox.
6. If you also want to see any subfolders of the shared folder(s) you are about to open, select Show
subfolders.
7. Click OK.
The shared folder will now be added to the Folder Navigation Pane.
Note
The opened folders are stored in your WebApp profile, so the next time you log in to the WebApp
the opened folders will be still be available.
If you get a popup saying "You have insufficient privileges to open this folder.", please contact the
owner of the folder and ask him / her to grant you access as described in Section 2.6.4, “Sharing
folders with coworkers”.
2.6.5.1. Closing / removing shared folders

To remove a shared folder from the view, right-click on the folder you want to remove and choose
Close store.
Note
If you do not see the Close store option in the right-click menu, you probably opened the entire
shared store (Entire Inbox). In that case, it can only be closed from the Mail application.
Note
Removing a shared folder from the view will not delete it.
19
Chapter 2. Basics
2.7. Changing the column layout
Figure 2.20. Context menu form a mail view column
In Zarafa WebApp, each application has a default layout. For example, in the Mail application this
is: a list of messages with a From and a Received column. However, like in Outlook, it is possible to
change the layout by adding or removing columns. To do so, hover your mouse over any of the column
headers (for example the From header) and click on the drop-down arrow that appears on the right
side of the column header. Now select the Columns option from the drop-down menu. A sub menu that
looks like Figure 2.21, “Field Chooser” will appear.
20
Public Folders
Figure 2.21. Field Chooser
You can now select additional columns or deselect columns that you want to hide.
Additionally, it is possible to sort the email list by selecting a specific column. By default email is sorted
by the Received date column.
2.8. Public Folders

Public Folders are, as the name implies, folders which are publicly available within your organization.
This means everyone can access them, making it very suitable as a place where information is stored
which is typically used by the entire organization.
Zarafa WebApp has full support for Public Folders. You can access them from the Folder Navigation
Pane, where you can manage them just as any other folder.
2.9. Using Search

Just below the top of the Main Window resides the Search Bar. You can use the Search Bar to search
for specific items in any application. Just type one or more words in the input field and then click the
search button (magnifying glass) as shown in Figure 2.23, “The Search button and Search Result”.
2.9.1. Expanded Search (Mail only)

To specify your search, click the 'arrow' button on the right side. The Search Bar will then be expanded
(see: Figure 2.22, “Searching Options”). To restore the Search Bar to its previous state, click the
'arrow' button again.
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Chapter 2. Basics
Figure 2.22. Searching Options
The expanded Search Bar allows you to enter a search query and choose where to search. For
example if you remember just a part of a message’s subject you can select Subject from the pull down
menu next to Search in:. Once you have filled in one or more word to search for, you can also specify
if you want WebApp to search in subfolders as well, by enabling subfolders.
To start the search, click the Search button (magnifying glass), or press Enter on the keyboard. As
shown in Figure 2.23, “The Search button and Search Result”, the email list is updated with the results
of the search query.
Figure 2.23. The Search button and Search Result
When you have finished searching, click the Clear button (X icon) to return to the normal list view.
22
Expanded Search (Mail only)
Note
Archiving functionality is provided by Zarafa Archiver, a product that is offered separately from
ZCP.
23
24
Chapter 3.
The Mail application

3.1. Mail Overview
Figure 3.1. The main areas of the Mail application
The Mail application contains the following elements, of which some are used in all other applications
as well:
1. The Shortcut Bar (Section 2.5.1, “Shortcut Bar (1)”)
2. The Main Toolbar (Section 3.1.1, “Mail: Main Toolbar (2)”)
3. The Folder Navigation Pane. (Section 3.1.2, “Mail: Folder Navigation Pane (3)”)
4. The Main Window (Section 3.1.3, “Mail: Main Window (4)”)
5. The Widget Pane (Section 2.5.5, “Widget Pane (5)”)
25
Chapter 3. The Mail application
3.1.1. Mail: Main Toolbar (2)
Figure 3.2. The Main Toolbar in the Mail application
The Main Toolbar contains buttons with the most important functions.
The buttons which are available in the Mail application are described in the next sections.
3.1.1.1. Mail: New button
The New button allows you to create a new email.
The drop-down option on the right side of the New button (see Figure 3.4, “The drop-down menu
of the New button”) allows you to quickly create other items without having to switch to switch
applications.
26
Mail: Main Toolbar (2)
Figure 3.4. The drop-down menu of the New button
3.1.1.2. Mail: Address Book button

The Address Book button allows you to access address lists such as the Global Address Book and
your personal contacts.
This allows you to quickly look up the details of a coworker or one of your contacts.
You can also quickly send an email to a coworker or contact by clicking on the contact with the right
mouse button and selecting Send E-mail from the menu that appears.
For more information on address lists and contacts, please refer to Chapter 5, The Contacts
application.
3.1.1.3. Mail: Refresh button
27
The Refresh button allows you to force WebApp to check for any changes on the server, which in the
Mail application means that WebApp will check for new email(s).
Please refer to Section 2.5.2.3, “Refresh button” for more information.
3.1.1.4. Mail: Print button
The Print button allows you to print the currently selected message in the Message Pane.
For more information on printing emails, please refer to Section 3.2.5, “Printing emails”.
3.1.1.5. Mail: Switch View button
Figure 3.8. The Switch View button in the Mail application
The Switch View button allows you to specify if, and if so, where, the Preview Pane (see
Section 3.1.3.2, “Mail: Preview Pane (2)”) is displayed in the Main Window.
When you click the button, a drop-down menu will appear which allows you to choose between these
different views:
• No preview
• Right preview (default)
• Bottom preview
Note
If you have a small screen, selecting No preview might give you a better overview of your
incoming email. You can then double click on an email to read it in a new tab.
3.1.2. Mail: Folder Navigation Pane (3)

This pane shows all your email folders and allows you to manage them.
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Mail: Folder Navigation Pane (3)
Figure 3.9. The Folder Navigation Pane
As its name implies, the Folder Navigation Pane is where you can navigate through all folders to which
you have access. This can be:
• Your own folders
• Shared folders to which you have access
• Public folders
By default, the Mail application will show only folders which contain email.
Note
To show other folders as well, enable Show all folders near the top of the Folder Navigation Pane.
Next to navigating through folders, you can also manage folders through the Folder Navigation Pane.
Please refer to Section 3.2.4, “Managing email folders” for more information.
Note
Some functionality is only available in the context menu that appears when right clicking on the
folder items.
3.1.2.1. Mail: Hiding / showing the Folder Navigation Pane

Please see Section 2.5.3.1, “Hiding / showing the Folder Navigation Pane”.
29
3.1.3. Mail: Main Window (4)
Figure 3.10. The Main Window in the Mail application
As indicated in Figure 3.11, “The Message Pane and the Preview Pane”, the Mail application’s Main
Window consists of a Message Pane (1) and a Preview Pane (2).
Figure 3.11. The Message Pane and the Preview Pane
3.1.3.1. Mail: Message Pane (1)

In the Message Pane all emails in a specific folder are shown as a list. By default, it will show your
Inbox. If you navigate to another email folder using the Folder Navigation Pane, it’s contents will be
shown in the Message Pane.
Just above the Message Pane, the tab controls reside. Please refer to Section 2.5.4.1, “Tabs” for more
information on tabs in WebApp.
The top side of the Message Pane contains:
30
Mail: Main Window (4)
The rest of the Message Pane is reserved for the list of emails. The list is divided into several columns.
You can click any column to sort the list on that column ascending (the column will display a small up
arrow) or descending (the column will display a small down arrow), which is the default.
If you wish to add or remove columns, this is also possible. Please refer to Section 2.7, “Changing the
column layout” for more information.
3.1.3.2. Mail: Preview Pane (2)

The Preview Pane shows the content of the email which you have selected in the Message Pane.
The top side of the Preview Pane is a toolbar which contains a collection of frequently used buttons.
Figure 3.12. The toolbar on top of the Preview Pane
From left to right, they are:
• Reply (will create a reply in a new tab in response to the sender of the selected email)
• Reply All (will create a reply in a new tab in response to both the sender and all of the recipients of
the selected email)
• Forward (will create a mail in a new tab with the quoted contents of the selected email)
• Copy/Move (please refer to Section 3.2.2, “Managing email”)
• Delete (please refer to Section 3.2.2, “Managing email”)
• Setup Spreed Meeting (will create a new Spreed Web Meeting with the sender, recipients and
attachment(s) of the selected email)
Note
The Setup Spreed Meeting button is only available when your Zarafa system administrator has
enabled the Spreed Web Meeting plugin. Explaining the Spreed functionality is beyond the scope
of this manual.
Below the toolbar, the Preview Pane shows the subject, sender, receive date/time and the recipients of
the selected email. Finally, the content of the email itself is displayed.
If the size of the Preview Pane is too small for you to read the email properly, WebApp offers a number
of workarounds. For example, you can:
• Use the horizontal and vertical sliders on the bottom and right side of the Preview Pane to scroll
through the email
31
• Resize the Preview Pane by dragging the border between the Message Pane and the Preview Pane
• Double-click the email in the the Message Pane so it opens in a separate tab
• Hide either the Widget Pane or the Folder Navigation Pane, or both.
3.2. Working with Mail
3.2.1. Composing a new email

