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Overview on Zimbra Email

Welcome to the Zimbra Web Client

Email

Address Book

Calendar

Tasks

Briefcase

Preferences

Login & Logout

Navigating Zimbra Web Client

ser interface features and shortcuts

Viewing the Overview Pane

Folders

Searches

Tags

Mail system folders

Inbox

Sent

Drafts

Junk

Trash

Empty your Trash folder

Undo Action

Managing your email message view

Message view

Conversation view

Navigating the Messages Content Pane

Sorting messages in the Content Pane

Setting mail preferences

Categorizing email messages

Printing a conversation

Moving email messages between folders

Recovering deleted items

About composing email messages

About composing email messages

Composing a new mail message

Setting your preferences for the email compose window

Automatically add your signature

Adding Cc: and Bcc: addresses

Schedule emails for future delivery

Requesting a return receipt

Attaching files to your message

To add attachments using the Add Attachment link:

To add attachments from your computer with drag and drop

Using HTML editor

Saving messages as drafts

Replying to mail messages

Forwarding an email message

Your Address Book

Sharing your contact lists

Additional address book features

Types of address books available

Setting your address book preferences

Adding contacts automatically

Creating group contact lists

bout Zimbra Calendar

Creating calendars

Calendar view options

Deleting calendars

Turning off Calendar reminders

Working in Briefcase

Creating Briefcase folders

Uploading Files

Adding email attachments to a Briefcase Folder

Viewing Content in Preview Panes

Sharing your Briefcase

Working with files in Briefcase

Create a new document

Sending files from your Briefcase

Email the link to a file

Email a file from Briefcase

Sharing Folders

Granting access to your folders

Internal users or groups

External guests

Public URL

Revoking access to shared folders

Accessing a folder shared with you

Managing items you share

Managing from the Sharing page

Folders shared with me but not yet accepted

Folders shared with me that I have accepted

Folders shared by me

Share a Folder

Sharing mail folders

Scenarios for sharing a mail folder

Sharing your mail folder

Editing access to a shared folder

Accepting access to a shared mail folder

Working within a shared mail folder

Using Search

Searching with key words

Searching for messages

Quick search

Using Advanced search

Searching for messages

Using tags to classify messages and contacts

Creating new tag definitions

Assigning tags to messages and other items

Deleting tags

Flagging an email message

Setting up filter rules

Filter conditions

Any versus All

Filter rule actions

When filters are applied

Filter Order

Active versus: inactive filters

Filtering your messages

Filter conditions and actions supported

Conditions

Actions

Multiple Actions

Setting your user preferences

Email notification to another address

Defining addresses to block and to allow in your mailbox

Creating away messages

Creating Personas

Topic in Detailed with Explanation by FGRADE

Welcome to the Zimbra Web Client 

Zimbra Collaboration Server is a is a full-featured email, calendar and collaboration application offering reliable, high-performance email, address books, calendaring, task lists, and web document authoring capabilities.

You can access the following features from the Zimbra Web Client (ZWC).

  • Email
  • Address Book
  • Calendar
  • Briefcase
  • User Preferences

Email

  • Compose and send new mail messages
  • Read and reply to mail messages
  • Track mail exchanges using the Conversation feature or optionally switch to a traditional message view
  • Include attachments with your message
  • Forward mail messages to one or more recipients
  • Search email messages and attachments by particular characteristics or specified text
  • Create your own folders to organize mail
  • Create tags with which to organize your mail
  • Create filters to route incoming mail to designated folders
  • Set up different account identities and addresses to manage different roles in your job or personal life
  • Configure your account to receive email from your POP3 or IMAP accounts directly into your ZWC
  • Delegate permission to view or manage your mail folders

Address Book

  • Create and manage multiple address books
  • Share personal address books

Calendar

  • Create and manage multiple calendars
  • Create appointments, meetings, and events
  • Delegate permission to view or manage your calendars
  • See attendee’s free/busy schedules, show our free/busy schedule

Tasks

  • Create multiple Tasks Lists
  • Create to-do tasks
  • Add attachments to your task
  • Manage a task, set the priority and track the progress
  • Delegate permissions to view or manager your Task Lists

Briefcase

  • Create documents using a rich-text editor, add graphics, create links to Web pages
  • Upload any type of file to your briefcase so that you can access the file whenever you log on to ZWC
  • Create folders to organize files that you upload
  • Delegate permissions to view or manage your Briefcase folders

Preferences

  • Manage how your mailbox features work
  • Create mail filters
  • Manage your Share accounts
  • Manage Zimlets used in your account
  • Import and Export items including mail folders, address books, calendars and more
  • Manage your mobile devices from your account (ZWC Network Edition)
  • Set up an email address where task and calendar reminders can be sent

Login & Logout

You must log in and be authenticated in order to use the Zimbra Web Client. Two versions of the Zimbra Web Client are available, Normal and lite versions

  • Normal Web Client offers the full set of Ajax based web collaboration features. The advanced web client works with the newer browsers and the faster internet
  • Lite version Web Client is a good option when internet connections are slow or users prefer HTML-based messaging for navigating within their

When the login dialog appears, you can select which version you want to log into.

To log in

  1. Open a browser window and enter the URL provided by your Zimbra email

For example:

           webmail.fgrade.com

  1. When the login screen appears, type your user You may be required to type your full email address as the user name and your password.

Example of a full email address, type:

          test@fgrade.com Abc@1234

Your password displays as ****** on-screen, to protect your privacy.

  1. To be remembered on this computer until the session expires or you log out, check Remember me.

If you check this, you do not have to log in every time you restart the browser during a day. When this is checked and you do not log out, your session                      remains active until the session expires. The system administrator configures how long a session is active.

          Note: If you leave your web client open in your browser but do not access your mailbox for a period of time, your session may time out and then you will                  need to log back in.

  1. If you do not want the default client type, change the version
  2. Click Log In.

To log out

To prevent others from logging in to your email account, you should always use the Log Out link to close your Zimbra email session.

Navigating Zimbra Web Client

When you log into the Zimbra Web Client , you see a full screen view similar to the one shown below.

 

The Zimbra Web Client page includes the following areas:

  1. This area includes People Search to search your company directory, your name, the Help and Log Out links.
  2. Application Tabs. The applications that you can access are listed in the tabs on this
  3. Search Bar. The Search, Advanced search are displayed in this area. You can also save searches from
  4. Shows actions available for the application you are currently using. In this example, the Mail application toolbar is displayed.
  5. Overview Pane. Displays your Folders, including the system folders Inbox, Sent, Drafts, Junk, and Trash, as well as any custom folders you may have created, Searches you may have saved, Tags you created, and Zimlet links that may have been created to integrate with third- party applications from within your mailbox. When you are in the Calendar application, the Overview pane displays your calendar list and
  6. Content Pane. The content of this area changes depending on what application is in In the Inbox view, it displays all messages or conversations in your Inbox.
  7. Reading Pane. The Reading Pane is used to preview messages. You can change your view to a three-pane view that shows the Reading Pane on the right or you can turn off the Reading Pane completely from View, on the Mail toolbar
  8. A mini-calendar can be displayed below the Overview pane. Displaying the mini-calendar is optional and can be enabled in Preferences>Calendar.

ser interface features and shortcuts

The interface includes many convenience features.

  • Down-arrow menus. Some command buttons have a small down-arrow icon next to them. Clicking on the button performs one action, and clicking on the down-arrow icon displays additional menu

Zimbra email

  • Drag and drop. Click on and drag messages or conversations between

Zimbra email

  • Right-click Right-click on items such as folders, conversations, messages, the “From” column in messages or conversations, or items in mail headers to display a menu of functions that you can perform on that item.
  • Movable sash. For split-pane windows such as the Conversation view, you can use the sash to increase or decrease the relative sizes of the upper and lower Click and drag on the bar separating the panes.

Zimbra email

  • Clickable items. Zimbra email follows standard browser conventions by changing the mouse cursor to a “hand” when it passes over an active link.
  • Tool-tips. Passing your mouse cursor over items, such as command buttons, conversations, or mail addresses in message headers, displays a small text box of descriptive information about the item.

Zimbra email

Viewing the Overview Pane

On the left-hand side of the Zimbra Web Client interface are your folders, searches, tags, and Zimlets (for the advanced Web Client).

Zimbra email

 

Folders

  • Inbox is where new mail is placed by default
  • Sent contains messages that you have sent
  • Draft contains composed messages that have not yet been sent
  • Junk contains messages that have been marked as spam either by you or by the system
  • Trash contains item that you have deleted
  • Folders that you have created follow. If your mail account was migrated from another mail system such as Microsoft® Outlook, you may see extra folders here that represent folders on the previous mail system

Unread Message Count. The number in parentheses next to each folder is the number of unread messages contained in that folder. Tags folders display unread message count as well. Any item with unread messages is bold.

To see the number of messages and the total size of the folder, hover the cursor over a folder.

Zimbra email

Find Shares is a link to quickly find and add folders that have been shared with you. When the Add Share Folder dialog opens, items that have been shared with you through distribution lists are listed. In the Find Shares field, you can enter an email address to see if an item was shared with you from a specific address.

Searches

This area contains search queries that you created and saved for future use.

Tags

This area shows the tags you have created. Click on a tag to quickly see all messages that are tagged with that tag. See Using tags to classify mail messages for more information.

