Zimbra Web Client Help

The Zimbra Web Client (ZWC) is a full-featured messaging and collaboration application that offers reliable, high-performance email, address books, calendaring, task lists and document authoring capabilities.

The basic applications you can use in your Zimbra Web Client account include:

In addition, you can search for email messages, contacts, calendar events and task lists from any view. See Navigating the Zimbra Web Client.

Two versions of the Zimbra Web Client are available.

You must use a browser to run the ZWC. Not all browsers are supported, so check with your administrator.

When you sign in to your account, you enter your name and password, and select the client version to use. You can select to use the Default client, or change the client version.

Your session remains active until the session expires. If you select the Stay signed in option, you do not have to sign in every time you restart the browser during a day.

If you leave your web client open but do not access your mailbox for a period of time, your session might time out and you will need to sign back in.

You can change your password. If you have trouble changing your password or have forgotten your password, or if the Password option is not displayed, contact your administrator.

Many of the functions and commands have keyboard shortcuts.

When you sign in you see a screen view similar to the one shown below. This view is the Mail view. The view changes when you use another application, such as Contacts or Calendar.

Zimbra Web Client provides several ways to organize items in your account. You can use these features, such as folders, tags, and flags, along with the Search feature to quickly locate and retrieve messages.

In your Preferences Mail page, Default Mail Search specifies the initial view when you log into your mailbox. The default search is your Inbox folder. Therefore, when you sign in, the results of your Inbox display.

You can change this to have another folder, tag, or a saved search displayed when you first open the web client.

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>General page.

The default time zone setting that is displayed in Preferences>General is used to localize the time for received messages and calendar activities in the standard web client.

When using the standard web client, the time zone on the computer is not used to set the time a message is received or for calendar activities; the time zone setting in the Preferences>General tab is. However, when using the advanced web client, the time zone setting on the computer is used to as the time stamp for received messages and for calendar activities, not the time zone setting on the General page.

The time zone for your account can be different from your computer time zone.

Names in the address field display in an email “bubble” rather than as text. The bubbles are more interactive than email addresses displayed as text. The following actions are available when using bubbles for email addresses.

To manage disk and resource usage, your administrator might enforce quotas to limit the amount of disk space your account can use.

If you are over quota, the following things might happen:

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

You can empty your Trash folder any time.

Items deleted from Trash are removed from your account and your account quota is updated.

Use the check box on the Content pane to select one or more messages or conversations to perform the same action on.

You can create a message that automatically replies to people who send you messages when you are out of the office.

If you want people who send you email that are not in your domain to receive a different reply message, you can create a separate reply message.

The auto-reply message is sent to each recipient only once in a specified interval of days regardless of how many messages that person sends during that period. The default is seven days but the administrator can change this.

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.

You can set preferences for receiving new messages including how often you receive email messages and whether you are notified when you receive new messages.

Your account is updated with new messages based on the polling interval set up in the mail preferences Check New Mail drop-down menu. The default is every five minutes. If you are expecting an email message, you can click the refresh icon on the right side of the toolbar any time to receive new email immediately.

You can set up desktop alerts for new email notification. To receive alerts, your mailbox must be opened.

If your organization notifies you to apply an email message retention policy to your email folders, you set the retention policy for each folder. You do not set a retention policy on the Junk or Trash folders. You can also set your own custom policy for a folder.

Two options can be set up:

You can give other people permission to send email messages on your behalf. When messages are sent on your behalf, the From address shows your name and the name of the person who is sending the message. This is not the same a sharing your Inbox with another person. The person who is sending a message on your behalf is working in his own email account. When a new message is created, your name is selected from the From field drop-down menu as the From address.

You can also give permission to people to send messages as you. The From address shows your name and email address as the message sender, but the actual message is sent from the delegated person’s Inbox.

An email message is sent to the person letting him know that he has been granted delegate permissions.

In each of your folders, you can group message by date or by size in ascending or descending order.

When you group messages by date, messages display grouped by messages received today, yesterday, last week, two weeks ago, three weeks ago, last month and older.

When you group messages by size, messages display grouped by enormous (messages larger than 5MB) and tiny (messages less than 10KB), Grouping message by size is a good way to manage your mailbox quota by finding the largest messages to remove from your account.

You set this preference in each of your folders.

You can sort your email messages in a folder by Subject, Size, Date, Attachment, Flag and Priority. You can only sort by one column at a time.