You can create a new email by following these steps:
1. Click the New button in the upper left corner. This will open a new email tab as shown in
Figure 3.13, “Composing a new email”.
Figure 3.13. Composing a new email
2. Attachments can be added to the email by selecting the Attachment button or the Paperclip icon.
3. You can save the email by clicking the Save button (Floppy disk icon). When you save an email, it
is stored in the Drafts folder.
4. To set a flag that marks the email as important or high priority, click on the exclamation mark (!)
icon or the cog symbol.
5. To add a recipient, either add their email address in the TO, CC, or BCC field manually, or select a
person from the Address Book. To access the Address Book, click on the TO, CC or BCC button.
6. To show the BCC field clock on the recipients field top button.
7. The internal users are shown by default (unless otherwise selected in Settings) in the Address
Book (see: Figure 3.14, “Address Book”). By using the Show names from the: drop-down menu,
it is possible to view contacts from either a personal contacts folders or a Public contact folder.
Alternatively, it is possible to search a folder using the search field positioned in the top left of the
window.
Figure 3.14. Address Book
32
Managing email
3.2.1.1. Using automatic email address suggestion

When typing an email address or contact information in the TO, CC or BCC fields the WebApp
automatically suggests names (a feature often known as auto complete). The suggestions are listed
below the input field (see: Figure 3.15, “Automatic Suggestions”) and a suggestion can be selected by
both mouse or keyboard. The suggestions are based on email addresses and contact information that
have been used before.
Figure 3.15. Automatic Suggestions
3.2.1.2. Adding attachments to an email

You can attach files to your message by clicking the Attachments button in the Create E-Mail screen. A
window will open, which allows files to be uploaded.
3.2.1.3. Saving an email to drafts

Saving an email is possible by clicking the Save (a floppy disk) icon. After saving the email, it is stored
in the Drafts folder.
3.2.2. Managing email

The following screenshot (Figure 3.16, “Context menu from a mail message”) shows the context menu
that shows up when clicking with the right mouse button on an email. Through this menu most copy,
move and delete operations are performed. It also is possible to download a message as a file.
33
Figure 3.16. Context menu from a mail message
3.2.2.1. Deleting email

There are several ways to delete email. They are:
• With the delete button on the keyboard
• With the Delete option in the right mouse button menu (as shown in Figure 3.16, “Context menu
from a mail message”)
• With the garbage bin buttons located in the upper right corners of the Message Pane and the
Preview Pane and in the top bar when you have opened an email in a separate tab.
3.2.2.2. Moving email

To move a single items it is most convenient to simply drag the item to its new location. Place the
mouse cursor over the item to be moved, click and hold the left mouse button. Continue to hold the
button down while moving the mouse cursor until it is over the folder the message needs to be placed.
Figure 3.17. Moving Email
Notice that the folder names under the mouse cursor are highlighted while moving. This highlighting
marks the folder where the message will be placed when releasing the button.
To move multiple items, first select all the items (only items that are currently visible can be moved). To
select a range of items click on the first item and then press and hold the shift button on the keyboard.
Before releasing the shift button, use the mouse to click on the last item in the range that needs to be
moved. All items between the two items clicked on will become highlighted.
With items that are not consecutive, hold down the control (Ctrl) button on the keyboard while clicking
on each item. To drag and drop these items, release the control button, place the mouse cursor on one
of the selected messages, drag them into the designated folder.
34
Downloading Attachments from an email
Items can also be moved by clicking on the copy/move button as displayed in Figure 3.18, “Copy/
Move Button”.
3.2.2.3. Copying email

To copy an item, the drag-and-drop feature can not be used as it does not duplicate items. Instead
use the copy/move button as shown in Figure 3.18, “Copy/Move Button”. See the section above about
moving multiple items for an explanation concerning how to select multiple items.
Figure 3.18. Copy/Move Button
3.2.3. Downloading Attachments from an email

Attachments can be downloaded one by one, by right-clicking the attachment and selecting Save
target as.
3.2.4. Managing email folders

Creating, moving, renaming, copying or deleting (sub) folders is accomplished with the right mouse
button in the Folder Navigation Pane. This pops-up a context menu as shown in Figure 3.19, “The
context menu of a folder”.
35
Figure 3.19. The context menu of a folder
It is not possible to delete, move, or rename default folders (like Inbox, Drafts and Deleted Items).
3.2.4.1. Empty deleted email items folder

The Deleted Items folder can be emptied by using the right mouse button, and selecting option Empty
folder from the context menu. This option is only available from the context menu (accessed with the
right mouse button) of the Deleted Items folder and the Junk Email folder.
3.2.4.2. Marking all messages in a folder as read

Marking all messages in a folder as “read” is accomplished by the right mouse button menu option
Mark All Messages Read. Please note that when this option is selected, no read receipts will be sent
when requested by a sender, even if that option is selected in the settings.
3.2.4.3. Using mail Folder Properties

The right mouse button menu option Properties shows additional information about a folder (like the
storage size and the amount of items in the folder). For more details about the storage size, use the
button Folder size…. Here a list containing all subfolders in the folder including their individual storage
sizes can be seen.
3.2.5. Printing emails

To print an email:
1. In the Message Pane of the Mail application, select the email you want to print (in most cases you
will probably have done this already). Alternatively, double-click the email to open it in it’s own tab.
2. Click the Print button in the Main Toolbar.
As a quick alternative, you can also right-click on any email and choose Print from the menu that pops
up.
A new browser tab will appear with a preview of the print. At the same time, the printing dialog will
show up, allowing you to select the right printer (if you have more than one) and specify printing
options.
36
Sharing mail folders with coworkers
Note
Since these options are unique to your environment, describing them is beyond the scope of this
manual. Please refer to the documentation of your printer for more information on specific printing
options.
Click OK or Print (depening on your environment) to print the email.
3.2.6. Sharing mail folders with coworkers

Just like in Outlook, WebApp enables users to set permissions on their folders. Since the procedure
to share folders is virtually identical in all applications, it has been described in detail in Chapter 2,
Basics. Please refer to Section 2.6.4, “Sharing folders with coworkers” for more information.
3.2.6.1. Changing email folder sharing permissions

See Section 2.6.4.1, “Changing folder sharing permissions”.
3.2.6.2. Stop sharing an email folder

See Section 2.6.4.2, “Stop sharing a folder”.
3.2.7. Opening shared email folders

See Section 2.6.5, “Opening shared folders”.
3.2.7.1. Closing / removing shared email folders

See Section 2.6.5.1, “Closing / removing shared folders”.
37
38
Chapter 4.
The Calendar application

4.1. Calendar Overview
Figure 4.1. The main areas of the Calendar application
The Calendar application contains the following elements, of which some are used in all other
applications as well:
2. The Main Toolbar (Section 4.1.1, “Calendar: Main Toolbar (2)”)
3. The Folder Navigation Pane. (Section 4.1.2, “Calendar: Folder Navigation Pane (3)”)
4. The Main Window (Section 4.1.3, “Calendar: Main Window (4)”)
39
Chapter 4. The Calendar application
4.1.1. Calendar: Main Toolbar (2)
Figure 4.2. The Main Toolbar in the Calendar application
The buttons which are available in the Calendar application are described in the next sections.
4.1.1.1. Calendar: New button
See Section 2.5.2.1, “New button”. The default action of the New button in the Calendar application is
to create a new appointment.
4.1.1.2. Calendar: Address Book button
See Section 2.5.2.2, “Address Book button”.
4.1.1.3. Calendar: Refresh button
40
Calendar: Folder Navigation Pane (3)
See Section 2.5.2.3, “Refresh button”.
4.1.1.4. Calendar: Print button
The Print button allows you to print:
• Single Calendar items (a single appointment or meeting)
• Overviews of a certain time period (i.e. 5 days or 7 days)
For more information on printing with the Calendar application, please refer to Section 4.2.7, “Printing
Calendar items”.
4.1.1.5. Calendar: Switch View buttons
Figure 4.7. The Switch View buttons in the Calendar application
The Zarafa WebApp calendar has five different views:
• Day view
• Workweek view
• Week view
• Month view
• List view
Views can be switched via the different view buttons in the Main Toolbar.
The date picker is used to move the view to another day/week/month, which is at the top left of the
screen when the calendar is opened.
You can quickly return to the current date by using the Today button on the right side of the Main
Toolbar, as shown below.
Figure 4.8. The Today button in the Calendar application
4.1.2. Calendar: Folder Navigation Pane (3)