Mail system folders

The system folders are Inbox, Sent, Drafts, Junk, and Trash. You cannot move, rename, or delete these folders. System folders are always displayed at the top of your folder list in the Mail Overview pane, followed by any folders you create.

If you hover the cursor over a folder, the number of messages in the folder and the size of the folder are displayed.

Zimbra email

Inbox

New mail arrives in the Inbox. By default, your Inbox is displayed after you log in.

Sent

A copy of each message you send is saved in the Sent folder.

Drafts

Messages you have composed but have not sent can be saved in the Drafts folder. If you open a message in the Drafts folder, it opens in the Compose view.

Junk

If you find a message that is clearly not relevant, you can highlight it and click Spam on the toolbar. The mail is moved to your spam folder. Sometimes a message may be put in the spam folder that is not really junk mail. Drag the message to another folder.Most filtering of unsolicited automated mail (aka “spam” or “junk mail”) is handled by a spam filter before those mail messages reach your Inbox. Mail that might possibly be junk mail, but isn’t certain to be junk, may be placed in your spam folder. You can review these messages and either move them or delete them. If you do not delete them, they will be purged after a period of time as specified by your email administrator.

You can empty the spam folder by right-clicking the folder from the Overview pane and choosing Empty Junk. In addition, the contents of the spam folder can be automatically purged after an administration- configured number of days.

Trash

Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically. Mail is purged from this folder after a specified period of time, as specified by your administrator.

You can empty the trash by right-clicking the folder Overview pane and choosing Empty Trash. See also: Setting your user preferences

Empty your Trash folder

Each application in ZWC has a Trash folder. When you open the trash from an application, only deleted items specific to the selected application are displayed. But when you select Empty Trash from any application, items from all applications that have been put into Trash are deleted.

Before you empty the trash folder, you can recover items from the Trash by dragging and dropping them into another folder.

If Recover Deleted Items displays when you right-click the Trash folder, you have the ability to recover email messages you deleted from Trash. Email messages deleted from Trash can be recovered within 30 days of deleting them from the Trash. After 30 days, the items are permanently deleted.

Messages left in the Trash may be automatically purged, in which case you cannot recover them.

Undo Action

Undo reverses delete and move actions for email messages and delete actions for contacts and tasks. You can immediately undo an action you performed by clicking the Undo link that appears at the top of the browser page. The item is moved back to its original location. When you click undo after you click Send, the compose window with the message is reopened.

Managing your email message view

You can view your email messages as single messages or as conversations and you can view messages with the Reading Pane off, displayed at the bottom, or displayed on the right.

To change how messages are grouped in your mailbox, on the toolbar click View and select whether to view by conversation or by message and where you want the Reading Pane to display.

Zimbra email

 

Message view

The traditional view displays a list of messages with the most recent message displayed first. Unread messages are shown in bold. The information displayed on the one line includes, flags, tags, from, attachment presence, subject, folder location, size of the message, including attachments, and the time the message was received.

Zimbra email

Conversation view

Conversation view displays your messages grouped by subject. The number of messages in the conversation is displayed in parentheses after the subject. Each conversation consists of the original message and all replies. Conversations containing unread messages are shown in bold.

Double-click the conversation to display the messages within the conversation. Click on a message to display its contents. In the View link you can choose to show the oldest message or to show the newest message first.

All messages related to the conversation are displayed, even if the messages are stored in other folders. The Folder column shows the folder where the message is stored.

Navigating the Messages Content Pane 

Each message, in message or conversation view, has a separate line that displays the following columns of information:

  • Conversation indicator. Is this email part of a conversation?
  • Flag indicator. Did the sender flag this message?
  • Priority indicator. Did the sender mark this message as high priority?
  • Tags. Did the message get marked by a Tag you defined?
  • Status. Open or closed envelopes indicate whether a message has been read. Bold text also indicates that a message has not been
  • From. Name or email address of the
  • Attachment A paper clip indicates that a message has an attachment.
  • Subject. Brief description of the email If Snippets is enabled in your account, the first line of an email message is displayed.
  • Folder. Shows the name of the folder where the message is located. For conversations, no folder name is displayed because messages can span multiple
  • Size. Size of the message or number of messages in the
  • Received. Date or time the message was

Sorting messages in the Content Pane

You can sort your messages by From, Subject, Size, or Received columns.

To sort by a particular column, click the column title. The column shows an arrow indicating whether the sort is in ascending order (up arrow) or descending order (down arrow).

You can sort by one column at a time.

Setting mail preferences

The Mail tab includes the following preferences you can change.

  • Check for new mail every x. Select the polling interval, which is how often your computer checks for new email. The default is every 5 minutes. It is not good practice to change this to less than 5 minutes, as checking for email frequently causes a heavy load on the mail server and slows down the performance. If you are expecting an email, you can click Get Mail any time to receive new email immediately. If you select Never, you must click Get Mail on the toolbar to get new
  • When I click Get Mail. This sets whether or not your mailbox view changes when you click Get Mail.
    • If Run my default search is selected, when you click Get Mail, the mail search preference set in the Default Mail Search field is run. If your default search is not the folder you are viewing when you clicked Get Mail, your view is automatically redirected to the default folder view. In most cases, this is your
    • If Update my current view is selected, when you click Get Mail from any folder view, the request to get new mail searches for updates to your current folder view and for new mail for other folders. Your current folder view does not change.  If new mail is received to other folders, those folders are changed to bold and the number of unread messages is
  • Display Mail. Select As HTML (when possible) to display messages with HTML formatting, for example bold, colored, otherwise styled text. Select As Text to display messages in plain text format. In plain text format, HTML tags are displayed, not applied as markup to the
  • Message Preview options
    • Display snippets of email messages. When on, the first line in the email is displayed when the cursor is over the subject of a message. When off, only the first few words of the message are
    • If Double-click opens messages in new window is enabled, when you double-click a message, it opens in a new window
  • Enable Images to download pictures automatically to your HTML email When this is enabled, you do not need to click the display image message to see the image.
  • When I read a message in the reading pane sets the behavior for marking messages that are viewed from the Reading Pane as read or unread. You can configure to have messages marked as read immediately, marked as read after a defined number of seconds of viewing a message in the Reading Pane, or to always leave messages that are viewed in the Reading Pane as unread
  • After I move or delete a message sets the navigation behavior in the Content pane when reading
  • Default Mail Search defines the search to execute when you log in. The results of this search are displayed in the Content pane when you log into your The default search is

your Inbox. Therefore, when you log in, the results of your Inbox display. You can change this field to have another folder, tag, or a saved search displayed when you first open the Zimbra email Web Client. See Query language description for the syntax.

  • When a message arrives. When receiving a message you can set how you want to be notified: play a sound, flash the Mail tab, flash the browser title. See Setting up desktop alerts.
  • Forward a copy to. Specify an address to forward your email to. You can have the original email deleted from your Zimbra email
  • Specify whether to send an auto-reply message to incoming mail and set the start and stop date. This is frequently used as an away message or vacation message saying that you are out- of-office, and what the message should say. You can also specify a start and stop date for using this message. See Vacation message.
  • Read Receipt. Specify how to handle email messages you receive that are flagged to send a return read receipt message to the
  • Configure the Messages from me section to handle messages you send that include your address as one of the recipients of the message or that are included in an address, such as a mailing list that includes
  • Spam Mail Options. You can identify up to 100 addresses that you always want to block messages from being added to your Inbox and 100 addresses you want to make sure are always added to your Inbox and not sent to
  • If you are set up to use a POP3 client, you can configure the POP access behavior when messages are downloaded to ZWC. The POP access options are
    • Allow all mail, including old mail, to be downloaded
    • Allow only mail from now (today’s date) to be downloaded

Categorizing email messages

Several methods for categorizing email messages are provided. You can use these along with the Search feature to quickly locate and retrieve messages. Methods you can use are:

  • In Preferences>Mail>Filters, you can create rules for classifying inbound mail according to items in the subject line, sender, recipient, or other characteristics.
  • You can create folders to organize your messages and you can move mail from one folder to another. For example, taking a mail out of a “To Do” folder and moving it to a “Done” folder.
  • You can use tags as labels on email messages and then use the Search feature to show all mail with a certain tag.
  • You can have messages grouped by conversation. This built-in feature automatically groups all sent and received email messages with the same subject into a single conversation.

Printing a conversation

To send all messages within a conversation to the printer:

  1. In the Conversation view, right-click the conversation to be
  2. From the list, click Print.

A separate window appears showing all the messages in the conversation in a single scrolling window.

  1. In the Print dialog, choose a printer and click OK to send the conversation to the selected
  2. Close the message

Moving email messages between folders

You can transfer email messages or entire conversations from one folder to another:

  • Drag and drop the item over the desired folder in the left-hand
  • Select the items, right-click, and select Move. In the Move Message box, select a destination folder, and click OK.

If you are moving a few messages within a conversation, the conversation appears in both places. The Conversation Detail View window shows the new location of the message that was moved.

Recovering deleted items

The Trash folder is available for each application in your account. When you open the Trash folder from the application, only items for that application are displayed. But when you select Empty Trash from any application, items from all applications are deleted.

Before you empty the trash folder, you can recover files from the Trash by dragging and dropping them into another folder.

If Recover Deleted Items displays when you right-click the Trash folder, you have the ability to recover items you deleted from any of your Trash folders.