You can set up the Activity Stream filter to have email messages that are less important, such as newsletters and social update communications, delivered to the Activity Stream folder instead of your Inbox. The Activity Stream Folder is added to your personal folders list in the Overview pane.

See Filtering for more information.

You can move email messages or entire conversations from a folder.

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.

You can subscribe to Web sites that provide your favorite RSS (Really Simple Syndication) and podcast feeds to send updated information directly to your mailbox. You must know the URL of the feed to set up the subscription.

Your RSS data feed is automatically updated every 12 hours. Click Load Feed in the toolbar to update the content at any time.

Most filtering of unsolicited automated email (also known as spam or junk mail) is handled by a spam filter before those email messages reach your Inbox.

Email that might possibly be junk mail, but is not certain to be junk, is placed in your Junk folder. You can review these messages and either move them out of the Junk folder or delete them. If you do not move or delete the messages, they are purged after a number of days as specified by your administrator.

If you are receiving a large number of unwanted email messages, contact your administrator. Reporting email as spam helps your email administrator to fine-tune spam filtering.

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.

If you notice that certain email addresses are always being incorrectly added to your Inbox or Junk folder, you can identify those addresses to block or not block.

If Recover Deleted Items displays when you right-click the Trash folder, you have the ability to recover email messages you deleted from Trash.

When you receive a message and you want to see message transport history, you can right-click on a message and select Show Original. The text page displays header information along with the text of the body of the message.

The header is sometimes referred to as the envelope information. The message header details the path the message took from the sender to the recipients. The header includes the IP addresses, dates, and spam flagging information.

A new window opens with the information displayed.

You can compose and send your email messages as soon as you write them; compose a draft and return to it later to finish and send, or compose the message and specify a time in the future to send the message.

You can customize your options for composing messages in your Preferences>Mail page.

From your preferences you can select to create simple plain text messages or create messages with HTML styling, and you can set up signatures and personas that can be applied to messages you send.

In addition to the options for composing messages, other options you can set up include return receipt requests, whether to compose messages in a new window and to require that your messages are spell checked before they are sent.

The auto complete feature suggests names as you type into the To, Cc, and Bcc fields in a new message. A list of possible addresses from your contacts in which either the first name, last name, or email address starts with the text you typed is displayed.

As you continue to type, the list of matching addresses becomes smaller as fewer matches are available. The list disappears if there are no matches.

For example, to send an email message to David Brinks, whose email address is dbrinks@acme.com, when you type D, a list appears showing all possible matches, with the matching portions highlighted. In this case, it might display:

When you add an “a” (Da) into the To field, the list would display:

You can include an automatic signature at the end of an email. A signature can include your name and any additional text. If you are using an HTML editor, you can format your signature, add a link to a URL and add graphics.

You can create more than one signature. For example, you can have a formal signature for emails sent to customers and an informal signature for emails sent to friends.

If you create multiple email identities (also known as personas), you can create different signatures and assign them to specific addresses.

When you send email, it is identified with an email account. When your email account is set up, your account name is your primary identity. However, you can create other email identities called personas to manage different types of email.

For example, you can create one persona for your business email and another for your personal email.

If you have more than one persona or added external accounts, when you send an email you can select the account you want to use as the From address.

See Add Personas

Creating different personas allows you to use multiple email addresses from your mailbox. For example, you could use your primary account persona for your business email correspondence, and create a new persona for your personal email correspondence.

You can indicate a message’s level of importance. For example, if you have a request that needs to be replied to as soon as possible.

The recipient sees the message priority flag in their mailbox and in the message.

Message you send to other ZWC users can be marked to request a return receipt when the recipient opens your message. However, the recipients must have the Return Receipt feature enabled for their accounts.

You can attach any file on your file system that you can find using Browse.

You can open any file attachment directly from your mailbox, provided that you have the right application and the extension is not blocked by your administrator.

If the file type is one that is supported by the installed software on your computer, you can typically double-click the file and your computer automatically launches the right application for reading that file.

Computer viruses are often spread through file attachments. Therefore, system administrators might block incoming email containing certain types of attachments, often with the extension .EXE or .ZIP as part of their filename. If you send an email message to someone whose email system has been configured to block certain types of attachments, you might not receive any notification if the email was blocked.

You can use the spell check feature at any time to check your spelling.

Before you close the spell checker, you can change a corrected word back to the original spelling. Click on the highlighted word and select the initial spelling from the top of the pop-up.