This pane contains the date picker, shows all calendars (calendar folders) to which you have access
and allows you to manage them.
41
Figure 4.9. The Folder Navigation Pane in the Calendar application
Since the Folder Navigation Pane works virtually identical in all applications, it has been described
in detail in Chapter 2, Basics. Please refer to Section 2.5.3, “Folder Navigation Pane (3)” for more
information.
4.1.3. Calendar: Main Window (4)
Figure 4.10. The Main Window in the Calendar application, single calendar, Workweek view
The Main Window of the Calendar application contains the following items:
• Page navigation controls (see Section 4.1.3.1, “Calendar: Page navigation controls”)
42
Working with Calendars
The rest of the Main Window is reserved for the calendar itself. By default, it shows your own calendar
in the Workweek view.
Four additional views are available via the Switch View buttons in the Main Toolbar (see
Section 4.1.1.5, “Calendar: Switch View buttons”).
The main feature that sets WebApp apart from many other products (including it’s predecessor
WebAccess) is the ability to have multiple calendars in a single view, either by putting them side-
by-side or stacked transparently on top of each other. See Section 4.2.6, “Working with multiple
calendars” for more information.
4.1.3.1. Calendar: Page navigation controls

The Main Window of the Calendar application shows either a single day, one workweek, one week,
one month or a list of items, depending on the chosen view.
You can navigate to the previous or next day, workweek, week, month or page of items by using the
Page navigation controls:
Figure 4.11. Page navigation controls in the Calendar application
4.2. Working with Calendars
4.2.1. Appointment vs. Meeting

Since you can create both appointments and meetings in WebApp, it is important you know how
WebApp distinguishes between the two.
An appointment is an item in your calendar which is only applicable to you. No other participants are
invited.
A meeting is an item in your calendar which has more than one participant. As soon as you invite
a coworker and/or schedule a resource with any appointment, it automatically becomes a meeting.
When you create or edit a meeting in WebApp, there will be extra controls and buttons to handle i.e.
invitations.
4.2.2. Creating an appointment

WebApp offers several ways to create an appointment, allowing you to work the way you want. You
can create an appointment by:
43
• Using the New button - Section 4.2.2.1, “Using the New button”
• Using the "+" button - Section 4.2.2.2, “Using the "+" button”
• Double-clicking in the calendar - Section 4.2.2.3, “Double-clicking in the calendar”
• "Click-typing" in the calendar (fastest!) - Section 4.2.2.4, “"Click-typing" in the calendar”
• "Click-drag-typing" in the calendar - Section 4.2.2.5, “"Click-drag-typing" in the calendar”
4.2.2.1. Using the New button

1. As described in Section 2.5.2.1, “New button”, you can either just click the New button from
the Calendar application or use the drop-down option on the right side of the New button
(see Figure 2.6, “The drop-down menu of the New button”), which allows you to create a new
appointment (or meeting request) without having to switch applications.
Either way, a new tab will be created as shown in Figure 4.12, “New Appointment”.
Figure 4.12. New Appointment
2. Type a subject for the appointment and optionally a location.
3. Specify a start and end time for the appointment.
4. Optional: Enable the reminder option. This will trigger a reminder pop-up (see: Figure 4.13, “A
reminder pop-up”) before the appointment starts. The time interval between the reminder and the
appointment is adjustable in the field next to the reminder option. When it is time for the reminder
to pop-up, WebApp shows a list of these reminders with buttons to Open the item, Dismiss the
item, Dismiss All items or to Snooze the reminders by a given time.
44
Creating an appointment
Figure 4.13. A reminder pop-up
5. Click the Save icon (floppy disk symbol) to save the appointment to the calendar.
4.2.2.2. Using the "+" button

This method works the same as when using the New button, except that the "+" button is located on
the right side of the last tab of the Main Window.
4.2.2.3. Double-clicking in the calendar

To use this method, double click on the time of the user an appointment has to be created for. This will
open a new appointment tab where the appointment can be created, as described in Section 4.2.2.1,
“Using the New button”.
4.2.2.4. "Click-typing" in the calendar

This is probably the fastest way to create an appointment.
Note
This method works in all views except for the List view.
1. In the Main Window of the Calendar application, click on the date / time where you want to create
the new appointment
A single time slot (or a single day in the Month view) will be highlighted.
2. Type the subject of the appointment (you will see it appearing inside the highlighted time slot)
3. Finish with Enter.
The meeting will now be created with all the default values. You can now edit it if you wish to change
anything. See Section 4.2.5, “Editing a meeting”.
4.2.2.5. "Click-drag-typing" in the calendar

This method allows you to quickly create an appointment with a specific duration:
1. Click where you want the appointment to start and hold the mouse button
45
2. Holding the mouse button, drag down to the time where you want the appointment to end
3. Release the mouse button
The selected time slot will now be highlighted.
4. Type the subject of the appointment (you will see it appearing inside the highlighted time slot)
5. Finish with Enter.
The appointment will now be created with all the default values. You can now edit it if you wish to
change anything. See Section 4.2.4, “Editing an appointment”.
Note
If you drag to the right in step 2 (instead of down), you can quickly create appointments over
several days. If the duration of the appointment is longer than 24 hours, an All Day Event will be
created automatically. This means that no specific start- and ending times will be set, only dates.
4.2.3. Creating a meeting

Creating a meeting can be done using the same method(s) as creating an appointment, but with a few
extra steps.
1. First follow the steps described in Section 4.2.2.1, “Using the New button”.
2. Then, using the button Invite attendees, you can send a meeting request as shown in Figure 4.14,
“Meeting request”.
3. To add attendees, add their email addresses in the To: field. By clicking the To: button contacts
can be selected from the Address Book. The attendee(s) will receive a meeting request which
the attendee(s) can Accept, accept as Tentative or Decline, alternatively the attendee can also
Propose New Time for that request.
Figure 4.14. Meeting request
46
Creating a meeting
4. When you click on the tab Scheduling, the free/busy times for multiple people are shown (see:
Figure 4.15, “Scheduling/FreeBusy”). On this tab you can invite coworkers (You can type them in
the white box below Select attendees); the overview shows exactly when an attendee is busy, out
of the office, or available. If an attendee has proposed a new date or time for a meeting, you can
see the proposals on the Scheduling tab as well.
Figure 4.15. Scheduling/FreeBusy
Figure 4.16. Meeting request
5. Colleagues can be added via the Add a name field.
6. Attendees can be marked either as “required” or as “optional”. It is also possible to schedule a

resource — like a room or a piece of equipment — needed for that meeting.
47
Note
Resources have to be created by the Zarafa system administrator.
7. In the Tracking tab a list with all attendees for this appointment, with their responses, can be
found.
Figure 4.17. Tracking tab
4.2.3.1. Checking free/busy status

When you click on the tab Scheduling, the free/busy times for multiple people are shown (see:
Figure 4.15, “Scheduling/FreeBusy”). On this tab you can invite coworkers (Add a name); the overview
shows exactly when an attendee is busy, out of the office, or available. If an attendee has proposed a
new date or time for a meeting, you can see the proposals on the Scheduling tab as well.
Note
Since it is not possible yet to synchronize free/busy information with other systems outside your
organization, only the free/busy status of coworkers and resources inside your organization can
be seen.
4.2.3.2. Sending meeting invitations

See Section 4.2.3, “Creating a meeting”.
4.2.3.3. Accepting a meeting invitation

If someone invites you for a meeting, you will receive meeting invitation. At the top of the invitation a
bar containing the buttons Accept, Tentative, Decline and Propose New Time is shown for sending
a response to the owner of the appointment. See Figure 4.18, “Meeting invitation buttons”. With the
48
Editing an appointment
Calendar button in the meeting invitation, the proposed day will be opened so the user can check
whether there already appointment on the suggested time.
Figure 4.18. Meeting invitation buttons
By clicking Propose New Time a user can propose a new date or time to the owner. The owner, upon
receiving the proposal, can either accept it or decline it.
4.2.4. Editing an appointment

To edit an existing appointment, double-click it. The appointment will open in a new tab where you can
change all values.
Click the Save icon (floppy disk symbol) to save your changes to the appointment.
4.2.4.1. Moving an appointment

Moving an appointment can be achieved by opening/editing the appointment and changing the start
time. In practise you will probably prefer moving appointments by using "drag-and-drop". To drag an
appointment you need to click and hold down the left mouse button on an appointment and move
(drag) the mouse over the time line to the desired location. Once there, release the mouse button. See
Figure 4.19, “Dragging appointments”.
49
Figure 4.19. Dragging appointments
It is also possible to drag an appointment to the calendar of another user (provided you have the
appropriate permissions to do so).
4.2.4.2. Deleting an appointment

You can delete any appointment by selecting the Delete option in the menu that shows when clicking
on an appointment with the right mouse button. Alternatively, you can use the Delete button in the tool
bar (trash can symbol).
4.2.5. Editing a meeting