  1. Right-click on the Mail Trash folder and select Recover Deleted
  2. Select one or more items to
  3. Click Recover To and select the destination folder or create a new
  4. Click OK.
  5. Click Close.

Items deleted from Trash can be recovered within 30 days of deleting them from the Trash. After 30 days, the items are permanently deleted.

Messages left in the Trash may be automatically purged, in which case you cannot recover them.

About composing email messages

You can compose and send your email messages as soon as you write them, or you can compose a draft and return to it later to finish and send.

The first step to composing a new message is to click   on the toolbar to open a blank compose page. You can also right-click the name in the From section of an email and select New Email, to open a blank compose page.

Depending on your Mail preferences, either a Compose tab appears in the Application toolbar and the compose page opens or a separate compose window opens. You can have multiple Compose tabs open and you can move between the different tabs on the toolbar.

On the Compose page type the email address of the person or persons to whom you are sending the message in the To: field.

  • You can click To to look up a person’s email address in order to search through your contacts or the global address list if
  • To add BCC addresses, click Show BCC next to the Cc: text field in the message

If you have set up different personas, the From field displays in the compose page. Select the persona to use as the From address.

You can either compose your message in HTML or in plain text. The default format is configured in

the Preferences>General page. To quickly change the format for this message only, clickOptions on the compose toolbar and select either HTML or Plain Text.

  • Format As HTML lets you format your message with different font styles, create tables, add color, and insert hyper
  • Format As Plain Text produces text with no style or formatting. Any computer can read this type of

When you work in your Zimbra email accounts, you can request a return receipt. Click Options on the compose toolbar and select Request Read Receipt.

You can attach files, including pictures, documents, spreadsheets, and audio files to your message.

About composing email messages

You can compose and send your email messages as soon as you write them, or you can compose a draft and return to it later to finish and send.

The first step to composing a new message is to click   on the toolbar to open a blank compose page. You can also right-click the name in the From section of an email and select New Email, to open a blank compose page.

Depending on your Mail preferences, either a Compose tab appears in the Application toolbar and the compose page opens or a separate compose window opens. You can have multiple Compose tabs open and you can move between the different tabs on the toolbar.

On the Compose page type the email address of the person or persons to whom you are sending the message in the To: field.

  • You can click To to look up a person’s email address in order to search through your contacts or the global address list if
  • To add BCC addresses, click Show BCC next to the Cc: text field in the message

If you have set up different personas, the From field displays in the compose page. Select the persona to use as the From address.

You can either compose your message in HTML or in plain text. The default format is configured in

the Preferences>General page. To quickly change the format for this message only, clickOptions on the compose toolbar and select either HTML or Plain Text.

  • Format As HTML lets you format your message with different font styles, create tables, add color, and insert hyper
  • Format As Plain Text produces text with no style or formatting. Any computer can read this type of

When you work in your Zimbra accounts, you can request a return receipt. Click Options on the compose toolbar and select Request Read Receipt.

You can attach files, including pictures, documents, spreadsheets, and audio files to your message.

Composing a new mail message

To compose a new mail message:

  1. Click  from the
  2. In To: enter the user’s address or click the To: link to search for an address from you address books or the company directory (Global Address List).

If you add a distribution list, you can click Expand to see who is on the distribution list. You can select individual addresses or you can send to all members of the distribution list.

  1. If you want a return read receipt, click Options and select Request Read Receipt..
  2. Complete subject
  3. Compose the

To check the spelling in the message, click Spell Check.

  1. To add an attachment, click and browse to the file or drag and drop the file from your computer to the email
  2. Add your signature. If you have different accounts set up, in the From drop down, select the email address to use for this email. If you have a signatures style defined for the account, clickSignature on the Compose toolbar to add that
  3. Click Send to send the

If you don’t want to send the message immediately, instead of clicking Send, click the arrow next to Send and select Send Later. In the Specify Message Send Time dialog enter the date and time to send the message. The message is saved in the Draft folder and is automatically sent on that date and time.

Setting your preferences for the email compose window

The following options are on the Preferences>Composing tab:

  • Compose. Select your default text editor, either HTML or plain

Set the default font settings to be used when using HTML to compose in Mail, Documents and Calendar. You can define the font style, size and color to use as your default style.

  • Reply/Forward using format of the original message. Even if your default text editor is different from the message received, check this box to reply to the message in the same format as received. This is useful to make sure the recipient can get the message in the best format they can read.
  • Reply/Reply All. Select whether to include the original text in the body of your reply message. You can choose to include original text, not include it, include it as an attachment, include it in the body with a prefix that you choose, or include only the most recent message. (In other words, it will quote only what was written by the person who sent the message, and not previous text.) When Include headers is enabled, the original messages’ To/From and Subject header details display in your
  • Forward. Select whether to include the original text in the body of when you forward a message. You can chose to include the original message and headers with the prefix below or include original message as an attachment. When Include headers is enabled, the original messages’ To/From and Subject header details display in your
  • Prefix. Specify whether to prefix each line with > of | for the previous email messages that are forwarded or replied to, if you chose to quote original
  • Sent Messages. By default, Save a copy to Sent folder is enabled. Copies of messages you send are saved to your Sent folder. You can check Do not save sent messages if you do not want

Automatically add your signature

You can create different signatures and assign them to a specific address you have created. See Mail Identities.

If you use HTML to format your signature, you can link your company name to the web site and you can add images, such as a logo, to your signature.

Example of a signature

John Smith

Vice President of Engineering Widgets Division

Acme Corporation, Inc.

303-555-1212 x111

john.smith@example.com

To create a signature

  1. Open Preferences and select Signatures.
  2. Click Add Signature and type the name for this signature in the Signature Name
  3. Click Format As HTML to customize your signature if you want to create a signature
  4. In the Signature text box, type the signature information exactly as you want it to appear in your messages. If you use HTML, you can select from fonts, size, and color for text and add links and images to your signature. Images can either be downloaded or you can link to an image
  5. In the Using Signatures section, select where the signature should be placed in your messages. Select Above included messages to add your signature at the end of the your composed, replied to, or forwarded text. Select Below included messages to add the signature at the end of the
  6. Click Save.
  7. To apply this signature to your account name, go to the Accounts folder, select the account persona name and in the Signature field, select the signature name from the drop

Adding Cc: and Bcc: addresses

The abbreviations Cc: and Bcc: stand for carbon copy and blind carbon copy, respectively.

  • Cc: lets you send a copy of a message to someone who’s interested, but is not the primary recipient. All Cc’ed recipients see the entire list of addressees when they read the
  • Bcc: lets you send a copy of a mail message to someone without their address appearing in the copies of the message sent to other

To enter Bcc: addresses for a new mail message

  1. In the compose window, select Show BCC.
  2. Click the To:, Cc: or Bcc: button that appears next to the address fields to bring up the address selection dialog if desired. Otherwise, enter your addresses directly in to the desired

You can send a mail message without any addresses in the To: field, as long as there is at least one address in either the Cc: or Bcc: fields.

Schedule emails for future delivery

You can compose an email and schedule email delivery for a future date. The email message that is delayed is saved to your Draft folder. Once the specified date and time is reached, the email is sent and a copy of the email is moved to the Sent folder.

  1. Compose your message.
  2. Click the Send arrow in the toolbar and select Send ..
  3. In the Specify Message Sent Time, enter the date and time to send the message. Click OK.

The message is saved to your Draft folder. When you open the message, the scheduled send time is shown in the header.

To change the time or cancel the future delivery, click Edit.

Requesting a return receipt 

You can flag a message that you write to have a return receipt message sent back to you when the recipient opens your message. When you compose a message you select Return Read Receipt from the Options menu on the Compose toolbar. The recipient can choose to return the read receipt or not.

In Preferences>Mail Read Receipt section, users can set their preferences for messages that are flagged with a return receipt request. The following options can be set:

  • Never send a read receipt. This is the default. When a message is received with a return read receipt request, the request is ignored. The recipient is not aware of the
  • Always send a read receipt message. A return read receipt message is automatically sent when the message flagged for return read receipt is
  • Ask me. Recipients are asked if they want to send the return

A return read receipt message is not sent if a recipient selects more than one message and right-clicks and selects Mark As Read.

Attaching files to your message

When you compose an email message, you can attach files from your computer, from Briefcase files, contacts in your address books, and email messages .

To add attachments using the Add Attachment link:

  1. Compose the message as described in Composing a new mail message.
  2. Click . The Attach File(s) dialog displays tabs for My Computer, Briefcase, Mail, and Contacts. Select the tab for the attachment
    • My Computer. Browse to any folder on your computer and select the file. Select the file and click Open, or you can drag and drop files from a folder to the compose message header .
    • Briefcase. Select the briefcase folder. Files in that briefcase display on the right. Check the files you want to
    • Mail. If the email is not in your Inbox, select the folder. You can search for a message in the folder you selected. Email messages display on the right. Select the message to attach.
    • Contacts. Select the address book. The names in the address book are displayed on the right. You can search across your address books for a name. Check the names to attach. They are attached to the message as .vcf

3. When all the attachments in that tab have been added, click Attach.

4. Click Send to send the message and the

To add attachments from your computer with drag and drop

  1. Select one or more files and hold down the cursor on the file(s) to be
  2. Drag the file(s) to the message header area and release the cursor. The file names are displayed in the

Zimbra email

Removing an Attachment

To remove an attachment, uncheck the box next to the attachment before you send the email message.