You cannot remove words from your dictionary after they are added. You can also configure the spell check to ignore words, right-click on the word and click Ignore.

You can save a message to finish and send later.

To retrieve a draft, open the Drafts folder and click on the message. To continue editing the draft message, click Edit. When the message is sent, the message is removed from the Drafts folder.

If you have been granted delegate permissions for another person, you can send email messages on their behalf. The message’s From address includes both your email address and the person you are sending the message for. If you were given permission to send a message as that person, the person’s email address is in the menu. When you select this, your address is not included in the message.

You can delete specific email messages or a complete conversation thread.

By default new messages are placed in your Inbox. If you have mail filter rules, new messages can appear in folders other than your Inbox. The number in parentheses next to each folder name indicates the number of unread messages within that folder.

You can use the Reading Pane to preview messages in your Inbox and other folders. If you have the Reading Pane on, when you click on an email message, the message displays in the Reading Pane and the message is marked as read.

To adjust the size of the Reading Pane, place your pointer on the divider bar and drag the bar.

You can view email messages in two formats, HTML or plain text.

Messages you receive from other ZWC users can be marked to request a return receipt message to be sent back when you open your message. You can specify how to handle return receipt requests:

Right-click the conversation to be printed, and select Print. The conversation opens in a new window. A standard print dialog appears.

The default font size used when a message is printed is 12 points. You can change this from the Preferences tab>General page.

Alternately, you can select Print from the Actions dropdown menu on the toolbar.

If you send out an invitation to a meeting and you receive an email message that says “You do not have permission to invite this users to a meeting” from an attendee, the attendee has set up their Calendar permissions preferences to limit who can invite them to a meetings.

Email messages can include attached files such as word processing documents, spreadsheets, text files, ZIP files, images, executable applications, or any other type of computer file that resides on the sender’s computer network. Messages that contain attachments display a paper clip next to the subject.

You can open any file attachment directly from your account, provided that you have the right application and the extension is not blocked by your system administrator.

If the file type is one that is supported by the installed software on your computer, you can typically double-click the file and your computer automatically launches the right application for reading that file.

Computer viruses are often spread via file attachments. Therefore, system administrators might block incoming email containing certain types of attachments, often with the extension .EXE or .ZIP as part of their filename.

Computer viruses can spread through email attachments. It is considered standard practice for system administrators to implement virus filtering for incoming mail as well as virus scanning for personal computers. However, there is always a chance that something could get through.

In the case of email viruses, the majority of them are activated when a file attachment containing the virus is opened or viewed. Many of these viruses have been known to spread themselves using entries in users' address books. Therefore, we recommend that you use care when opening file attachments, even from senders who appear to be known to you.

Instead of logging on to each of your external email accounts, you can retrieve your accounts’ email messages directly from your ZWC account. When you set up to access other external mail accounts, you can specify where the messages are saved and create a persona to be used when you reply to or forward a message received from that external account.

Messages from your external account are not automatically received in your ZWC account. Click the Refresh icon on the toolbar to get the latest messages.

If you set up add an external POP account, you can configure the POP access behavior when messages are downloaded to your account.

You can configure your email preferences to notify you at another email address when you receive an email message to your mailbox. This feature might be useful if you do not receive a lot of email to this account, but when you do receive email, it’s important enough to require a timely response.

If you set up add an external POP account, you can configure the POP access behavior when messages are downloaded to your account.

To reply to the message in the same format it is received, select Reply/Forward using format of the original message. This ensures that the recipient gets the message in the most readable format.

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

By default, when you reply to a message, the original message is included in the body, but the original attachments are not. You can also decide to prefix each response in the message to track the different replies.

For example, each reply within the message is marked with an angle bracket (>). The most recent reply has one > before each line, the reply before that has two (>>), before that three (>>>):

When you forward an email you can choose how to handle the original text when forwarding an email message.

You can forward an email message to someone else. Forwarding a message includes all file attachments.

You can configure your email preferences to automatically forward a messages you receive to another account.

You can forward an existing message as if you are the originator of the message. The forwarded notice is not added to the subject field and the header information shows you are the originator.

Redirecting a message lets you send an email message you received as if the original author sent the message. Redirect a message instead of forwarding it makes it easier for the recipient to reply to the original sender.

Contacts is where you can store contact and address book details. Two types of address lists are supported in the Web Client:

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 automatically when you send an email to a new address that is not in one of your other address books.