To edit an existing meeting, double-click it. The meeting will open in a new tab where you can change
all values.
If you are the organizer of a meeting:
• Click the Send button to save your changes and send and update to the other participant(s).
• Click the Save icon (floppy disk symbol) to save your changes to the meeting without sending an
update to the other participant(s).
50
Editing a meeting
If you are NOT the organizer of a meeting:
Even though you are able to edit all values, you will not be able to save them. When the meeting is
recurrent, you can only click Accept, Tentative or Decline to let the organizer know your status. Any
other changes you made to the meeting will be ignored.
When the meeting is not recurrent, there will be an additional Propose New Time button. You can
use this to propose a new time for the meeting which can then in turn be accepted or declined by the
meeting organizer.
4.2.5.1. Moving a scheduled meeting

If you are the organizer of a meeting:
Moving a meeting can be achieved by opening/editing the meeting and changing the start time. In
practice you will probably prefer moving meetings by using "drag-and-drop". To drag a meeting you
need to click and hold down the left mouse button on an appointment and move (drag) the mouse
over the time line to the desired location. Once there, release the mouse button. See Figure 4.19,
“Dragging appointments”.
If you are NOT the organizer of a meeting:
When you open the meeting, even though you are able to edit all values, you will not be able to save
them.
When the meeting is recurrent, you can only click Accept, Tentative or Decline to let the organizer
know your status. Any other changes you made to the meeting will be ignored.
When the meeting is not recurrent, there will be an additional Propose New Time button. You can
use this to propose a new time for the meeting which can then in turn be accepted or declined by the
meeting organizer.
Warning
Using drag-and-drop to move a meeting of which you are NOT the organizer will result in a
mismatch between you and the organizer. Use with caution!
4.2.5.2. Canceling a scheduled meeting

If you need to cancel an already scheduled meeting, you can do this by first opening the meeting from
the calendar. What to do next depends on if you are organizing the meeting or not.
When you are the organizer of the meeting, you can click the Cancel invitation button.
51
Figure 4.20. Cancel invitation button.
If you are not the organizer, you can click the Decline button instead.
Figure 4.21. Decline button.
In both cases, a pop-up will appear which enables you to
1. send a response without comments (default)
2. send comments with your response, allowing you to tell the attendees or organizer why you are
canceling the meeting
3. cancel / decline the meeting without sending a response (not available to meeting organizer).
52
Working with multiple calendars
Figure 4.22. Options when canceling a meeting.
Once you click OK, the meeting will be canceled.
Note
If you have to cancel a meeting now but know the meeting will have to be held in the future
anyway, you might want to consider scheduling / proposing a new time/date instead. As an
organizer, you can alter the existing meeting and send an update the attendees. As an attendee,
you can use the Propose New Time button.
4.2.6. Working with multiple calendars

WebApp offers the ability to open multiple calendars in a single overview. The calendars can be
opened side-by-side or in an overlay to see the calendars transparently stacked on top of each other
(see Figure 4.23, “Multiple Calendars stacked on top of each other”). By default the calendars are
opened side-by-side.
Select the other calendars you wish to open in the calendar list on the left or open one from another
user using the "Open shared calendar" button. By using the arrow buttons on top of the calendars, the
calendars can be placed in the stacked overlay.
53
Figure 4.23. Multiple Calendars stacked on top of each other
Note
To have the calendars opened in Overlay mode by default, change the appropriate setting
in the Settings screen. See Section 4.2.10, “Customizing the Calendar application” for more
information.
4.2.7. Printing Calendar items

In the Calendar application, you can print:
• Single Calendar items (a single appointment or meeting)
• Overviews of a certain time period (i.e. 5 days or 7 days)
4.2.7.1. Printing single Calendar items

To print a single appointment or meeting:
1. In the Main Window of the Calendar application, select the item you want to print (in most cases
you will probably have done this already). Alternatively, double-click the item to open it in it’s own
tab.
options.
Note
options.
Click OK or Print (depending on your environment) to start printing.

54
Sharing calendars with coworkers
4.2.7.2. Printing Calendar overviews

To print an overview:
1. In the Main Toolbar, click on the view you want to print.
2. Click on the dropdown arrow in the Print button in the Main Toolbar
3. From the dropdown menu, select Print overview
Note
WebApp 1.2 allows you to print overviews from your workweek (5 days) and the entire week (7
days). Overviews for other time periods will be implemented in future versions of WebApp.
options.
Note
options.
Click OK or Print (depending on your environment) to start printing.
4.2.8. Sharing calendars with coworkers

Just like in Outlook, WebApp enables users to set permissions on their calendar(s). Since the
procedure to share folders is virtually identical to sharing folders, which is virtuall identical in all
applications, it has been described in detail in Chapter 2, Basics. Please refer to Section 2.6.4,
“Sharing folders with coworkers” for more information.
4.2.8.1. Changing calendar sharing permissions

4.2.8.2. Stop sharing a calendar

4.2.9. Accessing shared calendars

4.2.9.1. Closing / removing shared calendars

55
4.2.10. Customizing the Calendar application

All customization options of the Calendar application can be found in the Calendar section of the
Settings screen.
Please refer to Chapter 10, Settings for more information.
4.2.10.1. Setting multi-calender view to overlay by default

When you are viewing multiple calendars simultaneously, all calenders are displayed side by side by
default. This behavior can be changed by changing Calender view settings to overlay mode on the
Settings screen.
Please refer to Section 10.2.5, “Settings: Calendar” for more information.
56
Chapter 5.
The Contacts application

5.1. Contacts Overview
Figure 5.1. The main areas of the Contacts application
The Contacts application contains the following elements, of which some are used in all other
2. The Main Toolbar (Section 5.1.1, “Contacts: Main Toolbar (2)”)
3. The Folder Navigation Pane. (Section 5.1.2, “Contacts: Folder Navigation Pane (3)”)
4. The Main Window (Section 5.1.3, “Contacts: Main Window (4)”)
57
Chapter 5. The Contacts application
5.1.1. Contacts: Main Toolbar (2)
Figure 5.2. The Main Toolbar in the Contacts application
The buttons which are available in the Contacts application are described in the next sections.
5.1.1.1. Contacts: New button
See Section 2.5.2.1, “New button”.
5.1.1.2. Contacts: Address Book button
5.1.1.3. Contacts: Refresh button
58
Contacts: Main Toolbar (2)
5.1.1.4. Contacts: Print button
The Print button allows you to print single contacts from your personal Address Book.
For more information on printing contacts, please refer to Section 5.2.5, “Printing contacts”.
5.1.1.5. Contacts: Switch View button
Figure 5.7. The Switch View button in the Contacts application
The Contacts application has multiple views: Business Cards view and Phone List view, which is the
default. You can switch between views by using the Switch View button.
Figure 5.8. The Business Cards view in the Contacts application, set to show all contacts
Note
When switching to Business Cards view, the view will by default show all contacts whose "File
as:" name starts with the letter "A". If you do not have any of these contacts, the list will be empty.
Click on any of the letters shown on the right side of the Main Window to show contacts which
start with that letter, or click on "…" at the top to show all contacts.
59
5.1.2. Contacts: Folder Navigation Pane (3)

This pane shows all contact folders to which you have access and allows you to manage them.
Figure 5.9. The Folder Navigation Pane in the Contacts application
information.
5.1.3. Contacts: Main Window (4)
Figure 5.10. The Main Window in the Contacts application
The Main Window of the Contacts application contains the following items:
60
Working with Contacts
The rest of the Main Window is reserved for displaying your contacts. By default, it shows your
contacts in the Phone List view.
An additional Business Cards view is available via the Switch View button in the Main Toolbar (see
Section 5.1.1.5, “Contacts: Switch View button”).
5.2. Working with Contacts

Emails can be send directly to contacts by the right mouse button context menu option Email
Message.
The letters at right side of the contact view allow users to quicky move through the contact list.
5.2.1. Creating a new contact

A new contact is created with the New button in the tool bar, when the viewing the Contacts folder.
The New Contact dialog is then shown allowing a user to fill in all the information about a contact
before it is saved with the Save button.
With the option Private, in lower right corner of the New Contact dialog, the contact can be hidden
from colleagues that have access to that Contacts folder.
5.2.2. Detailed Contacts

WebApp provides a detailed dialog for contacts as shown in Figure 5.11, “Details of a contact”.
Figure 5.11. Details of a contact
In the Contact window, buttons are available instead of labels; click a button to show the details for
that particular field. Screenshots of the detailed dialog boxes for Full Name (Figure 5.12, “Name
details dialog”), Phone Number (Figure 5.13, “Phone details dialog”) and Address (Figure 5.14,
“Address details dialog”) are shown below.
61
Figure 5.12. Name details dialog
Figure 5.13. Phone details dialog
62
Detailed Contacts
Figure 5.14. Address details dialog
There are three types of address fields (Home, Business and Other). The drop down menu shown in
Figure 5.15, “Cascade menu to choose the address type” is used to change between these addresses.
In this menu, ticks are shown besides the address types indicating which addresses have been
entered already.
Figure 5.15. Cascade menu to choose the address type
Different types of Phone Number fields are available in WebApp. To change the Phone Number type
use menu shown in Figure 5.16, “Cascade menu to choose the phone type”. In this menu, ticks are
shown besides the address types indicating which phone number types have been entered already.
63
Figure 5.16. Cascade menu to choose the phone type
64
Managing Contacts
5.2.3. Managing Contacts
5.2.3.1. Editing Contacts