Using HTML editor

You can compose your messages using HTML as the rich-text editor. Messages created using HTML can have text formatting, numbering, bullets, colored background, tables, and links which can make messages easier to read.

 Note: Some email clients may not accept messages formatted in HTML.

You set the HTML editor as your default editor and set the default font settings, including style, size, and color from the Web Client Composing Preferences page.

Saving messages as drafts

You can save your message as a draft to be completed and sent at a later time. Draft messages are saved in your Draft folder until you send them or delete them from the folder.

You can enable a preference to automatically save your email as a draft while you are composing the message. You can also click Save Draft while composing to save the message as a draft.

Setting your Preferences to automatically save drafts

Go to the Preferences>Composing tab and enable Automatically save drafts of messages while you are composing. Messages you compose are automatically saved as a draft every few minutes.

To save a message manually:

  1. Compose your message as described in Creating a new mail message .
  2. Click Save Draft.

The draft message is saved to your Drafts folder.

To retrieve a draft message

  • Open the Drafts folder, click on the message, or select the message and click Edit in the

You can compose and send the completed message as normal. When sent, the message is removed from the Drafts folder.

Replying to mail messages

You can reply to the sender of a message or you can reply to the sender and all recipients of the message.

  • Reply replies only to the sender of the original message. It does not include any other addresses that might be in the To: or Cc: fields. Clicking Reply opens a new mail compose page and populates the To: field with the name of the person who sent you the
  • Reply to All includes all recipients from the previous message. You can use this option if you want everyone who saw the previous message to also see your

Using Reply only preserves the body text. Attachments from the original message are not included in the reply.

Clicking Reply or Reply to All opens the Compose page, with the text from the old message preserved.

Depending on how you set your composing preferences, the text from previous messages may have a character showing the number of previous exchanges that have occurred since this text was written. For example if the reply is part of an ongoing conversation, and you have the option Include original message set and Use prefix checked, the text from each part of the exchange is shown with either a > or

| prefix.

> Previous message

> > Message before previous message

> > > And so forth

Note: If the message is in a conversation, changing the Subject: line will cause your reply to appear in a new conversation.

To reply to a message:

    1. With the message open, click Reply or click the arrow to select Reply to All. A new message window is displayed with the addresses in the header and the original message in the
    2. Type your
  1. If you want to change which part of the original message should be included in the reply, click Options on the compose toolbar. Your default option is marked but you can change it for this email
  2. Click Send.

Forwarding an email message

You can use Forward to send a mail message to someone else. Forwarding a message includes all file attachments, whereas using Reply preserves the body text and does not include the attachments.

How your message is forwarded can be set up in Preferences>Composing. You can select whether to include the original text of the message and message header To/From and Subject header details in your forwarded message, or you can select to include the original message as an attachment to your email.

To forward a message:

    1. Open the message to be
    2. On the toolbar, click . A compose window opens. The text of the forwarded messageappears in the body unless you have chosen to forward messages as attachments in the Mail Composing
    3. Enter addressees in the To:, Cc:, or Bcc:
    4. Optionally, add a few lines of new text at the top so that the recipient knows why you decided to forward
    5. Click Send.

Your Address Book

Address Book is where you can store contact details. By default a Contacts and an Emailed Contacts address book are created in Address Book. You can create additional address books and share them with others.

You can add contacts to any of your address books. Only a name is required to create a contact, or you can create detailed contact forms that include full name, multiple email addresses, work, home, and other addresses, phone numbers, and an image. You can also create group contact lists.

The Emailed Contacts address book is populated when you send an email to a new address that is not in one of your other address books. You can disable this feature from Preferences>Address Book.

Your email administrator can set a maximum limit for the number of entries you can have in all of your address books. When you reach this maximum, you cannot add any more contacts. However, you can delete unused contacts to free up space.

When you compose an email, the auto-complete feature displays a list of names from your address books that match the text you are typing.

Sharing your contact lists

You can share any of your address books. This is useful if your address books are for specific categories of contacts and want other users to have access to the names. Depending on the role you assign to the grantee, the shared contacts list can be view-only or can have full access privileges to edit, add, and delete names.

Additional address book features

Other features include the ability to:

  • Apply tags to contacts
  • Import and export address books

Types of address books available

Two types of address lists are supported in the Web Client:

  • Your personal address books, which consists of contacts you maintain. A Contacts and an Emailed Contacts address book are the default address
  • A Global Address List (GAL), sometimes called Company Contacts, is available to users within your organization. The GAL may contain convenience features such as distribution lists to facilitate communicating with an entire

You cannot edit GAL entries. You can, however, import an address once it appears in email you send or received. You can add additional contact information when the name is in a list in your Address Book.

Setting your address book preferences

Use the options on the Preferences>Address Book folder as follows:

·         Settings

    • Select Add new contacts to “Emailed Contacts” to automatically add addresses to your address book when you send email. If this is enabled, addresses are saved to your Email Contacts
    • Initially search the Global Address List when using the contact picker can be enabled if you frequently need to find addresses that are in your company’s address directory but not in your address

·         Autocomplete

  • Enable Include addresses in the Global Address List if you want to be able to see addresses from the company’s address book (Global Address List) when you type an email
  • Enable Include addresses in shared address books if you want to be able to see addresses in address books that are shared with you when you type an email

Note that if you enable either of the two above features, when you type in an address, you may get many false addresses listed if these address lists are very large.

  • When Perform autocomplete when a comma is typed is enabled, autocomplete recognizes the comma as a “command” to make a quick completion of the name and automatically add it to the recipient
  • When Don’t show contact group if one of its members matches is enabled, when autocomplete is used to enter user addresses, contact group lists that the users are in are not displayed in the auto-complete

Adding contacts automatically

Contacts can be quickly added to your address books when you select an address on an email message and right-click to add the email address to your address book. Also, if you checked the Address Book preference to Add new contacts to “Email Contacts”, when you send an email to a new address, the address is automatically added to your Emailed Contacts list.

Adding contacts from message header

You can quickly add email addresses to your address books. You can add email addresses from mail header’s From:, To:, Cc:, or Bcc: lines. You can do this from any message or conversation view.

  1. When you pass your mouse cursor over an address, a tool tips displays the full email address associated with that name. If the name is already in an address book, both contact information is displayed. If the name is not in one of your address books, only the email address is displayed.

Zimbra email

 

  1. Right-click on the address, select Add To Contacts to add the name to your contacts list. The contacts form opens and displays the name

You can add additional contact information and select which address book to save the contact information.

Adding contacts when sending a message

An Emailed Contacts address book is automatically created in your mailbox. In your Preferences, Address Book tab, If you checked the setting Add new contacts to “Emailed Contacts”, new contact information is automatically added to this address book.

Creating group contact lists

The Contact Group List feature allows you to create contact lists that contain multiple mailing addresses. When you select a group contact name, everyone whose address is included in the group list is automatically added to the address field of the message.

To create contact group lists

You can select addresses from your company directory (GAL) and from your address books, and you can type in addresses. Note: email addresses you type are not verified.

  1. On the toolbar, click New and select New Contact Group. The New Contact Group form is displayed.

If you want to create the group list in an address book other than Contacts, before you start, select the address book and then click New>Contact Group.

  1. Note: You can move a contact group to another list after it is created.
  2. In the Group Name field, type the name of this group
  3. To add members to this group, in the Find field, type a name and then select whether to search in the GAL or in your personal and shared contacts. Click Search.
  4. Names that match your entry are listed in the box below. Select the names to enter and click Add, the names are added to the Group Members

You can also add email addresses directly in the Group Members list box. Typed addresses can be separated by a comma (,), semicolon (;) or Return to start the address on a new line.

  1. Click Save on the toolbar. The new group contact is added to your address The icon  shows that the contact name is a group contact.

About Zimbra Calendar

The Zimbra Calendar lets you track and schedule your appointments, meetings, and events. Calendar includes the following features:

  • Create different personal calendars
  • Create appointments and schedule meetings and mark them as private or public
  • Create all-day events
  • Use the QuickAdd dialog to quickly create an appointment
  • Display your free/busy status
  • View other peoples free/busy schedules to facilitate group scheduling
  • Create recurring appointments
  • View your calendars by various views, including day, 5-day work week, 7-day week, list, month, and schedule views
  • Quickly view your calendar schedule for the day from email messages or from the mini-calendar
  • Accept/Tentative/Reject an invitation with one click
  • Set meeting reminders and notification method
  • Delegate manager access to your calendars
  • Share your calendars with others
  • Print your calendars
  • Import or export your calendar

To open the Calendar view, select the Calendar tab. The Work Week view is the default and is displayed when Calendar is opened the first time.

You can change the default view that is displayed from the Calendar tab in the Preferences page. You can change the view for this session-only from the View link on the Calendar page.

Creating calendars

One calendar is created for you, and you can create additional calendars to keep track of different type of functions. For example, you can create a calendar for work, for personal, and for company activities.

You can select the Schedule view to see the calendars side-by-side.

To create a calendar

  1. Select the Calendar
  2. In the Calendar Overview pane click , or on the toolbar  click the arrow and select Calendar.
  3. In the Create New Calendar dialog, type the name of the calendar and select a color to display the Calendar activities.
  4. If you do not want the calendar activities to be viewed by others, check Exclude this calendar when reporting free/busy times.
  5. To create a calendar and synchronize appointments from a remote calendar, check Synchronize appointments from remote calendar. Enter a valid iCal file URL for the remote
  6. Click OK. The new calendar displays in the Calendar

Remote calendars are updated periodically according to the remote calendar polling intervals set by the system administrator.