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

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

You can automatically save the addresses that you send email to in your Emailed Contacts list. Any time you respond to, or compose a message that includes an address that is not in your address books, it is added to your Emailed Contacts list. If you are using the autocomplete feature, maintaining an Emailed Contacts list helps you quickly find addresses that you have emailed to in the past.

Hover your mouse over an email address. The information associated with the name displays.

You can combine multiple email addresses into a Contact Group when you want to send the same message to everyone. The Contact Group is assigned a name, called an email alias. When you email a group contact name, everyone whose address is included in the contact group list is added to the address field.

To add members and email addresses to your contact group, right-click the contact group and select Edit Group.

You can add email addresses to an address book directly from the Sent By, To, Cc, and Bcc fields.

You can move contacts from one address book to another.

You can forward contacts in your address book as electronic business cards, called vCards.

You can specify email addresses from specific domains as trusted addresses so that embedded images in messages you receive from these addresses automatically display when you open the message.

You can add up to 500 addresses to this list.

You can import contact lists and address books that are saved in a comma-separated (.csv) file. After the contacts are imported, they are alphabetized by last name in your address book.

Depending on the size of the .csv file, the import might take a few minutes. When the import is complete, the Status Box shows the number of contacts successfully imported.

You can export your address books to a comma-separated (.csv) file.

You can print a complete address book or just print the information for one contact.

Any contact lists you create can be deleted. When contact names are deleted, they no longer appear in your address book and information is not available from the name tool tips for the address auto-completion or from the address search dialog in the email compose window.

Contacts can be deleted in one of three ways:

If you send messages to the same group of addresses, you can create distribution lists from your Contacts tab. A distribution list is a group of mail addresses contained in a list with a common mail address. When an email message is sent to a distribution list, the email is sent to everyone whose address is included in the distribution list. The recipient sees the distribution list name in the To: line of the message and if they are using the bubble view, they can click the + to see the members of the distribution list.

Distribution lists are stored in the Distribution Lists address book. When you click on a distribution list in the address book, all members of the list display in the Content field.

A distribution list can be created as a list of members and you can manage the membership to the list. Additional options that you can configure let you

You can use Calendar to track and schedule appointments, meetings, and events. You can maintain several calendars and move events from one calendar to another. You can also share your calendars with others.

To open Calendar, click the Calendar tab. The Work Week is the default view. Your working days and times are in white. Your nonworking time is in gray.

You can change your calendar preferences from the Preferences>Calendar page.

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

If you manage multiple calendars, you can group the calendars in a hierarchical display. For example, you could group all shared Calendars under a Calendar folder you call Shared. You can also move the calendar

You can color-code calendars so that activities for that calendar always display in the selected color, which is helpful when you are looking at activities from multiple calendars in one view. You can use a color more than once.

You can set the following options from the Preferences>Calendar folder. Remember to click Save to save any changes you make to your preferences.

You can set different preferences to manage how you work within Calendar.

Meetings display in the selected Calendar view in the calendar color selected. If meetings are scheduled that are not in the current time view, an arrow displays on the calendar’s page indicating that there are meetings scheduled that are not in the current view.

Day view shows the calendars side-by-side. The calendar name is at the bottom of the page. The Work Week, Week, and Month views show appointments on the calendar by the color associated with the calendar.

All day events are displayed in the first row of the calendar with no time specified. You can hide all day events in your calendar.

Viewing all day appointments can be toggled back on off.

The List view lets you view details that are not available in the other Calendar views. You can change how the information is presented.

When using the List view you can

When you receive an email message containing a link to an .ics file, you can add the calendar to your Calendar list in the Overview pane.

You can add your external Google or Yahoo CalDAV calendars and your iCal calendars subscriptions to your Calendars list. Changes to your external calendar are synced to the CalDAV calendar you added.

The calendar is added and meetings on the external calendar are synced to the calendar you added.

If you manage multiple calendars, you can group the calendars in a hierarchical display. For example, you could group all shared Calendars under a Calendar folder you call Shared. You can also move the calendar

You can print your calendars in any of the calendar views. You can select a single calendars or multiple calendars to be included in the printed view.

You can delete any calendar in your Calendars list, except your default calendar. When you delete a calendar, the meetings created from this calendar are not deleted from the calendars of the invited attendees.

Before you delete a calendar, you should cancel any invitations that you have sent out.