To edit a contact, double-click it. A new main tab will open, displaying all the contact’s details on the
first tab, General.
Two additional tabs are available - Details and Map.
• You can enter extra information on your contact on the Details tab.
• If you have entered the address of your contact on the General tab, a map of the address is shown
on the tab Map. Since Google Maps is used to display this map, you can use all the basic controls
that come with Google Maps, like zooming in/out, display satellite imagery of the area etc.
Figure 5.17. The (zoomed in) map of a contact, with satellite imagery turned on
When you have modified any of the contact fields, the tab title will become Italic to remind you that you
have unsaved changes.
To save the contact, click the Save button (floppy disk symbol).
5.2.3.2. Deleting Contacts

WebApp offers multiple ways to delete a contact:
• Select the contact in the Main Window and click on the delete button (trash bin symbol)
• Right-click the contact an choose Delete from the menu that appears
• Double-click the contact and click on the delete button (trash bin symbol)
• Select the contact in the Main Window and press the Del/delete key on your keyboard
65
Note
When you wish to undelete a contact which was deleted by mistake, search for it in and drag
it from the Deleted items folder back to your Contacts folder. You will need to enable Show all
folders in the Folder Navigation Pane to see the Deleted items folder.
5.2.3.3. Moving Contacts

To move a contact to a different contacts folder, select the contact and click on the Copy/Move button
in the upper right corner of the Main Window.
In the pop-up window that appears, select the destination folder and click Move.
5.2.3.4. Copying Contacts

To copy a contact (i.e. to a different contacts folder), select the contact and click on the Copy/Move
button in the upper right corner of the Main Window.
In the pop-up window that appears, select the destination folder and click Copy.
5.2.4. Distribution Lists

Sending a mail to a distribution list is done in the same way as sending a mail to a single contact.
Simply select the distribution list from the address list when adding entries to a TO, CC or BCC field.
After selecting the distribution list, all mail addresses will be placed in the chosen header field.
5.2.4.1. Creating new distribution lists

Select the Contacts folder the new distribution list has to be created in. Select the option Distribution
List from the New button on the tool bar. A dialog as shown in Figure 5.18, “New Distribution list
window” will open.
66
Printing contacts
Figure 5.18. New Distribution list window
With the button Select Members contacts can be selected from the Address Book to add to the
distribution list. Alternatively, the Add new button can be used to create a new contact that is added to
the distribution list immediately.
Figure 5.19. Add new address dialog
With the button Remove selected contacts are removed from the distribution list. Contacts are
selected by single clicks in the lower part of the dialog.
Notes can also be added to the distribution list from the Notes tab.
5.2.5. Printing contacts

To print a single contact:
67
1. In the Main Window of the Contacts application, select the contact you want to print (in most cases
you will probably have done this already). Alternatively, double-click the contact to open it in it’s
own tab.
As a quick alternative, you can also right-click on any contact and choose Print from the menu that
pops up.
options.
Note
options.
Click OK or Print (depening on your environment) to print the email.
5.2.6. Sharing contacts with coworkers

Just like in Outlook, WebApp enables users to set permissions on their contact folder(s). Since the
procedure to share folders is virtually identical in all applications, it has been described in detail
in Chapter 2, Basics. Please refer to Section 2.6.4, “Sharing folders with coworkers” for more
information.
5.2.6.1. Changing contact folder sharing permissions

5.2.6.2. Stop sharing contact folders

5.2.7. Accessing shared contact folders

5.2.7.1. Closing / removing shared contact folders

68
Chapter 6.
The Tasks application

In the tasks application to-do lists can be created and managed.
6.1. Tasks Overview
Figure 6.1. The main areas of the Tasks application
The Tasks application contains the following elements, of which some are used in all other applications
as well:
2. The Main Toolbar (Section 6.1.1, “Tasks: Main Toolbar (2)”)
3. The Folder Navigation Pane. (Section 6.1.2, “Tasks: Folder Navigation Pane (3)”)
4. The Main Window (Section 6.1.3, “Tasks: Main Window (4)”)
69
Chapter 6. The Tasks application
6.1.1. Tasks: Main Toolbar (2)
Figure 6.2. The Main Toolbar in the Tasks application
The buttons which are available in the Tasks application are described in the next sections.
6.1.1.1. Tasks: New button
6.1.1.2. Tasks: Address Book button
6.1.1.3. Tasks: Refresh button
70
Tasks: Folder Navigation Pane (3)
6.1.1.4. Tasks: Print button
The Print button allows you to print:
• Single tasks
• Task lists
For more information on printing with the Tasks application, please refer to Section 6.2.3, “Printing
tasks”.
6.1.1.5. Tasks: Switch View button
Figure 6.7. The Switch View button in the Tasks application
With the Switch View button in the Main Toolbar the tasks can be displayed with certain filterings.
WebApp offers the ability to:
• Show all tasks (Simple Tasks view)
• Show active tasks (Active Tasks view)
• Show tasks for upcoming 7 days (Next Seven Days view)
• Show the overdue tasks (OverDue Tasks view)
• Show only the Completed tasks (Completed Tasks view)
Please refer to Section 6.1.3, “Tasks: Main Window (4)” for more information.
6.1.2. Tasks: Folder Navigation Pane (3)

This pane shows all task folders to which you have access and allows you to manage them.
71
Figure 6.8. The Folder Navigation Pane in the Tasks application
information.
6.1.3. Tasks: Main Window (4)
Figure 6.9. The Main Window in the Tasks application
The Main Window of the Tasks application contains the following items:
72
Working with Tasks
The rest of the Main Window is reserved for displaying your tasks. By default, it shows your tasks in
the Simple Tasks view. In this view, all your tasks are shown, regardless of their status.
Four additional views are available via the Switch View button in the Main Toolbar (see
Section 6.1.1.5, “Tasks: Switch View button”):
• Active Tasks - filters out completed tasks
• Next Seven Days - shows only those tasks of which the End date has been set between now and
seven days
• OverDue Tasks - shows all tasks of which the End date has expired or has not been set
• Completed Tasks - shows only completed tasks
6.2. Working with Tasks
6.2.1. Creating a new task

A task is created with the following steps:
1. Open the Tasks application
2. Use the New button to create a new task. A New Task dialog will be opened as shown in
Figure 6.10, “New task window”.
Figure 6.10. New task window
3. Fill in the preferred fields. The fields in this window are comparable with those in the New
Appointment dialog.
4. Use the Save button to confirm. The task can now be found in the task overview.
73
Figure 6.11. Task overview
6.2.2. Managing Tasks
6.2.2.1. Editing Tasks

To edit a task, double-click it. A new main tab will open, displaying all the details of the task on the first
tab, Task.
Edit any details you wish to change.
You can enter extra information about the task on the Details tab.
When you have modified any of the task fields, the tab title will become Italic to remind you that you
To save the task, click the Save button (floppy disk symbol).
6.2.2.2. Deleting Tasks

WebApp offers multiple ways to delete a task:
• Select the task in the Main Window and click on the delete button (trash bin symbol)
• Right-click the task an choose Delete from the menu that appears
• Double-click the task and click on the delete button (trash bin symbol)
• Select the task in the Main Window and press the Del/delete key on your keyboard
Note
When you wish to undelete a task which was deleted by mistake, search for it in and drag it from
the Deleted items folder back to your Tasks folder. You will need to enable Show all folders in the
Folder Navigation Pane to see the Deleted items folder.
6.2.2.3. Moving Tasks

To move a task to a different tasks folder, select the task and click on the Copy/Move button in the
upper right corner of the Main Window.
6.2.2.4. Copying Tasks

To copy a task (i.e. to a different tasks folder), select the task and click on the Copy/Move button in the
74
Printing tasks
6.2.3. Printing tasks

In the Tasks application, you can print:
• Single tasks
• Task lists (all tasks in a task folder)
6.2.3.1. Printing single tasks

To print a single task:
1. In the Main Window of the Tasks application, select the task you want to print (in most cases you
will probably have done this already). Alternatively, double-click the item to open it in it’s own tab.
options.
Note
options.
Click OK or Print (depening on your environment) to start printing.
6.2.3.2. Printing task lists

To print a task list:
1. In the Folder Navigation Pane, click on the task folder you want to print. All tasks in the folder will
be displayed in the Main Window
2. Click on the dropdown arrow in the Print button in the Main Toolbar
3. From the dropdown menu, select Print task list
options.
Note
options.
Click OK or Print (depening on your environment) to start printing.