Calendar view option

You can set up your calendar view to show the days of the week and the hours you work. In the Calendar Preferences page you can configure the following:

  • The default view that should be displayed when you open your calendar. The views are as follows:
    • Day view is one day’s activities
    • Work Week view displays Monday through Friday activities
    • Week view displays seven days of From the Preferences, Calendar tab, you can select which day is the first day of the week
    • Month view displays a month’s activities
    • List view displays each activity over a designated period of Each appointment is displayed on vertical line in the Content pane for the selected calendars. In List view, multiple appointments can be selected at once. You can delete or move appointments and tag appointments on local calendars
    • Schedule view displays each calendar in a separate column
  • The first day of your work
  • Customize your work week and hours. If you have an irregular work schedule you can customize your calendar to show which days and what hours you are

 Note: You can change quickly change the calendar view from View on the Calendar toolbar.

Deleting calendars

You can delete any calendar in your Calendars list, except your default calendar.

  1. Right-click on the calendar to be
  2. Click Delete.
  3. On the Confirmation page, click Yes.

The calendar is immediately deleted. There is no undo.

Turning off Calendar reminders

To turn off reminders for past due meetings, in the Preferences>Calendar page, remove the check from Show reminders for past-due meetings.

Working in Briefcase

Briefcase can be used to share and manage documents that you create in Briefcase or document and images that you upload to your Briefcase. Briefcase lets you save files in your account so that you can access these files whenever you log in to your account from any computer.

You can upload documents, spreadsheets, presentations, images, pdf files from your computer or your computer network and you can save attachments sent with your email messages to a Briefcase folder. You can create different briefcase folders to organize the files and you can share the briefcase folder with others.

Files you upload to Briefcase are copies of the original file on your computer. Changes you make to a file in your briefcase does not change the original file.

  • Creating Briefcase folders
  • Uploading files
  • Adding email attachments
  • Viewing files
  • Sharing your Briefcase

Creating Briefcase folders

  1. Click the Briefcase
  2. Select Briefcase from the New list on the
  3. The Create New Briefcase dialog displays. Type a name for the new Briefcase

This name must be unique within the hierarchy of your mailbox folders. Briefcase folders cannot have the same name as any top-level folder in your Zimbra email, calendar, or address book. For example, if you have a calendar named Holidays, you cannot name a top-level Briefcase Holidays. Holidays could be a name of a briefcase within another briefcase.

  1. Select the folder hierarchy. You can create a new top-level briefcase, or you can place it under an existing
  2. Click OK. The new briefcase displays in the Overview

Uploading Files

Uploading a file transfers a file from your personal computer to your email account. This makes the file available any time you log in to your account. Your account quota determines how many files can be uploaded to your Briefcase.

To upload files

  1. Open Briefcase and on the toolbar click Upload File.
  2. In the Upload New File to Briefcase dialog click Browse to find the files to upload. You can select multiple files to upload at once if the files are in the same directory. To add other files, click Add and browse to the

When you upload a file with the same name as an existing file, an Information dialog displays a warning. If you click No, the file is not uploaded.

  1. When all files are uploaded, click OK. The files are displayed in the breifcase

 

Email attachments can quickly be added to your briefcase.

  1. To add the attachment, click on the Briefcase link that is in the message header next to the attachment
  2. In the Add to Briefcase dialog, select the destination folder or create a new briefcase
  3. Click OK.

Viewing Content in Preview Panes

You can select to preview files in your Briefcase folder in the preview pane.

  1. Click View on the Briefcase
  2. Select a preview

Sharing your Briefcase

Briefcase folders can be shared with others in your organization and outside of your organization. You can give permissions to others to create and edit the content of a briefcase or just view the pages.

Working with files in Briefcase

Opening files in Briefcase

You can open files in your Briefcase from any computer. You must have the appropriate software application to open and read or update the file. Common file formats such as text files, HTML files, and images such as .gif or .jpg files can be opened in a variety of programs.

To open a file, right-click on the file and select Open.

 Note: Double click also opens the file.

  • If the type of file is unknown, a dialog displays asking what to do with the file, save the file to disk or open with a specific
  • If you have shared the Briefcase with others, you may want to check out the file to prevent other users from editing the file in
    • Right-click on the file and select Checkout File. You can either open the file or save the file to your
    • After you make your changes, upload the file. If the file being upload is the same name as the file in your briefcase folder, an Upload Conflict dialog displays. If you select Yes, the file is uploaded and a new version of the files is created. If you select No, the file is not uploaded. You must change the file name or upload it to another briefcase
  • If the file type is a Zimbra document, double click to open the file in a browser You cannot edit a Zimbra document from this view.

Editing a Zimbra document file

  • Right-click on the Zimbra document file and select Edit. The file opens in a new browser
  • Edit the page and click Save and Close to close the If you do not want to save your work, close the browser tab.

 Note: When you click Save or Save and Close, a new version of the file is created.

Moving files

You can move files from one briefcase to another.

  1. Select the file(s) to
  2. On the toolbar, click .
  3. Select the destination folder or create a new briefcase
  4. Click OK.

Tag files

You can tag files.

  1. Click on the file and on the toolbar, click .
  2. Select the tag. You can see tags in Detail view
  3. Click OK.

Create a new document

You can create a document in Briefcase, design the content layout using the rich-text format tools. You can check the spelling on the page and use keywords to easily create links to other pages.

  1. Click on the briefcase folder you want to work The Document List pane displays the files already in the briefcase
  2. In the New list on the toolbar select Document. A blank Zimbra Docs page
  3. In the toolbar, enter the name for the
  4. Compose the content of the page. You can use the default rich text editor to add styles, color, and tables to your page

Zimbra email

  1. Click Save to save the file and continue working. To close the document without saving click the X in the browser tab. Click Save and Close to save the file and return to the Documents List page.

When you save a document the document version is changed.

Sending files from your Briefcase

While working in Briefcase folders, you can send a link to files in your Briefcase and you can send the actual file as an attachment to email messages. The recipients must have the appropriate software to open the files.

Email the link to a file

You can send an email that has links to files in a Briefcase folder. The recipient must have appropriate share permission to work with these file. Any modifications they make to a file are reflected in the file in your Briefcase folder.

  1. Open the Briefcase folder and right-click on the files that you want to send as
  2. Select Send link(s). A confirmation message displays asking that you confirm. Click Yes. The email compose page opens with the browser address for each link displayed in the
  3. Add the recipient’s email address and complete the email
  4. Click Send.

Email a file from Briefcase

You can send Briefcase items as email attachments directly from Briefcase.

  1. Open the Briefcase folder and right-click on the files to be sent. Select Send as attachment(s). The email compose page opens with the file
  2. Add the recipient’s email address and complete the email
  3. Click Send.

Sharing Folders

You can share your email, address book, calendar, tasks, and briefcase folders with others in your organization, external guests, and the public. Right-click a folder and in the dialog that appears specify the type of access permissions to give the Grantee. You can share with internal users who can be given complete manager access to the folder, external guests that must use a password to view the folder content, and public access so that anyone who has the URL can view the content of the folder.

When internal users share a folder, a copy of the shared folder is put in the Grantee’s folder list on the Overview pane. When the folder is selected, the content displays in the Content pane.

The Sharing page under Preferences helps you manage your shared items. This page shows the folders you shared with others and folders that are shared with you.

Granting access to your folders 

You can share folders with internal users or groups, external guests and the public.

Internal users or groups

You can share with others in your group or company. When you share with internal users or groups, you enter the email addresses and select the type of access to grant, either:

  • Viewer. The Grantee can view the content in the folder but cannot change the
  • Manager. The Grantee has permissions to view, edit, remove content, accept and decline calendar invitations or requests to share other
  • Admin. The Grantee has full permission to manage the folder, including view, edit, and remove content; accept and decline invitations, share your folder with other people or groups, or revoke access to a shared
  • None. This is an option to temporarily disable access to a grantor’s shared folder without revoking the share privileges. The Grantee still has the folder in their list but cannot view or manage activities in the

External guests

You can share external guests that must use a password to view the folder content. External guides cannot make changes to your folder. You create the password

Public URL

Anyone who knows the URL to the folder can view the folder content. The public cannot make any changes to the folder. When you select to share with Public, the URL for that displays in the Share Properties dialog is made accessible to the public.

Revoking access to shared folders

You can edit the access rights and revoke permissions at any time from the folder’s Edit Properties page or from the Preferences, Sharing folder.

Accessing a folder shared with you

When a folder is shared with you, you receive an email notification. When you select Accept in the email, the folder link is added to the Overview pane in your mailbox. When you click on the folder, you can see the contents of the Grantor’s folder.

You can also click Find Shares in the Overview pane to quickly find and add folders that have been shared with you. When the Add Share Folder dialog opens, items that have been shared with you through distribution lists are listed. In the Find Shares field, you can enter an email address to see if an item was shared with you from a specific address.

Related Topics

Managing items you share

You can share your email, address book, calendar, tasks, and briefcase folders with others either in your organization, external guests, or the public. You can share with internal users who can be given complete manager access to the folder, external guests that must use a password to view the folder content, and public access so that anyone who has the URL can view the content of the folder.