You can import iCalendars that are saved in the .ics format. iCalendars are the standard for calendar data exchange over the Internet, and .ics is the standard format for iCalendar information.

Depending on the size of the .ics file, the import might take a few minutes.

You can export calendars in the .ics format.

You can create single or recurring appointments, meetings and events. While creating an appointment you can see if attendees are free before inviting them, reserve a room and equipment and write a message that is sent with the invite.

Activities you schedule include:

The QuickAdd option makes it easy to quickly create an appointment for yourself.

You can create an appointment from the Calendar tab.

You can use the calendar to schedule an all day appointment, which is called an event.

You can quickly create a meeting request by dragging and dropping a message, conversation to a date on the mini-calendar. When you drag and drop a message or conversation, the information in the message is used to populate many of the fields on the Appointment page.

Within an email message, certain text is interpreted as a date and triggers the ability to right-click to create an appointment. Text such as "today", "tomorrow", a day of the week (i.e. "Thursday"), or an exact date are highlighted in messages.

You can create appointment similar to an existing appointment and the existing attendees, location, notes and recurrent pattern can be quickly set up for new dates and times. You can also modify any of the information before sending the invite.

The Calendar scheduling tool can assist you with finding the next-available free times and meeting locations across your organization. You can set up preferences for preferred meeting times, buildings, location and room size.

As you enter attendee names, the scheduling tool begins to suggest times and locations in the Overview pane. You also have the option to look for a location for your meeting before adding attendees. If you set up your location preferences, only these locations are displayed.

When you schedule meetings, you can check to see when attendees are busy or free so you can find a good time for all attendees to meet. As you add attendees to the Attendees field, a suggestion panel in the Overview pane shows availability in 30 minute time slots for the attendees.

The default time preference is to suggest time within your working hours and within the attendee’s working hours.

You can change this.

When you set up a meeting and schedule equipment for use in the meeting, you select the equipment and “invite” it to the meeting. The equipment resource account receives the invite and if it is free, accepts the meeting.

Administrators set up equipment accounts and configure the equipment’s scheduling policy. A meeting can be declined if the equipment already has a meeting scheduled for that time. In some cases, the equipment scheduling policy is set up to allow the equipment to accept dates in recurring meetings even if there are conflicts. You receive an email showing which dates conflict.

If most of the meetings you schedule are for the same period of time, you can set this in your preferences. When you set the start time, the end time is automatically set based on the setting.

You can change meeting or appointment information. If you created a recurring meeting, you can change one occurrence or the series of meetings.

You can select to send or not send an email to attendees to update the meeting details.

You can forward invite emails you receive.

As the organizer of a meeting you can resend a meeting invitation.

If you created a meeting, you can cancel it. If you created a recurring meeting, you can delete one occurrence or the entire series. An email is sent to attendees to inform them of the cancelled meeting. Deleting a meeting is permanent; you cannot undo the deletion.

The appointment is immediately removed from your calendar. An email is sent to the attendees, and the appointment is deleted from their calendars.

The appointment is immediately removed from your calendar. An email is sent to the attendees, and the appointment is deleted from their calendars.

The appointment is immediately removed from your calendar. An email is sent to the attendees, and the appointment is deleted from their calendars. You cannot undo a delete.

You can print the appointment details.

If the time zone is displayed in the appointment page, it reflects the time zone that you are in. You usually do not need to change this. When you schedule meetings with attendees in different time zones, the invitation is sent reflecting the meeting time in their time zone. For example, if you create a meeting with attendees in California and New York, the invitation displays Pacific time for attendees in California and Eastern time (three hours later) for attendees in New York.

You can email a link of your free/busy status that shows appointments in your personal and shared calendars.

The recipients can click the link to view your schedule. Your calendar updates itself for the recipients when you add new events to your calendars.

The free/busy feature allows others to see meeting times scheduled on your calendars. The free/busy feature is on by default, but you can turn it off or limit who can see the information.

Invitations to meetings are delivered to your Inbox, and if you have the Calendar preferences General>Default appointment visibility>Automatically add received appointments to calendar enabled, the meeting is also added to your default Calendar and marked New.

You can respond to the invitation either from the Inbox or from the Calendar pane.

A reply is automatically sent to the meeting organizer.

After you respond to the meeting invitation, the invitation is moved to the Trash, and New is removed from the calendar notice.