75
6.2.4. Sharing task folders with coworkers

Just like in Outlook, WebApp enables users to set permissions on their task folder(s). Since the
information.
6.2.4.1. Changing task folder sharing permissions

6.2.4.2. Stop sharing task folders

6.2.5. Accessing shared task folders

6.2.5.1. Closing / removing shared task folders

76
Chapter 7.
The Notes application

7.1. Notes Overview
Figure 7.1. The main areas of the Notes application
The Notes application contains the following elements, of which some are used in all other
2. The Main Toolbar (Section 7.1.1, “Notes: Main Toolbar (2)”)
3. The Folder Navigation Pane. (Section 7.1.2, “Notes: Folder Navigation Pane (3)”)
4. The Main Window (Section 7.1.3, “Notes: Main Window (4)”)
77
Chapter 7. The Notes application
7.1.1. Notes: Main Toolbar (2)
Figure 7.2. The Main Toolbar in the Notes application
The buttons which are available in the Notes application are described in the next sections.
7.1.1.1. Notes: New button
7.1.1.2. Notes: Address Book button
7.1.1.3. Notes: Refresh button
78
Notes: Folder Navigation Pane (3)
7.1.1.4. Notes: Switch View button
Figure 7.6. The Switch View button in the Notes application
With the Switch View button in the Main Toolbar the notes can be displayed with certain filterings. The
following views are available:
• Icons view - displays all notes as icons (default)
• List view - displays all notes in a list
• List Last 7 Days - displays all notes which have been created or edited in the last seven days.
7.1.2. Notes: Folder Navigation Pane (3)

This pane shows all notes folders to which you have access and allows you to manage them.
Figure 7.7. The Folder Navigation Pane in the Notes application
information.
79
7.1.3. Notes: Main Window (4)
Figure 7.8. The Main Window in the Notes application
The Main Window of the Notes application contains the following items:
The rest of the Main Window is reserved for displaying your notes. By default, it shows your notes in
the Icons view.
Two additional views are available via the Switch View button in the Main Toolbar (see Section 6.1.1.5,
“Tasks: Switch View button”):
• List view - shows all your notes in a list instead of as separate icons
• List Last Seven Days - shows only those notes which have been created or modified in the last
seven days.
7.2. Working with Notes
7.2.1. Creating a new note

To create a new note, either click on the New button in the Main Toolbar or click the "+" button on the
right side of the last tab of the Main Window.
A new note will be created in a separate tab, as shown below.
80
Managing Notes
Figure 7.9. Creating a new note
Type your note in the yellow area. When done, you can optionally change the color and / or add one or
more categories to the note.
Click the Save button (floppy disk symbol) to save the note.
7.2.2. Managing Notes
7.2.2.1. Editing Notes

To edit a note, double-click it. A new main tab will open, displaying all the details of the note.
Edit any details you wish to change.
When you have modified any of the note’s fields, the tab title will become Italic to remind you that you
To save the task, click the Save button (floppy disk symbol).
7.2.2.2. Deleting Notes

WebApp offers multiple ways to delete a note:
• Select the note in the Main Window and click on the delete button (trash bin symbol)
• Right-click the note an choose Delete from the menu that appears
• Double-click the note and click on the delete button (trash bin symbol)
• Select the note in the Main Window and press the Del/delete key on your keyboard
81
Note
When you wish to undelete a note which was deleted by mistake, search for it in and drag it from
the Deleted items folder back to your Notes folder. You will need to enable Show all folders in the
Folder Navigation Pane to see the Deleted items folder.
7.2.2.3. Moving Notes

To move a note to a different notes folder, select the note and click on the Copy/Move button in the
7.2.2.4. Copying Notes

To copy a note (i.e. to a different notes folder), select the notes and click on the Copy/Move button in
the upper right corner of the Main Window.
7.2.3. Sharing notes folders with coworkers

Just like in Outlook, WebApp enables users to set permissions on their notes folder(s). Since the
information.
7.2.3.1. Changing notes folder sharing permissions

7.2.3.2. Stop sharing notes folders

7.2.4. Accessing shared notes folders

7.2.4.1. Closing / removing shared notes folders

82
Chapter 8.
Working with delegates

8.1. Introduction on delegates
WebApp allows you to specify coworkers who should be able to work on your behalf. For example, a
secretary can be granted permission to send email on behalf of his/her superior or schedule meetings.
This is commonly referred to as delegation.
Zarafa distinguishes two kinds of delegation:
1. Send on Behalf: if a coworker, for example Michael, grants the appropriate permissions to
you, you can send emails and schedule meetings on behalf of Michael. In this case an email or
meeting request will be sent with the following From field: “<you> on behalf of <Michael>”. See the
example below.
Figure 8.1. An email sent on behalf of someone else
2. Send As: if the system administrator gives you the rights to send as Michael, you can send out
emails or schedule meetings which appear to be sent or scheduled by Michael himself. The
receiver of such an email or meeting request will not be able to see that it was you who sent it.
The receiver will only see Michael in the From: field.
Since Send As implies impersonating somebody else, this kind of delegation can only be set by a
Zarafa system administrator. Only Send on Behalf permissions can be set from within WebApp.
Important
Once a coworker has been granted Send As permissions by the administrator for you, you
can still set Send on Behalf permissions for that coworker. Any Send on Behalf access policy
set by you will override the Send As permissions, so you can always prevent a coworker from
impersonating you.
8.2. Adding delegates to your account

1. On the left side of the Settings screen, click Delegates. The list of Delegates is now displayed as
shown in Figure 8.2, “Delegate settings”. By default, this list is empty.
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Chapter 8. Working with delegates
Figure 8.2. Delegate settings
2. Click Add….
The Global Address Book pops up.
3. Select the person or group you want to add as a delegate.
Note
If you notice that the group you want to add as a delegate is not in the list, this is because the
group probably is a Distribution Group. Only groups of the type Security Group can be added
as a delegate. Please contact your Zarafa system administrator for more information.
4. Click OK.
The Delegate Permissions screen pops up.
5. Set the desired permissions as described in the next session and click OK.
6. Click Apply. The delegate can now start working on your behalf.
Note
When a Zarafa system administrator has granted you Send As permissions on an account, this
only means you are allowed to impersonate the owner of that account when sending email. To
be able to do more than this (i.e. accessing the Inbox or Calendar of the account), you will also
need to be granted access rights to these items by the owner of the account. Do not use the
procedure as described above for this as this will override your Send As permissions. Please
refer to Section 3.2.6, “Sharing mail folders with coworkers” for more information.
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Specifying Delegate Permissions
8.3. Specifying Delegate Permissions

By clicking the Permission… button (or when adding a new delegate to the list) you can specify what a
delegate is allowed to do for the following parts of your account:
• Calendar
• Tasks
• Inbox
• Contacts
• Notes
• Journal
Note
The Journal is currently used by Outlook only and has been added to this list for your
convenience. You will not be able to access the Journal from within WebApp.
For each part, you can set the following permission profiles:
• Owner
• Secretary
• Only read
• None
By default, WebApp sets the permissions for each part to None, which means the delegate will have
no permissions at all. You can change permissions by clicking on the drop down button and selecting
the desired permission from the drop down menu.
8.3.1. Owner permissions

The Owner permission profile allows the delegate to:
• Create items
• Read items
• Create subfolders
• Set folder permissions
• Edit all items
• Delete all items
8.3.2. Secretary permissions

The Secretary permission profile allows the delegate to:
• Create items
85
• Read items
• Edit all items
• Delete all items
8.3.3. Only read permissions

The Only read permission profile allows the delegate to:
• Read items
8.3.4. Permissions overview

This table contains the same data as mentioned in the previous sections, but now combined in a
single view.
Table 8.1. Delegate permissions overview

Permission \ Owner Secretary Only read None
Profile
Create items yes yes no no
Read items yes yes yes no
Create yes no no no
subfolders
Set folder yes no no no
permissions
Edit all items yes yes no no
Delete all items yes yes no no
8.3.5. Allowing delegates to see private items

By default, only you are allowed to see your private items. To allow a delegate to also see your private
items, click the checkbox next to Delegate can see my private items in the Delegate Permissions
screen.
Warning
This only influences the ability to view the contents of private items. Regardless of the above
setting, anyone with Secretary or Owner permissions on your account can move and delete your
private items!
8.3.6. Automatically send copies of meeting requests to delegates

By default, when you receive a meeting request, the delegate is not informed. You will either need to
do this yourself or have the delegate review your calendar regularly. In situations where a delegate is
responsible for administering your calendar, it can be convenient to have this done automatically.
To do this, enable the checkbox Delegate receives copies of meeting-related messages sent to me in
the Delegate Permissions screen.
86
Working on behalf of somebody else
8.4. Working on behalf of somebody else

Once you have been granted Send On Behalf or Send As permissions for a coworker (or resource),
you can start working on behalf of that coworker.
8.4.1. Sending email

To send an email on behalf of someone else, first create a new email message. Then, click the Show
From button, as shown in Figure 8.3, “The Show From button”. The From: field will now be added
above the To: field. You can now specify any coworker, group or resource of which you have been
granted Delegate permissions in this field, the same way as with the To: or CC: fields. Finally, click the
Send button to send the email.
Figure 8.3. The Show From button
Note
When you have not been granted delegation permissions, you will receive the following (bounce)
message in your Inbox soon after you have sent the email: You are not allowed to send as user
or group <name>. If this happens, please be aware that the email has not been delivered. You
will need to be granted the proper delegation permissions for the account you are trying use,
before attempting to resend the message.
8.4.2. Scheduling a meeting