You can view and manage your shared items from the Preferences Sharing page. On this page you can do the following:

  • View folders that are shared with you, including those you have not accepted
  • View folders that you have shared with others, and take action such as edit, revoke or resend
  • Share folders with others

Managing from the Sharing page

Folders shared with me but not yet accepted

In this section, folders that have been shared with you but you have not yet accepted the share are listed. You toggle between two views:

  • Show folders shared with me through a distribution list. This option is selected by
  • Show folders shared with me by the following user. When you select this option, enter a name of a user that has shared an item with you. You can view information from one user at a time. The details are not

Folders shared with me that I have accepted

This section lists the folders where you have accepted the share. A description of the shared folder, including your role, type of folder and with whom the folder is shared, including the distribution list name.

Folders shared by me

In this section, your shared folders are listed, showing the address of the users you shared your folder with, the location of the shared item, the type of item shared (Mail, Address book, Calendar, Task list, or Briefcase), and the role you assigned to the user.

You can edit the share properties, revoke permissions to your share, or resend the invitation.

Share a Folder

You can share your email, address book, calendar, tasks, and briefcase folders directly from this Preferences folder.

  1. Select the folder
  2. Click Share.
  3. Select the item to share and click OK. The Share Properties dialog
  4. On the Share Properties dialog select whom to share

Internal Users or Groups External guests

Public

Sharing with a Distribution List

Instead of creating individual share requests, you can share items with a distribution list. Your system administrator sets up distribution lists and when you share an item with the list, you notify the administrator. The administrator publishes the shared item to the list.

When a new shared item is published, existing members of the list are automatically notified of the new shared item. Everyone in the DL has the same share privileges.

When new members are added to the distribution list they can be automatically notified about the items that are shared with the list and users can click Find Shares in the Overview pane to see the shared items that were published in distribution lists they are members of..

When a member is removed from the DL, the share privilege is revoked.

Sharing mail folders

You can share any of your mail folders, including the Inbox folder and sub-folders. You select the folder(s) and specify the type of access permissions to give the Grantee. You can share with internal users who can be given complete manager access to the folder, external guests that must use a password to view the folder content, and public access so that anyone who has the URL can view the content of the folder.

When internal users share a mail folder, a copy of the shared folder is put in the Grantee’s Folder list on the Overview pane. When the folder is selected, the content displays in the Content pane. The Grantee does not need to log on to the Grantor’s mailbox. If the Grantee is given manager or admin permission, the Grantee can open the Grantor’s folder, create items, and respond to requests for that person.

Scenarios for sharing a mail folder

  • Your sales department wants one central mailbox for all email messages requesting information about your product, and everyone in sales should be able to view email messages immediately when they come in. You can give everyone in the department permission to view the mail folder and they can copy the messages to their mailbox, or you can give them permission to manage the mail folder and they can reply on behalf of this
  • A manager is often out of the office and does not have time to respond to her email messages. When the manager delegates access to her Inbox mail folder, her assistant (grantee) can manage the content of her mail, respond to messages on her behalf, create folders to organize message in that mail folder, and delete
  • Instead of sending email messages to dozens of addresses every time you have an announcement, you can identify one of your folders as a public folder that contains the email announcements. You can create shared access to only specific email addresses and set a password that must be entered to view the content, or you can make it a public URL for anyone who has the URL can view the

Sharing your mail folder

You can share any of your mail folders with the following:

  • Internal users or groups. You select the type of access privileges to grant to internal
    • Viewer. The Grantee can read the contents of the mail folder, but cannot make changes to the
    • Manager. The Grantee has permission to view, edit the contents of a mail folder, create new sub folders, send email on your behalf, and delete email
    • Admin. The Grantee has full permission to view, edit the content of the mail folder, create new sub folders, send email on your behalf, delete email messages, and share your mail folder with
    • None is an option to temporarily disable access to a mail folder without revoking the share privileges. The Grantee still has the mail folder in his mailbox but cannot view or manage activities on the grantor’s mail
  • External guests. You create a password for the mail folder that guests must enter to view the email messages. They cannot make any changes to the information they
  • Public. Anyone that knows the URL to the mail folder can view the email messages. They cannot make any changes to the

To share your folders

You can select any mail folder level to share. If you select to share the top-level mail folder, all mail folders within that mail folder are also shared.

  1. Right-click on the mail folder you want to share. Note: You cannot share the Trash or Spam
  2. Click Share Folder. The Shared Properties dialog displays. Select whom to share with, Internal user or groups, External guests, or
  3. Depending on with whom you share, you do the following:
    • For Internal users or groups, enter the email addresses and in the Role area select the access
    • For External quests, enter quest’s addresses and the password to enter to view your mail folder.
    • For the Public, direct the public to the URL that display in the URL For example, you could copy and email this URL to those you want to view the page.
  1. In the Message area select which type of message to This message can be sent to internal users and to external quests. The options are as follows:
  • Do not send mail about this share. No message is
  • Send standard message. The standard share notification message is sent to the email This message includes the name of the mail folder that is being shared, your address, the grantee’s address and the role assigned with a list of the allowed actions.
  • Add a note to standard message. You can add additional information to the standard message.
  • Compose email in new window. Create and send a new email
  1. Click OK.

   Note: Remember, if you selected Public, you will need to notify the public of the URL.

Editing access to a shared folder

 Note: Available for Zimbra accounts only.

You can change the permissions or revoke the share at any time.

  1. Right-click a folder you shared and click Edit Properties. In the Sharing for this folder section on the dialog, users sharing the folder are
  2. Click Edit to change permissions, or click Revoke to remove
  3. Select whether a message describing the change should be
  4. Click OK.

Accepting access to a shared mail folder

 Note: Available for Zimbra accounts only.

If you receive an email notice that you have been granted access to share another person’s mail folder, you can accept or decline the share.

When you accept the share, the shared mail folder displays in your Folders list in the Overview pane.

To accept

  1. Click Accept Share in the email. The Accept Share dialog opens and describes the role granted to you.
  2. Before you accept, you can change the mail folder name and select a color to high light the folder.
  3. (Optional) Select to send a confirmation back to the
  4. Click Yes. The mail folder is added to your folder list. The message is moved to your Trash

5.   Working within a shared mail folder

  1. Note: Available for Zimbra accounts only and you must be connected to the Internet.
  2. When you accept to share a Grantor’s mail folder, the mail folder is displayed in your Overview pane. When you open the folder, you see the content of the folder. This information is not actually saved in your
  3. You can open the email and if you were granted permissions of Manager or Admin, you can reply to, forward, or delete the message. Copies of the messages you send are saved in the Grantor’s mailbox and if you delete something from the Grantor’s mailbox or mark it as spam, it is moved to the Grantor’s Trash folder or Spam
  4. If you have access to more than one of the Grantor’s folders, you can move the contents from one folder to another folder in the Grantor’s mailbox. You can copy an email message from the Grantor’s folders to your mail folders, and the Grantor’s mail folder also retains a
  5. You can create folders within the shared mail folder and the new folder you created appears in the Grantor’s

Using Search

Searching lets you find messages, contacts, appointments, and Briefcase files. You can search by specific words, by dates, time, URL, size, tag, whether or not a message has been read, whether it has file attachments or attachments of a particular file type and more.

Zimbra Collaboration Server offers two search tools:

  • This is a quick search that executes whatever search query is currently displayed in the search text box. You can enter one of the search key words in the search field and a list of possible search arguments is automatically displayed. In addition, the drop-down arrow at the left of the search box allows you to select which type of items to search for. You can select to search within messages, your contacts, including company contact lists, tasks, appointments and files. This is an aid to quick searches as described in Quick-search settings.
  • Advanced search opens a new pane and makes it easier to execute more complex searches. You can save your advanced search queries and re-execute them at a later

Searching with key words

If you know where to search for your item, you can enter one of the following keywords followed by a colon in the Search field and a list of possible options to select is displayed.

  • tag:
  • in:
  • under:
  • is:
  • has:
  • type:
  • attachment:

Searching for messages

If you are familiar with text-match searches or word-processing features such as the Find/Change in Microsoft Word, note that the content search in the Zimbra Web Client is slightly different from performing a literal string match.

ZCS search syntax works as follows:

  • You can search for phrases, but each word within that phrase is matched literally by whole-word only. Spelling variants are not allowed. For example, if you search for bananas, messages

with banana are not a match. You can search by domain name including the “.” (period)

  • Search is not case sensitive; South, south, and SOUTH are all the same
  • These special characters cannot be used in your search text. ~ ‘ ! # $ % ^ & * () _- + ? / { }[ ] ; : “
  • Special characters, such as trademark symbols that are part of a word, are removed when the word is indexed for search. When these special characters are used in a search query as part of a whole word search, they are ignored. For example, a search for Zimbra™ finds all references to Zimbra, including those without the trademark
  • The single asterisk * as a wildcard at the end of a word is supported. That is search for do* returns items with the word dog, door, etc. Note: A double-byte asterisk sign in a search query is not considered a wild card character and is ignored when the search
  • Searching for content will search the body of a message plus any (system-readable) file attachments it may have. A system-readable file attachment is a type of file that can be converted to HTML-viewable text. These include Microsoft Office documents (Word, PowerPoint, or Excel), as well as text files, but not image or audio files.

Quick search

A quick shortcut to searching is to simply type in a name or word, without any keywords. For example, to find all mail containing the word ” tim” anywhere in the subject line, To: From: Cc: or Bcc: lines, message body, or file attachment, you could simply type tim into the search box and click Search.

