Your username is the first portion of your address (first initial and last name) Your password is your date of birth in the form MMDDYY

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1 ZIMBRA TRAINING This document will cover: Logging In Getting to Know the Layout Making Your Mail More Efficient Viewing by Message or Conversation Using Tags and Flags Creating Folders and Organizing Mail Searching and Saving Searches Printing Messages Using the Print Button Hovering Zimlets Using the Calendar Proposing a New Appointment or Meeting Calendar Sharing Where to Go for More Information LOGGING IN Supported Web Browsers: Windows: Firefox 1.5 or higher; Internet Explorer 6.0 or higher Macintosh: Firefox 1.5 or higher Open a Web browser and go to the Zimbra login page at: Your username is the first portion of your address (first initial and last name) Your password is your date of birth in the form MMDDYY To change your password: Go to Select either Faculty Resources, or Staff Resources from the Quicklinks pull-down menu Click Change Password from the list of options on the left-hand side of the screen 1

2 GETTING TO KNOW THE LAYOUT Each of the tabs along the top of the screen will take you to a different area of Zimbra: Mail, Address Book, Calendar or Options. By default, Zimbra shows you the first few words of the message text following the Subject line. Mail Addresses Calendar Auto preview first Help Guide Options line of message text Log Off Navigation Tabs and Toolbar Organize messages using Folders Label and color code messages using Tags Quickly find info with Zimlets Check your appointments at a glance by hovering your mouse over dates in the minicalendar 2

3 MAKING YOUR MAIL MORE EFFICIENT Viewing by Message or Conversation View by message gives you a traditional view of your Inbox with a list of individual messages displayed in the top half of the reading pane, and the active message displayed on the bottom half. 1. Click the View menu, 2. You ll see a list of messages display on and select By Message the top half of the reading pane, with the active message on the bottom half 3

4 View by conversation automatically organizes messages into conversations. Imagine that you and a coworker exchange a series of s while planning a business trip. Through several messages, you settle on the flight, hotel and airport shuttle. Later, when you want to go back and review the details of those messages, you ll find you have to search through your mail to piece the conversation back together. Don t forget you ll have to look in your Inbox and Sent folders! Conversation mode makes it easier by grouping the messages for you. Zimbra knows which messages are related by your use of the Reply button. 1. Click the View menu, 2. The messages with numbers next to and select By Conversation them are Conversations. The number tells you how many messages are in the conversation. 3. This Conversation has 5 messages; 3 from Kevin, and 2 from Jenn 4

5 Using Tags and Flags Tags enable you to attach color code labels to messages. For example, if you re a theater enthusiast you might create a tag specifically for Delta Fine Arts Events, making it green. Whenever you receive a message announcing a play or musical performance on campus, you can label it with your green fine arts tag. Later, you can click on the tag from the navigation pane and quickly see a list of all the messages corresponding to that tag. 2. Click the Tag menu; either select a 1. Select the message you want to tag pre-existing tag, or create a new one by clicking New Tag 3. Click on any tag listed under the Tags area of the navigation pane to display all the messages you ve labeled with that tag 5

6 Flags allow you to mark messages in order to distinguish them as being important or requiring follow-up action. For example, if a coworker asks you to bring hard copies of a project plan to your next status meeting, you may want to flag the so you remember you need to make copies. Alternatively, you might flag messages you want to reply to, but not until later. For example, if you re on vacation and checking your from offcampus, you might flag the messages you need to reply to as soon as you return to work. 1. Click the flag icon 2. Click in the blank space to the left of the sender s name to place the flag there Note: To remove a flag, simply click on it 6

7 Creating Folders and Organizing Mail Creating additional folders is an easy way to organize categories of mail you want to keep separate from your Inbox. Imagine having a physical inbox sitting on your desk. It fills with miscellaneous notes and documents until you sort it all out and file everything into separate folders. folders work similarly, providing an electronic method of filing. 1. Right click on the Folders header, and select New Folder Note: To create a sub-folder, right click on the folder you want the sub-folder to appear under. 2. Give the folder a name Tip: To right-click on a Mac - hold down the option key on the keyboard and click the mouse. 7

8 3. You ll see the new folder appear in the Folders Pane 4. To move a message into the folder, just drag and drop it 8

9 Searching and Saving Searches To conduct a simple search based on the subject or body of the message: 1. Type a word or phrase into 2. Click Messages the Find textfield to search your mail or click Google to search the Web! For more specific searches, Zimbra offers a powerful search building tool that allows you to look for messages based on one or more of the following: Sender Recipient Subject Textual Content Attachment Type Attachment Content Date Sent Domain Folder Size Status (flagged or not) Tag Time Range To build a search based on one or more of the above attributes: 1. Click on Advanced Search 2. Choose options from the Search toolbar based on the criteria you want to search on. See an example on the next page. 9