Declined appointments display on your calendar in a faded view, as a reminder of the meetings you declined. You can delete the declined meetings any time.

You can set up to have appointment and task reminders sent to you through email and as a text message to your mobile device. The reminder is sent according to the Reminder time that is configured in the task or appointment.

Email invitations sent to your Inbox can be automatically added to your calendar. You can accept or decline the invite from either the Inbox or Calendar.

When this option is not checked, the appointment is added to your calendar when you click Accept or Tentative in the message.

You can set up meeting reminders. The default is five minutes. You can also choose to Play a sound with the reminder. If your computer volume is set to mute, you will not hear a sound. Select Flash the browser title if you are working in a different browser tab or browser window and choose to have the browser title flash to remind you.

When you decline a meeting, the meeting continue to display on your calendar in a faded view. You can set your preferences so that meetings you decline do not display in your calendar.

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

You can share your briefcases folders with others who can view and edit the files in the shared Briefcase.

You can create multiple briefcase folders and then upload any type of file from your computer or your computer network, save attachments sent with your email messages, and create new documents.

Files in Briefcase are copies of the original file, whether the file is on your computer or an attachment to your email. Changes you make to files in your briefcase do not change the original file.

Uploading a file copies a file from your personal computer to your account. This makes the file available any time you log into your account. You can upload files in the following ways:

You can create documents in Briefcase and design the content layout using the rich-text format tools available in Briefcase.

Version control lets you manage changes to your documents in Briefcase. Each time you make a change to a file and save the file, the version number is updated. The latest version number is displayed in the file document list.

You can open files in your Briefcase any time you log on to your account. You must have the appropriate software application to open and read or updated files that you did not create with the documents tools in Briefcase.

If you have shared a briefcase with others, you may want to use the check-out and check-in feature of Briefcase to manage editing of files. The check out and check in process is slightly different depending on whether the file is one you uploaded to your briefcase or a documented in created in 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.

Renaming a file creates another version of the file.

You can move files from one briefcase to another.

Sharing lets you give others access to folders in our account. You can share your mail folders, address books, calendars, briefcase and task lists folders. You specify which items to share and the level of access. You invite a user to share, and the user can accept or decline the invitation.

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.

You can share any of your mail folders, including your Inbox folder, with internal and external users. You cannot share the Trash and Junk folders. Users that you share with can see the content of the folder but the information is not saved to their mailboxes.

Users that have the manager role have full permission to view and edit the contents of the shared mail folder, create new sub-folders, send email on your behalf, and delete email messages.

Users with the admin role have 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 others.

Copies of the messages the user sends on your behalf are saved in your mailbox, and if the user deletes something from your mailbox or marks it as spam, the message is moved to your Trash folder or Junk folder.

If the user has access to more than one of your folders, the user can

You can share your calendars with internal and external users. Sharing your calendar is a way to let others see or handle your schedule. You can choose to make the calendar view-only or allow someone to create meetings and manage invites.

When you share your calendars with internal users, you can select the type of access the internal users can have:

Users with manager or administrator access can create meeting invitations and send them on your behalf, and accept and decline meeting invitations on your behalf. When the user sends an email response to a meeting, the return message header shows the From as the user’s address and an On Behalf of address as your address.

The calendar you share shows your private appointment time as busy but does not show details about the appointment. When you create the share, you can select to allow internal users or groups and external guests to see your private appointment details.

You can share any of your address books with internal and external users. Sharing your address book is useful for giving others access to contacts for a specific project. You can choose to make the address book view-only or allow internal users to edit, add, and delete names.

You can share your folders with specific internal users and external users or make a folder public.

External and public users can only view content - they cannot make changes. When you share a folder with internal users, you determine the type of access privileges to give the user. You can set permissions per user or group.

You can edit the access rights and revoke permissions at any time.

You can change the share privileges that you have assigned to a user or group.

The user can no longer access your folder.

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.

If you accept, the shared folder displays in the specified application’s list in the Overview pane. This information is not actually saved in your mailbox.

The Preferences>Sharing page shows items that are shared with you and items that are shared by you. You can also find items that have been shared with you but you have not yet accepted the share. This page is organized into the following sections:

Sometimes you might not get an email notification that an item is shared with you, or your organization might have shared items with the public that you would like to find. The Find Shares link helps you find items that can be shared with you.

Searching lets you find messages, contacts, appointments, tasks, and files. You can search by specific words, 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.