You can enter any value, such as a word, first name, last name, phone number, or domain name. For contacts in your address books, the field must be a whole word. For example, to search contacts by phone number you would have to enter the full phone number as it appears in the contact entry; you could not search just by the area code alone.

Before you can use the quick search feature, make sure that you have selected the type of item you want to search for. The drop-down arrow on the left of the search box allows you to select which type of items to search for. You can search for messages, personal contacts, personal and shared contacts, the Global Address List contacts , pages, or for all types. When you search for more than one type, the icon displayed in the list lets you know which type of items is included.

To quick search for contacts in your personal address book:

  1. Click the search menu arrow, , choose Personal Contacts.
  2. Enter a name or other contact data item in the Search text
  3. Click Search, to execute the

To quick-search for contacts in the corporate directory:

  1. Click the search menu arrow, , choose Global address list (GAL).
  2. Enter a name or other contact data item in the Search text
  3. Click Search, to execute the

To quick search for email messages:

  1. Click the search menu arrow, , choose Email Messages.
  2. Enter a word, name or other mail-related data item in the Search text
  3. Click Search, to execute the

To quickly search for email messages received on a specific day, right-click on the mini-calendar and select Mail. The content pane lists all mail received on the date specified.

Using Advanced search

The Advanced search features opens separate mini-panes to perform different types of searches. You can open multiple instances of each mini-pane. You might want to do this if you are going to run AND type searches.

Advanced search allows you to search by the following criteria:

  • No Attachment, Any Attachment, or Specific Attachment. If you select specific attachment, a list of attachment types is displayed.
  • Uses header information such as From, To, Subject, and Content of the email body.
  • Search for messages received after, on, or before a selected date. Open two Date panes to search between dates.
  • Search for messages where the address headers (From/To/Cc) contain addresses from certain domains. The domains are pre-defined with check boxes.
  • Limit search to selected folders only.
  • Saved Search. Open a search query you have saved
  • Search for messages that are larger or smaller than a specified size (bytes, KB, or MB).
  • Search for messages or contacts containing URLs, phone numbers, or other objects as defined by your Zimbra administrator.
  • Search for messages or contacts that are flagged or unflagged. Search for messages that are read, unread, forwarded, or replied to.
  • Search for messages or contacts that have a specific tag or a specified set of tags.
  • Search for messages that arrived within a time-frame, such as the last hour, this week, last month, etc.

Searching for messages

You can search for messages, conversations, or contacts

  • Using the Search text box to enter your query, as described in Quick-search settings.
  • Using the Advanced search to specify more detailed search

To search for messages using the Search text box:

  1. Enter search criteria in the Search box such as has:attachment or perhaps the sender’s name.
  2. Click the Search arrow,  and select the type of search from the
  3. Click Search.

To search for a message using detailed criteria:

  1. Click Advanced to open the Advanced search
  2. Click icons in the toolbar to open the pane for the type of criteria you want to use for your
  3. Enter the search criteria.

As soon as you enter a criteria in a search pane, or as soon as you have made any selection change in any other search pane, such as changing a radio button or a drop-down search option, the search executes.

Items matching the search criteria are listed in the lower right. If the Conversation feature is enabled, conversations containing messages that match the search criteria are listed.

 Note: To refresh the search results area, click Search.

Using tags to classify messages and contacts

Tags are your personal classification system for mail messages, contacts, tasks, and appointments. Using tags is an aid to finding those items. For example, you might have one tag for Immediate

Turnaround and another for Medium Priority. The mail messages that are tagged can be in different folders. You can search for a tag and all messages with that tag are displayed, no matter which folder they are in.

  • You can create as many tags as you
  • You can apply multiple tags to the same mail message and

Creating new tag definitions

You can access the New Tag feature in any of the following ways:

  • From the toolbar, click the down arrow next to New and choose Tag.
  • Select Tag from the
  • Right-click an item in a list view and choose Tag Conversation.
  • Right-click on Tags or a tag in the Overview pane and choose New Tag.

When the New Tag dialog appears. Enter a name and click OK. Tag names can have any character except the following

: (colon)

/ (forward slash)

(double quotes)

The new tag is listed under Tags in the Overview pane and can be applied to any mail messages or contacts.

Assigning tags to messages and other items

Tagging is similar to flagging, except that you can create and apply multiple tags to a single item in order to classify it under several categories simultaneously. After creating a tag, you can apply it to conversations, messages, or contacts.

To tag an item using drag and drop:

Drag and drop the tag from the left-hand Overview pane onto the item on the Content pane.

To apply a tag to an item using menus:

  1. Right-click the item from the Content
  2. Choose Tag Message (or Tag Conversation or Tag Contact, ).
  3. Choose the tag name from the list that appears. Only tags not already applied to the selected item are

To create a new tag and apply it to an item:

  1. Right-click the item from the list and choose the Tag menu option that
  2. Choose New Tag.
  3. Enter a name for the tag and click OK.

To remove a tag from an item:

  1. Right-click the item from the list and choose the Tag menu option that
  2. Choose Remove Tag. If the item has multiple tags, you can choose to remove one or all

To apply/remove a tag to multiple items at once:

  1. Select all the items to be tagged using Control-Click or Shift-Click.
  2. Right-click over any one of the selected items and choose the Tag menu option that
  3. Choose the tag to add or

To find tagged messages quickly:

Click a tag in the Overview pane.

Zimbra email

Alternatively, you can search for tags. In the Search field enter the query as tag: <“tag name”> and click Search. A query of tag:Purple would show all items that had a tag named Purple applied.

Zimbra email

Deleting tags

To delete a tag, right-click the tag name on the Overview Pane and click Delete. Deleting a tag also removes the tag from any item that had that tag. The items themselves are not deleted.

Flagging an email message

The flag icon in the message list is a yes/no indicator that denotes whether the mail message has been flagged. This can be used to indicate an action-needed item or to otherwise distinguish the message or conversation from a large number of other items of lesser importance.

To turn the flag on or off, click once directly over the flag icon for the message or conversation.

Setting up filter rules

Email filtering allows you to define rules to manage incoming and outgoing email messages. Filters automatically sort your messages according to the rules you set up.

You can filter your incoming email messages to:

  • Sort incoming messages into folders
  • Automatically tag messages
  • Forward messages
  • Mark the message as read or flagged
  • Discard messages

For example, you could define a filter rule to identify mail coming from your immediate supervisor and move it to a folder called “From My Boss” or to automatically move messages from a specific address to the Trash folder.

You can filter your outgoing messages to:

  • Sort messages that are saved in the Sent folder into other folders
  • Automatically tag messages
  • Forward messages
  • Mark the message as read or flagged
  • Discard messages

Filter conditions

Each filter is a rule with one or more conditions and a destination. Each filter rule can contain several conditions. For example, if your supervisor sends you emails from more than one address, such as jane.smith@company.com or from jane-smith23@yahoo.com, you can create one filter called “Supervisor” which has two conditions, one for each email address.

Conditions include:

  • Specific addresses in the From:, To:, Cc: addresses in the email header
  • Words or character strings in the subject or body of the mail message
  • The presence or absence of file attachments

All the conditions allow you to specify “not” as a negative condition. For example, you can specify mail that does not contain a particular word.

You can combine conditions to search for mail with more complex characteristics.

Any versus All

Conditions within a filter rule can be grouped using Any or All. The use of these terms is similar to the “AND” versus “OR” type searches described under the Search feature, with Any being OR and All being AND.

If you choose Any when defining conditions for a new filter rule, then a message that meets any one of the conditions is considered a match. However, if you choose All, every condition specified in that filter rule must apply in order for that message to match the filter.

Filter rule actions

Each filter rule can specify one or more actions. Actions include:

  • Leave the message in the Inbox (no action)
  • Move the message to another specified folder
  • Tag the message
  • Mark the message as read or as flagged
  • Discard the message. This action drops the email message silently. It is not the same as the Delete action on your menu. Deleting an item moves it to the Trash folder. The Discard action prevents the message from ever reaching your mailbox
  • Forward the message to another address

The Do not process additional filters action should be the last action within each filter rule. This prevents the application of any additional filter rules to email messages that match the current rule. If it is not specified, subsequent filter rules are evaluated for the mail message, even if the current filter is a match. You probably do not want to have the same message match more than one filter rule and undergo multiple, perhaps contradictory actions.

When filters are applied

Each incoming message is tested against your filter rules at the time that the mail is delivered and the filter actions are applied to matching messages at that time.

You can also run the filter rules over an existing set of mail items. In Mail Filter Preferences, the Run Filter button allows you to select multiple filters to run against selected mail folders.

Filter Order

The filters are applied in the order they are listed on Mail Filter Preferences. You can change that order.

Within each filter, the conditions are used to test each mail message. If the message meets the conditions collectively (using the Any or All designation as specified in the filter rule), it is considered a match. The order of the conditions within each filter is not important.

If the message matches the conditions, all actions associated with that filter rule are applied, in the order in which they appear in the filter.

Active versus: inactive filters

All filters currently defined are listed on the Options, Mail Filter page. The Active check box allows you to turn filters on or off without having to delete the filter rules.

Filtering your messages

Filtering applies a set of matching rules to incoming mail and then executes a specified action.