10 3. Enter the search criteria From Kevin Anderson Contains the word Travel in the subject or body Has a Word attachment Was sent on December 12 th 2006 Is somewhere in the Inbox Search results will instantly appear based on the criteria you ve chosen Note: To save a search for later use, click the Save icon. You ll see a new area for Saved Searches appear in the navigation area. 10

11 Printing Messages Using the Print Button When you want to print a message, it s best to use the Print button on the toolbar, rather than going to File > Print. Using the print button will open your message in a separate window and allow you to print straight from there. (using File > Print will cause the whole Web page to print instead of just your message) To print a message, highlight it and click the Print button 11

12 Hovering Zimbra has a number of hover over features designed to promote efficiency by eliminating excess clicking. For example, by hovering your mouse over an image attachment, you can see a large thumbnail of the picture without having to download and open it. When you hover your mouse over an address, you ll see a small map of the location. When hovering over a date, Zimbra will automatically consult your calendar and tell you if you have any appointments that day. It even recognizes the phrases today, tomorrow and next Friday! Hover mouse over an image attachment to see a preview 12

13 Hover over an address to see a map Hover over a date to see your calendar appointments Hover over a name to see address book information 13

14 Zimlets Zimlets offer a gateway to several popular information systems. From within the Zimbra application you can look up dictionary definitions and Wikipedia entries, search for music and books on Amazon, and even check the local traffic report before you leave the office! Click for a Wikipedia search bar Double-click to search for traffic delays in a given location Click to pull up a map, or drag & drop a contact to see a map based on their address Click to replace the mini-calendar with an RSS news feed; right click to add your favorite feeds Drag & drop a message over the translator and select a language Right click for a list of search Zimlets Click to open an Amazon search bar 14

15 CALENDAR Proposing a New Appointment or Meeting 1. To schedule a new appointment or 2. Click the New menu, and meeting, click the Calendar tab select Appointment 3. You ll see the following window appear. The Appointment Details tab is where you fill in the details of your meeting, including the subject, location, date and time, and attendees. 15

16 4. Click the Schedule tab to Note: The All Attendees bar that view attendee availability. runs along the top of the attendee The start and end times of list is designed to show you conflicts your proposed meeting are between attendee schedules. delineated by the green and Look for the white space to find a red vertical lines time when all attendees are free. See example below (circled) - One or more attendees are busy between 8:00 and 11:00 All attendees free between 11:00 and 12:00 One or more attendees are busy between 12:00 and 4:00 5. When you re ready to send the meeting proposal, click Save 16

17 6. The meeting will appear in your calendar, and an notification will be sent to each attendee s Inbox giving them the option to Accept or Decline the proposal. You will be notified via as soon as they reply. Note: Right click on the meeting to open it for editing or cancellation 17

18 CALENDAR SHARING Inviting Someone to Share Your Calendar From time to time you may find it useful to allow certain colleagues to view or edit your calendar. Perhaps you have an assistant in charge of scheduling your appointments, or you re filling in for a co-worker and you need to see their meeting schedule. In order to allow someone else to access your calendar, you have to share it. 1. Right click on your calendar, and select Share Calendar 2. A window will appear asking you to provide more detail about the share, including who you want to share with, what level of access they should have, and whether you want to send the person with whom you re sharing a custom notification. 3. When you re finished, click OK. An notification will be sent to the Inbox of the person you re sharing with, asking if they want to accept the share. If they accept, they ll have a link to your calendar underneath theirs. 18

19 The Flip Side: When Someone Invites You to Share Their Calendar 1. When someone shares their calendar Note: As soon as you click on accept with you, you ll see a notification message or decline, the notification will be in your Inbox prompting you to accept or removed from your Inbox. decline the access. 19

20 2. If you accept the share, the next step is to choose a color for the calendar. This is to differentiate your coworker s calendar events from your own when viewing both calendars in overlay mode. 3. At this stage, you ll be brought back to the main calendar. Each share is displayed in a different color based on what you ve chosen. To show or hide a share, click its check box under Calendars. 20

21 WHERE TO GO FOR MORE INFORMATION Zimbra s official help documentation Use Search to quickly find answers to your questions SJDC Zimbra Help Site Includes FAQs, Flash demonstrations, and additional documentation Zimbra s Website Learn more about the Zimbra product, and see who else is using it! If you're currently on Zimbra and have a technical concern, please contact the Comp Serv Hotline at x.5304 or 21

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