To schedule an appointment or meeting on behalf of someone else, first open his/her calendar. Then,
double click on the date / time where you want to create the new meeting. In the new tab that appears,
87
fill out all the details and click Save (when scheduling an appointment) or Send (when scheduling a
meeting request).
The meeting request will now be sent by you on behalf of the owner of the account.
Note
You can also use the New button to schedule a new meeting. However, WebApp does not allow
you to specify the calendar when you have multiple calendars open. Instead, it will always add
the new meeting to the left-most calendar.
8.5. Removing delegates from your account

To remove a delegate from your account:
1. On the left side of the Settings screen, click Delegates. The list of Delegates is now displayed as
shown in Figure 8.2, “Delegate settings”.
2. Select the delegate you want to remove from your account
3. Click Remove…
4. Click Apply
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Chapter 9.
Using Widgets and Plugins in WebApp

9.1. Widgets and Plugins Overview
WebApp’s functionality can be extended by using plugins and widgets.
Widgets are best described as miniature applications running inside WebApp. There are two
designated areas in WebApp where widgets can be used:
• The Widget Pane (Figure 9.1, “The Widget Pane, expanded”)
• The Zarafa "Today" application (Figure 9.2, “The Zarafa "Today" application”)
89
Chapter 9. Using Widgets and Plugins in WebApp
Figure 9.1. The Widget Pane, expanded
90
Widgets and Plugins Overview
Figure 9.2. The Zarafa "Today" application
When installed on the Zarafa system, a widget can be added to, moved around on or be removed from
these two areas. Depending on the functionality offered by the widget, you can also interact with the
widget itself and change it’s settings. While from a technical standpoint a widget is also a plugin to
WebApp, we will differentiate between the two in this manual. The main reason is that a plugin is not
necessarily a widget (but a widget can be part of a plugin) and as a user you will clearly notice it when
this is the case.
A few examples of widgets that are shipped with every Zarafa system are:
• Appointments
• Bug reporter
• Chat (which actually does more that just being a widget)
• Clock
• Facebook
• Features submitter
• Quick Appointment
• Quick Contact
• Quick Mail
• Quick Note
• Quick Task
• Shell Game
• Tasks
When we refer to plugins in this manual, we are talking about extra functionality, added to WebApp,
which is integrated more deeply into the user interface. While a plugin in most case will allow you to
use it and interact with it, you will not be able to add, move around or remove it as you see fit.
91
A few examples of plugins for Zarafa WebApp are:
• Google Maps plugin
• Spreed plugin
• Presence plugin (which contains the Chat widget as well)
• SugarCRM plugin
• Alfresco plugin
• Twitter plugin
Note
Widgets and plugins can only be installed and removed by an administrator of the Zarafa system.
9.2. Working with the Widget Pane
9.2.1. Showing the Widget Pane

The Widget Pane is located on the right side in all views. By default, it is collapsed. To show the
Widget Pane, click on it.
92
Showing the Widget Pane
Figure 9.3. The Widget Pane in it’s default, collapsed state.
Clicking on the clear area of the Widget Pane will quickly reveal it on top of the rest of the application.
As soon as you move the mouse away it will automatically hide again. This allows you to have your
93
widgets available when you need them, but keep a clear view when you do not. This makes it ideal for
smaller screens.
When you click on the double arrow button at the top of the Widget Pane, it will be shown permanently
until you click it again. This allows you to have a permanent view on all your widgets at all times.
Figure 9.4. The Widget Pane’s double arrow button.
9.2.2. Adding widgets to the Widget Pane

By default, the Widget Pane will be empty. To add widgets:
1. Make sure the Widget Pane is shown, as described above.
2. Click the + button next to the double arrow. A popup will appear as shown in Figure 9.5, “The
widget chooser popup window.”.
3. Double-click on the widget you want to add in the Widget Pane. The widget will now be added.
4. If there are already widgets on the Widget Pane, the new widget will be added at the bottom. You
can then drag the widget to the position you want.
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Minimizing widgets
Figure 9.5. The widget chooser popup window.
9.2.3. Minimizing widgets

When you do not use a widget very often but still want to have it available quickly when you need it,
you can minimize the widget by clicking the up arrow button at the upper right side of the widget. The
button will change into a down arrow once the widget is minized. Clicking this down arrow restores the
widget’s full view.
9.2.4. Configuring widgets

If the widget supports it, a gear button will be shown at the upper right side of the widget. Clicking it will
reveal the configuration options for the widget.
95
9.2.5. Removing widgets

To remove a widget, click the X button in the upper right corner of the widget. If you need it again
you can always add it again as explained in Section 9.2.2, “Adding widgets to the Widget Pane” and
Section 9.3.1, “Adding widgets to the Zarafa "Today" application”.
9.3. Working with the Zarafa "Today" application

The Zarafa "Today" application is basically a dedicated view for widgets. This enables you to have
many widgets at once in a single view. To get to the Zarafa "Today" application, click on the Zarafa link
in the Shortcut Bar.
The Zarafa "Today" application will appear, as shown in Figure 9.2, “The Zarafa "Today" application”
From there, you can add widgets by using the steps described in Section 9.3.1, “Adding widgets to the
Zarafa "Today" application”.
You can use the same procedure as with the Widget Pane to minimize, configure and remove widgets.
By default, the Zarafa "Today" application is populated with the Appointments and Tasks widgets.
Note
When you remove all widgets, these two widgets are not added again automatically, but you can
always add them again yourself.
9.3.1. Adding widgets to the Zarafa "Today" application

Adding widgets to the Zarafa "Today" application is similar to adding widgets to the Widget Pane:
1. Click the + button in the upper right part of the Main Window. A popup will appear as shown in
Figure 9.5, “The widget chooser popup window.”.
2. Double-click on the widget you want to add in the Main Window. The widget will now be added.
3. If there are already widgets in the Main Window, the new widget will be added at the bottom of the
first column (you might need to scroll down to see it). You can then drag the widget to the position
you want.
9.3.2. Minimizing widgets in the Zarafa "Today" application

Please refer to Section 9.2.3, “Minimizing widgets”.
9.3.3. Configuring widgets in the Zarafa "Today" application

Please refer to Section 9.2.4, “Configuring widgets”.
9.3.4. Removing widgets from the Zarafa "Today" application

Please refer to Section 9.2.5, “Removing widgets”.
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Chapter 10.
Settings
10.1. Settings Overview
WebApp allows you to change many parts of it’s behavior by changing options and settings. Most of
these options and settings have been gathered in the Settings screen.
When you click Settings in the Shortcut Bar, the Settings screen will appear as shown in Figure 10.1,
“The Settings screen”.
Figure 10.1. The Settings screen
The Settings screen contains sections for various parts of WebApp. At the time of writing, these
sections are:
• General (Section 10.2.1, “Settings: General”)
• Mail (Section 10.2.2, “Settings: Mail”)
• Calendar (Section 10.2.5, “Settings: Calendar”)
• Delegates (Section 10.2.6, “Settings: Delegates”)
• Advanced (Section 10.2.7, “Settings: Advanced”)
On the right side of the Settings screen, a number of shortcuts can be found below Favorite settings.
10.2. Changing Settings

If you click on a section, it’s settings will be shown. You can then change each setting by changing the
values. By default, the General section will be selected.
When you have changed a setting, click Apply in the lower right part of the screen to make it
permanent.
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Chapter 10. Settings
If you do not click Apply after changing one or more settings and you navigate to another section or
application, WebApp will ask you if you wish to apply the changes.
You can find more info on each section’s settings below.
10.2.1. Settings: General
10.2.1.1. Language
WebApp is available in several languages. To change the language:
1. Click on the drop-down button
2. Select the language of your choice from the drop-down list
3. Click Apply to make the setting permanent.
Once you log out of WebApp and back in again, WebApp will be in the new language.
Note
When you change the language setting to English (US), the time and date formatting will be
changed as well.
10.2.1.2. Default startup application

By default, WebApp starts with the Mail application when you log in. This can be changed to any of the
other applications by setting your preferred application via the Startup folder drop-down setting.
10.2.2. Settings: Mail
Figure 10.2. Settings: Mail
98
Settings: Mail
10.2.2.1. General mail settings

• Location preview panel - offering the same functionality as the Switch View button in the Mail
application, this setting allows you to specify if you want to have the Preview Pane on the right side,
on the bottom or turned off.
Note
If you you use the Switch View button in the Mail application, this setting will also be updated.
• Close mail when responding - If you have opened an email in a new tab by double-clicking it and
this setting is set to off, a new tab will be opened next to the existing one when you reply to the
email.
10.2.2.2. Compose mail settings