You can filter your incoming mail messages to sort them into folders, automatically tag them, forward them, or discard them. For example, you can create a rule as follows:

  • All mail from your supervisor goes in “Management Directives”
  • All mail from the “corporate-events” mailing list is tagged with the “Events”

To create or edit a new filtering rule:

  1. Click the Preferences
  2. Open Filters and click New Filter.
  3. The Add Filter dialog displays. This is where you define the rule and the destination for the new filter.
  4. In Filter Name, type a unique name for the filter
  5. In the line If xxx of the following conditions are met, choose a grouping
    • Any means that if any of the conditions in the filter are met, apply the
    • All means that all of the conditions in the filter must be met in order to apply the filter action.

The following steps can be repeated to set up multiple conditions and actions within a single filter. Click the + link to set up multiple conditions.

  • Select from the first drop-down list which condition to
  • Choose a comparison The options displayed depend on your choice in the previous drop-down. For example, “is” or “is not” could be shown.
  • Enter a word or phrase to compare against in the text

Click  , to add more conditions. You can continue to add more conditions or proceed to the next part, which is to add one or more actions.

  1. In the Perform the following actions area, choose an action from the drop-down list. Specify a folder or tag name, if necessary. What you specify depends on the action you choose. Click , to add more actions. You can continue to add more actions or click OK to
  2. At the top of the Add Filter dialog is an Active check Check this box to turn on the filter rule.You can uncheck the Active box if you do not want a rule to run.
  • Changes to filter rules are saved immediately. The filter will be applied automatically to all new incoming mail messages as they arrive.Check Do not process additional filters, if this is the only filter to be run on messages that meet the conditions of this filter. The Do not process additional filters action should be the last action within each filter rule. This prevents the application of any additional filter rules to email messages that match the current

You can also run the filter rules over existing mail. In Filters Preferences, click Run Filter and select the mail folders to run against the selected filter.

Filter conditions and actions supported

Filter rules are not case-insensitive, meaning that the rules ignore capitalization.

Conditions

Comparison fields include the following:

  • Use this to specify a name in the From: header of an email message.
  • Same as From, but looks for specified names in the To: header.
  • Same as From, but looks in the Cc: header.
  • To or Cc. Same as From, but looks in both To and Cc
  • Looks in the message’s Subject header.
  • Header Named. When this option is selected, an additional text input field appears before the comparison operator (the “contains” portion). This option allows you to specify any email header. You can specify not only the standard fields of To: or From: but also Date, Reply-To, or other custom fields that may be included in the message header. You can use this option to filter out email messages that have “malformed” headers, meaning they do not contain certain information that is normally considered standard for an email Sometimes spam, which is automatically generated, omits information such as the Sender or Reply-To fields. Use the second text field (the field immediately to the right of the comparison operator) to specify the header to test for.
  • Use this to select email messages that are larger or smaller than a specified size. The size of the email includes any file attachments. You can use this to discard email messages that are too large.
  • Use this option to specify email messages sent before or after a specified date.
  • The options for Body are Contains/Does not contain, and this allows you to specify matching words in the body of the email. You cannot filter for words in file attachments.
  • Is a read receipt. Read receipt messages can
  • You can filter for email messages that have, or don’t have, file attachments.
  • Address In. Tests for the presence of an address in your contacts. The next field allows you to specify which
  • Calendar Invite. You can filter calendar-related Comparison operators include the following:
  • Matches exactly/does not match exactly. Specifies an exact match. For example,specifying Subject matches exactly Banana would only match “Banana” and not “Bananas” or “A truck full of banana leaves”.
  • Contains/does not contain. Specifies that the subject line must contain the specified substring. For example, specifying Subject contains Banana would match “I’m going bananas”.
  • Matches wildcard/does not match wildcard condition. The wildcard * is a character used in the mail filter comparison field to represent one or more characters in the filter. For example, specifying Subject matches ” banana*” would match “bananas” or “banana-leaf casserole” but not “my banana-leaf “
Actions
  • Keep in Inbox. Saves mail to Inbox. If none of the filter rules match an email message, this action takes place by
  • File into folder. Moves the mail to a specified
  • Deletes the mail message without delivering it. The message is not in any of your folders, not even Trash.
  • Forward. Forwards mail to the address you
  • Select as Read or as Flagged.
  • Tag with. You can tag matching messages with a selected
Multiple Actions

You can create a filter rule made up of multiple actions. The combinations of actions in your rule are interpreted as follows:

  • If combined with other actions, discard is ignored and the other actions take place.
  • File into folder. Multiple “file into” actions results in multiple copies of the message being stored in different folders. If a specified folder does not exist, the message is saved to the
  • Tag/Mark. These actions apply to the message returned from the nearest preceding action. In the case of multiple “File into” actions, this could result in some copies of the message stored without a tag, and others stored with a
  • Keep in Inbox. Multiple “keep” actions can be specified, but only one copy of the message is saved to the
  • Forward to Mail is forwarded to the address specified.

Setting your user preferences 

Your default user preferences are configured when your account is created. These preferences define how your Zimbra Web Client features work.

You can change these settings from the Preferences tab. The preference pages display in the Overview pane. If an option described here is not visible in your view, it is not available for your account.

You can set preferences in the following folders. Click the folder name for a description of the content.

  • General
  • Mail
  • Composing
  • Signatures
  • Address Book
  • Accounts
  • Mail Filters
  • Calendar
  • Sharing
  • Notifications
  • Mobile Devices
  • Import / Export
  • Shortcuts
  • Zimlets

Changing your user preferences

Your default user preferences are configured when your account is created. These options define how your mailbox, address books, and calendar applications work.

You can change the settings from the Preferences tab. If an option described here is not visible in your view, it is not available for your account.

The general direction for changing your preferences is as follows:

  1. Click Preferences.
  2. In the Overview pane, click the folder containing the preference you want to change. See the Help topic for each of these folders for specific
  3. Change the
  4. Click Save.

Email notification to another address

You can configure your mail options to be notified at another email address when you receive mail to your ZWC mailbox. This feature may be useful if you do not receive a lot of mail to your Zimbra account, but when you do receive mail, it’s important enough to require a timely response.

To set notification:

  1. Click the Preferences
  2. Click Mail.
  3. In the Receiving Messages section, check Send a notification message to and enter the email
  4. Click Save. The notification feature is enabled

Defining addresses to block and to allow in your mailbox

Most filtering of unsolicited automated mail (aka “spam” or “junk mail”) is handled by a spam filter before those mail messages reach your Inbox. This filtering helps to reduce the amount of spam that is put in your Inbox.

In addition to the automatic ZCS spam filtering rules, you can setup your mail preferences to identify specific addresses to block or not block in your Inbox. You create a list of addresses that should not be added to your Inbox and addresses that always should be added to your Inbox, but could be detected as spam. The spam filter uses this list to make sure you get the email you expect.

  • In the Block messages from area, specify email addresses from certain senders that should always be treated as
  • In the Allow messages from area specify email addresses of people you trust so that their messages are not sent to your Spam Messages from these email addresses are never blocked. You do not need to add all your trusted addresses to this list. Add addresses to this list that for some reason end up in your Spam folder and you do not want them there, such as newsletters you subscribe to.

How to set up your Spam Mail Options

  1. Go to Preferences and select Mail.
  2. On the page that opens, scan to the Spam Mail Options
  3. Enter complete email addresses in the appropriate boxes, either Block messages from or Allow messages from. You can enter up to 100 addresses for
  4. Click Save on the

Creating away messages

This feature is also known as an out-of-office auto-reply message. You can set a message that automatically replies to people who send you messages when you are out of the office for an extended period of time.

Multiple emails are from the same address receive an auto-reply message once a week.

To set a vacation message:

  1. Go to Preferences and select Mail.
  2. In the Receiving Messages section, check Send auto-reply message.
  3. In the text box, enter the message to be sent, such as “I am currently out of the office and am checking voice mail but not email. I will return on June 1, “
  4. Set the start and end dates for sending the away
  5. Click Save.

Creating Personas

Persona is the mail identity used in the From field of email messages you send. Creating different mail identities allows you to use multiple email addresses from your mailbox. You might want to do this to manage different roles in your job and personal life from this single email account. The default account name is defined in the primary identity.

The Add External Account button lets you identify your external POP/IMAP accounts so that this web client can retrieve email from your other accounts. You can also set up so that replies to those messages use the corresponding POP/IMAP address.

To create a persona configure the following:

  1. In the Preferences Accounts page, click Add Persona.
  2. In the Persona Settings section enter a name for this persona. This name is used to identify the persona in the From list when composing an
  3. In the text box below From: type the name that should appear in the From field of your outgoing email messages (for example, John). This is the friendly name that is shown before your email address. In the second box, select the email address to send messages from. Depending on your account configuration you may be able create another address. Do this
  4. If replies should be sent to a name and address different from that which you configured in From, check Reply-to. Enter the name and address that should receive replies for this identity. For example, replies to training messages John sends should be sent to Team Training at training@xample.com.
  5. You can select a signature to use for this persona. If you have not created the signature, you can come back and edit this persona later. If you do not want the signature to be applied automatically, select Do Not Attach
  6. If you want messages in specific folders to automatically use this persona, check Replying to or forwarding messages in folder(s). Click the folder icon to select one or more folders from the list of existing folders or to create a new folder. Type a comma or semi-colon to separate folders entered in the
  7. Click Save to save this

If you need to create the signature, go to the Signature tab after you click Save. See Using a signature.