The Search feature 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 automatically displays. In addition, the drop-down arrow at the left of the search text 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, appointments, tasks, and files.

You have the option to perform more complex searches by using specific search query information, such as filters and conditions. You can save your search queries and re-execute them at a later date.

By default your spam, trash and shared items folders are not searched. You can enable these preferences. To view the search query syntax in the search field, you can enable the Search Language preference.

A quick shortcut to searching is to 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.

Instead of typing your keyword and criteria in the Search field, on the advanced search page you can select from search filters to add more detailed criteria for your search.

See

[_advanced_search_criteria]

Search Examples

Refer to the table below for to build more detailed searches.

In the Search tab you can select from advanced filters to build more complex queries.

You can search for any item, such as a word, first name, last name, phone number, or domain name. When you are searching for content, there are certain rules to keep in mind. Searching for content searches the body of the message, plus any system-readable file attachments.

The asterisk (*) is a wildcard character that can be used to match multiple characters. Use the wildcard to create searches where there are unknown characters or various endings. The * wildcard cannot be used as the first character in a search term.

To use the asterisk as a wildcard, enter the first characters of a search term and add the * at the end. For example, do* returns items with the word dog, door, etc.

If you know where to search for your item, you can enter keywords followed by a colon and search item in the Search field.

If you create a search that you want to use again, you can save it.

Searches are saved to the Navigation pane.

To use a saved search, click the search folder. The search results immediately display in the Content pane.

This advanced topic describes in detail the search grammar used for ZCSSearch feature.

You can create a standalone user-defined folder or a folder inside another folder, including system folders.

You cannot create two folders with the same name within the same parent folder. For example, you cannot have two folders named Shopping inside your Inbox folder, but you can have one folder named Shopping inside your Inbox folder, and another folder with the same name inside the Sent folder.

You can rename user-defined folders but not system folders.

You can delete user-defined folders, but not system folders. When you delete a folder, the folder and its contents are moved to Trash. If you want to save some of the messages in a folder before you delete the folder, move the messages to another folder.

You can recover a folder and its contents from Trash by dragging and dropping the folder to another folder.

The new tag is listed under Tags.

After you create a tag, you can apply it to an item. You can assign more than one tag to an item to classify it under different categories. If an item has multiple tags, the tag icon is multicolored. Only tags that are not already applied to the item are listed.

All tags with the previous color are changed to the new color.

You can remove a tag from a message when you have the message open in a reading pane. The tag displays in the message header under Tags, and you can click the X on the tag to delete the tag.

Deleting a tag removes the tag from any item that has the tag. The items themselves are not deleted.

You can define filters to manage incoming and outgoing email messages, including Calendar-related messages and setting up the Activity Stream filter to manage less important messages. A filter consists of one or more conditions and one or more actions. A condition can be based on a subject, from a specific person, or messages for a particular date. If the message matches the conditions, the specified actions are performed.

You can create filters to do the following:

Filters are applied in the order that they are listed. You can change the order at any time.

You can define filters to manage incoming and outgoing email messages. A filter consists of one or more conditions and one or more actions. If the message matches the conditions, the specified actions are performed.

You can create a filter based on an email message in your Inbox. The filter information is extracted from the message, and you can then modify the conditions and actions.

You can create a filter to organize Calendar invitations you receive. You can filter invitations that you receive and invitations that you send. You can set this filter to act on

You can turn a filter on or off. If a filter is inactive, it is ignored. Making a filter inactive allows you to keep it for later use rather than deleting it.

A filter can contain one or more conditions. For example, if someone sends you email messages from more than one email address and you want to direct all messages from the person into one folder, you can create one filter that has two conditions, one for each email address, and one action to move the email messages to the same folder.

The order of the conditions is not important. You can select whether the email message must match all conditions or just meet any one of the listed conditions. You can also use a negative condition. For example, you can filter an email message that does not contain a particular word. Filter conditions are not case-sensitive.

A filter condition can be based on the following:

Filter rules are case insensitive, meaning that the rules ignore capitalization.

A filter rule can contain one or more actions. If the email message matches the specified conditions, all actions are applied in the order in which they appear in the filter.

Filter rule actions can include the following:

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.

Wildcards can be used in comparisons that use the "Matches pattern" comparison operator. The two wildcard characters are * and ?

You can modify an existing filter.

You can apply a filter to email messages that you have already received. Using a filter is a quick way to organize email by moving messages into folders.