• Compose mail in this format - composing new mails as Plain text or HTML (rich formatting).
• Always request a read receipt - turn this on to automatically request read receipts.
10.2.2.3. Incoming mail

• How to respond to requests for read receipts: When the sender of an email has requested a read
receipt, WebApp will by default ask you (by means of a pop-up) if such a receipt should be sent to
the sender. Alternatively, you can have WebApp always send out such receipts or never. In both
cases no pop-up will be shown.
• Automatically mark mail as read after … second(s): This setting allows you to specify if and when
WebApp should mark an unread email as read. By default, WebApp will mark the email as read after
1 second.
10.2.2.4. Signatures
This is where you can manage your email signatures. You can create several signatures for different
purposes, i.e. one for business and one for private use, or a long one for new emails and a short one
for replies and forwards.
Using the layout controls, you can create signatures with specific fonts, sizes, colors, use tables and
images as you see fit.
See Figure 10.3, “HTML signature” for an example.
99
Figure 10.3. HTML signature
Once you have created one or more signatures, you can (optionally) specify which one to use for new
messages and which one to use for replies and forwards.
10.2.3. Settings: Out of Office
Figure 10.4. Settings: Out of Office
WebApp enables you to mark yourself “in” or “out” of the office. The "AutoReply" message that is sent
automatically in reply to all incoming messages while you are away can be specified on this tab as
well.
100
Settings: Mail filters
To prevent someone who is sending you several emails per day from getting a reply on each message
(which can become quite annoying), Auto Replies are only sent once per day to any specific email
address. This also prevents a mail flood in case the person who sends you the email also has
AutoReply turned on.
10.2.4. Settings: Mail filters
Figure 10.5. Settings: Mail filters
WebApp allows you to specify mail filters (also called rules) which can, for example, help you focus on
important emails and keep a tidy Inbox.
Because WebApp is a server side application, these mail filters are also set on the server. This means
that the Zarafa server takes care of the filtering for you at all times - you do not even have to be logged
on to WebApp.
You can create as many filters as you want and with each filter you can set various conditions to
trigger the filter. Furthermore, you can set various follow up actions once the filter has been triggered.
This allows you to construct fairly complex filters to accommodate for situations with large email
volumes and/or complex work flows.
101
10.2.5. Settings: Calendar
Figure 10.6. Settings: Calendar
10.2.5.1. General Calendar Settings

• First day of the week: If your week starts on another day than Monday, you can set it to any other
day here. The calendar will then always start with this day.
• Start and End of workday: Here you can specify the part of the day that is marked as “workday”.
The calendar will show this time period in a slightly different color so you can easily see when an
appointment or meeting is scheduled outside office hours. The default values are 8:30 - 17:30 (8:30
AM - 5:30 PM).
• Calendar resolution: If your appointments frequently start at other times than each half or entire
hour, or have a duration other than (multiples of) 30 minutes, then you can change this value to
better fit your needs.
Note
Setting the value to less than 30 minutes will make WebApp ‘zoom in’ on the calendar, so you will
likely have to do more scrolling when you are using a smaller screen.
• Show busy dates as bold in the date picker: When enabled, this setting will make dates on which
you have one or more meetings and/or appointments show up as bold in the date picker (see
Figure 10.7, “‘Busy’ dates are displayed as bold in the date picker”). This allows you to easily find a
‘free’ date when scheduling a new meeting.
102
Settings: Calendar
Figure 10.7. ‘Busy’ dates are displayed as bold in the date picker
10.2.5.2. Calendar view settings

• View multiple calendars in: Allows you to specify how multiple calendars should be displayed by
default in Calendar.
Side-by-side mode will display all calendars next to each other.
Overlay mode will display all calendars transparently on top of each other, where each calendar will
have its own color.
Note
This setting has no effect when you are only displaying one calendar.
10.2.5.3. Reminder settings

• Enable reminder for new appointments: Setting this to enabled will add a reminder to any new
appointment you create. By default, this setting is enabled.
• Default Reminder time: How long before the appointment start the default reminder should occur.
This setting can be overruled for any appointment by editing it manually in the Calendar. The default
is 15 minutes.
• Default all-day appointment reminder time: Sets the reminder time which is automatically set when
you create a new all-day appointment. The default is 18 hours. This setting can be overruled for any
appointment by editing it manually in the Calendar.
103
10.2.6. Settings: Delegates
Figure 10.8. Settings: Delegates
You can specify delegates here who can work on your behalf. - Add: Allows you to add a delegate to
the list - Remove: Removes the selected delegate from the list - Permission: Allows you to set specific
permissions for the selected delegate
Please refer to Chapter 8, Working with delegates for more information.
10.2.7. Settings: Advanced

Here the more advanced settings are stored and settings that have not been placed yet in a Settings
tab. With every new WebApp release, more advanced settings will be implemented and moved to the
regular Settings tabs. There is no need for you to change any value here under normal circumstances.
Warning
Please be very careful when working with the advanced settings. Do not change any values
unless you are asked to do so by your Zarafa system administrator or you know exactly what you
are doing. If you change the wrong values you can break your account and damage your data as
an ultimate consequence!
104
Chapter 11.
Providing feedback to Zarafa about

WebApp
Zarafa greatly values user experience. We are always interested in hearing from our users so we can
improve our products. Whether it’s a suggestion, idea, complaint or a bug report about WebApp - we
love to hear from you!
To allow you to easily provide feedback to Zarafa about Zarafa WebApp (or this manual), the
Feedback? item in the Shortcut Bar was created.
When you click on Feedback?, a pop-up window will appear where you can fill in all details:
Figure 11.1. The WebApp Feedback pop-up
While only the Summary field is required, we kindly request to be as specific as possible and fill out all
the other optional fields as well. You can even attach files (i.e. screenshots) with your feedback.
Note
To be able to respond to your feedback, please also fill in your name and email address.
Important
If you are not happy with Zarafa WebApp - Let us know! If you are happy with Zarafa WebApp, let
others know!
Thank you.
105
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ZCP trunk (build 39438)

ZCP trunk (build 39438) Zarafa Collaboration Platform

Copyright © 2012 Zarafa BV.

Ubuntu® and Canonical® are registered trademarks of Canonical Ltd.

Debian® is a registered trademark of Software in the Public Interest, Inc.

SUSE® and eDirectory® are registered trademarks of Novell, Inc.

All trademarks are the property of their respective owners.

Several closed source components exist, most notably:

• the Zarafa BES Integration providing Blackberry Enterprise Server connectivity,

• the Zarafa ADS Plugin providing Active Directory integration, and

• the Zarafa Backup Tools.

Alternatively there is a wide selection of hosted ZCP offerings available.

3. The Mail application 25

4. The Calendar application 39

4.2.10. Customizing the Calendar application .............................................................. 56

5. The Contacts application 57

6. The Tasks application 69

7. The Notes application 77

8. Working with delegates 83

9. Using Widgets and Plugins in WebApp 89

Several closed source components exist, most notably:

• the Zarafa Windows Client providing Outlook integration,

• the Zarafa BES Integration providing Blackberry Enterprise Server connectivity,

• the Zarafa ADS Plugin providing Active Directory integration, and

• the Zarafa Backup Tools.

Alternatively there is a wide selection of hosted ZCP offerings available.

1.1. Scope of this document

If you are looking for manuals on using ZCP with:

• Microsoft Outlook and the Zarafa Windows Client,

please refer to their respective manuals.

2.1. What is Zarafa WebApp?

2.1.1. Differences with WebAccess

The main differences with WebAccess are:

• Frequently used functions (follow up actions) are now grouped together

• Better integrated settings

• Columns are now highly customizable

• Images in email can be blocked

• Drag and drop now also works with subfolders

• Widgets can be used to enrich the WebApp experience

2.2. WebApp Requirements

• Mozilla Firefox (version 5 or higher, preferred)

• Apple Safari (version 5.1 or 6)

• Microsoft Internet Explorer (version 9)

Figure 2.1. The Zarafa WebApp login screen

Click Logon to log in to Zarafa WebApp.

2.4. Logging out

2.5. WebApp Overview

WebApp offers a number of integrated applications, which are:

Figure 2.2. The main areas of WebApp

The main areas in WebApp are:

1. Shortcut Bar (Section 2.5.1, “Shortcut Bar (1)”)

2. Main Toolbar (Section 2.5.2, “Main Toolbar (2)”)

3. Folder Navigation Pane (Section 2.5.3, “Folder Navigation Pane (3)”)

4. Main Window (Section 2.5.4, “Main Window (4)”)

5. Widget Pane (Section 2.5.5, “Widget Pane (5)”)

2.5.1. Shortcut Bar (1)

Figure 2.3. The Shortcut Bar

2.5.2. Main Toolbar (2)

Figure 2.4. The Main Toolbar

Application-specific buttons are described in their respective chapters.

2.5.2.1. New button

Figure 2.5. The New button

Figure 2.6. The drop-down menu of the New button

2.5.2.2. Address Book button