If you have the Mobile feature enabled, the Mobile Device page is available from the Preferences tab. This page shows mobile devices you configured to sync with your ZWC account.

From this page, you can sync from your account to your mobile device or suspend a sync. You can also delete mobile devices you no longer use.

Your administrator may have set up a mobile security policy that requires you to create a personal identification number (PIN) on your mobile device. If you forget your PIN, contact your system administrator.

When you have a PIN, the policy may be set up with a feature to lock users out if they do not enter the correct PIN. The system administrator configures the PIN lock setting so that if someone attempts to log on to a device with an incorrect password more than the configured number of attempts, a locally initiated wipe of the device is performed. This erases all data on the device. The policy settings are configured only by the administrator and cannot be modified by users. Ask your system administrator for more information.

If your mobile device is lost or stolen, you can remove all the content on the device using the Wipe Device link on the Preferences Mobile Devices page. This command erases all data on the device and returns it to the original factory settings.

The status Wipe Pending indicates that the server is waiting for the device to connect. When the device is wiped, the status changes to Wipe Complete.

If you find the device while the status is Wipe Pending, you can cancel the wipe request.

Do not run this command to clean up a device that you still have in your possession.

If the S/MIME feature is enabled for your account, you can send and receive digitally signed and encrypted messages.

To use S/MIME with the Zimbra Web Client you must have a secure email signing certificate suitable for S/MIME signing and encryption. The certificate with private key must be installed in the local certificate store on Windows computer, Mac OSX computer, or in the browser certificate store if using Firefox. For information about how to install your certificate see the appropriate computer or browser documentation.

To send and receive encrypted and signed messages your public key and recipient’s public key must be exchanged. To get a copy of a recipient’s public key, you can send a digitally signed message using your certificate to the recipient and request that they send you a digitally signed message in reply. When the message is received, the recipient’s certificate is stored in the recipient’s contact page in Address Book, or a contact is automatically created.

Note the following differences when working with encrypted messages:

If the S/MIME feature is enabled for your account, a Security page is available in your Preferences.

The default setting for the Security preference is to automatically remember the last security option you selected when you composed an email.

You can change the default preference to always send your messages as signed, as signed and encrypted, or to not sign or encrypt your messages. You can change the option from the Security tab in the compose page, but the change is only for that message.

The contact page in the Contacts includes a Certificate field. When a message with a certificate is received from someone listed in your address books, the certificate is stored in the recipients contact page in the address book.

If a signed message is received from a recipient who is not an existing contact in your address book, a new contact is automatically created in the Emailed Contacts address book and the certificate is stored with the newly generated contact.

You can also upload the recipient’s certificate if it is sent as an attachment.

Digitally signed messages can be sent to recipients that have sent you their certificate. The recipient’s certificate is stored in the recipients contact page in Contacts.

Messages can be sent encrypted to recipients that have sent you their public key and certificate. The recipient’s certificate is stored in the recipients contact page in Address Book.

When you receive a voice mail message, you receive a message in your Inbox with an attached message in a voice format, such as .wav.

Message details are included in the message, such as the phone number the message is from, the duration of the call, and the date and time the call was received. You can play the voice message recording by clicking the voice mail message attachment, or you can go to the Voice tab and click the play arrow to play the message.

Because this voice mail is received like any other email message, you can reply or forward the message, or perform other actions that are typical with an email message such as tagging the message. You can download the message to a folder, place the message in briefcase, or remove the message.

You can make calls from all registered phone devices, including soft phone clients such as Cisco or Mitel.

Reply to a voice mail message by calling the sender back using the Click-To-Call feature.

Rich Presence information is displayed about you or a contact using the Cisco Jabber Client.

Presence status is displayed as available, away, on a call, or do not disturb. To see the presence status, hover over a contact card and the presence status of the contact displays. For example if you are on the phone, your presence status displays that you are on a call. You can also change your status manually from the presence drop-down menu.

Use the Click-to-Call feature to click a phone number to call a contact.

Open a contact, and based on the presence status of the contact, click the phone number link on the contact card to call the recipient.

Zimlets are add-on applications that enhance the functionality of your client. When a Zimlet is added to ZWC, you can look at information and interact with the third-party application from within your email messages.

Several pre-configured, default Zimlets are included when ZWC is installed.

There are Zimlets that are included in the Zimbra Web Client and considered default Zimlets.