Zimbra User Guide Rev. 2.12.2013
Using Zimbra Email To access Zimbra email, go to: https://email.outlookmail.com and enter your current network username and password. Supported browsers include: Windows XP, Vista, and Windows 7 with one of the following: Internet Explorer 7 and later Firefox 3.0, 3.5 or 3.6 Safari 4 or 5 Google Chrome 2.1, 2.2, or 2.3 Mac OS X 10.4, 10.5 or 10.6 with one of the following: Firefox 3.0, 3.5 or 3.6 Safari 4 or 5 Google Chrome 2.1, 2.2, or 2.3 Linux (Red Hat, Ubuntu, Debian, Fedora, or SUSE) with one of the following: Firefox 3.0, 3.5 or 3.6 Google Chrome 2.1, 2.2, or 2.3 GETTING HELP For information and how to help with the following applications, click the down arrow next to your name and select Product Help. READING MESSAGES Once logged in, the default view is your Mail Inbox. Click a message to preview its contents in the Reading Pane. Doubleclick a message to open it in a new window (useful for keeping a message open while working on something else). Navigation Pane ACCESSING FOLDERS To access different Mail folders, click the folder in the Navigation Pane. Folders with an arrow indicate available sub-folders. Click the arrow to view all sub folders. Attachments VIEWING ATTACHMENTS Email attachments are identified by a paperclip icon in the attachment column. To open the attachment, click the paperclip icon. Zimbra Page 2 (Rev 12.12.13)
FORWARDING MESSAGES Some e-mail systems forward messages as attachments causing the message to show up in the attachment list. To access these attachments, click on them and they will open in a new window. MOVING MESSAGES There are three ways to move messages between folders. 1. Drag and drop the message into the desired folder 2. To move multiple messages, check the box next to the messages you want to move. Then drag and drop one message and all checked messages will follow to the desired folder. 3. Right-click on a message and choose the Move option. To move multiple messages, first check their boxes (see option 2). TAGGING MESSAGES Tags are your personal classification system for email messages, contacts, tasks, and appointments. Tags allow you to classify items and find them quickly by clicking the Tag in the Navigation Pane. Ex: Tag certain emails, calendar events and contacts in your address book as To Do then click the To Do tag reference under Tags in the Navigation Pane. The items will be displayed no matter what folder or application they are in. Attachments To tag a message, remove a tag, or create a new tag category, right click on the item and select Tag from the menu. You can create as many tags as you like and apply multiple tags to the same item. SENDING E-MAILS To send an e-mail, click the "New Message" button and a new window will open for you to compose your message. Type recipient's addresses in the To: and/or Cc: fields (multiple addresses should be separated by commas). You send messages to people as Bcc (Blind Carbon Copy), click on "Show Bcc" to the right of the Cc field. ADDING NAMES TO AN EMAIL FROM YOUR ADDRESS BOOK Clicking on either the To: or Cc: buttons will bring up the Address book window. By default, it will show the Global Address List (a list of all users on the Zimbra system). To display other address books, select "Personal and Shared Contacts" at the top right (where it says "Show names from"). Click on an address and then the "To" button to make that address appear in the To: field. You can do the same with the "Cc" and "Bcc" buttons for those fields. To add multiple names at the same time, hold down the "Ctrl" key while you click on the names. Up to 50 addresses are shown at a time. Click the "Previous" and "Next" buttons to move forward and backwards in the address book. Zimbra Page 3 (Rev 12.12.13)
FORMATTING YOUR MESSAGE You can enhance the look of your messages and insert links, images, etc. using the formatting toolbar above the message area of your email. To identify the function of each icon, hover your pointer over the icon and a description will appear. Formatting options include: Font Style, Font Size Font color, Font background, Bold, Italics, Underline & Strikethrough, Bulleted & Numbered List, Decrease and Increase Indent, Align Insert/Edit Image Click the less button to display a second formatting bar which includes: Format, Undo/Redo, Remove Formatting, Paste as plain text, Paste from Word, Insert Table, Table Properties, Block Quote, Insert horizontal dividing line, and Special Characters. Toolbar ATTACHING FILES To attach files, click the "Attach" button right below the Subject field or use the Insert/Edit Image icon. By default, you can attach up to five files using the "Browse" buttons to select files on your computer or shared drives. To attach more files, click the "Add More Attachments" button. If you are sending image files, and want them to appear in the body of the message, click on the "Show images in message body" check box in the attachment window When you've finished attaching files, click "Attach." SENDING YOUR MESSAGE Click the Send button to send your message now. Click the arrow next to the Send button to schedule the sending of your message. Click the Cancel button to cancel your message and discard it Click the Save Draft button to save your message in the Drafts folder for later editing/sending. Address Book Management To access your address book, click the "Address Book" tab. You will see the following address books: Contacts: Your default address book. Distribution lists: You can create your own lists from your contacts. Emailed Contacts: Which keeps track of people you have corresponded with. (Outlook 2010 users) Suggested Contacts: messages sent to people not in your Outlook contacts To add new people to your Contacts address book, click the New Contact button. When entering contact information, you can click the + icon to add additional fields and click the down arrows at the end of certain fields to select field identification options. When finished, click Save. Zimbra Page 4 (Rev 12.12.13)
Calendar Management For help and information on using the Calendar, click the down arrow next to your name, select Product Help, then "Managing Your Calendars." CALENDAR SHARING You can share mail folders, calendars, address books and task lists with other Zimbra users. SHARING A CALENDAR Right-click the calendar name (in the list of calendars) and choose "Share Calendar." Enter the person's full e-mail address in the Email box. For sharing, you MUST enter the person's e-mail address as username@cbnorcal.com Under the Role option, "Viewer" lets the person with whom you are sharing only view items in that folder, and not change them. To give full control to someone, use the "Manager" option. Leave the "Message" option as "Send standard message" SHARING FOLDERS OR ADDRESS BOOKS The process is the same as sharing a calendar, but the first step will require you to right click and choose "Share Address Book" or "Share Folder." ACCEPTING CALENDAR SHARES If someone has shared an item with you, you will get an e-mail from them with the subject: Share Created: Calendar shared by... Click "Accept Share" or "Decline Share" When you click "Accept Share", before pressing yes, we recommend that you shorten the folder name to a more identifiable name (i.e. "John's Calendar" or "Jane's Addresses") REVOKING CALENDAR SHARES To revoke a share and remove a person s access to a calendar: Right click on the calendar and select "Edit Properties". Click the "Revoke" button next to the e-mail address of the person you want to remove access for. You will ask to confirm whether or not you want to Revoke the Share. Click Yes to confirm, No to cancel. Zimbra Page 5 (Rev 12.12.13)
Miscellaneous SETTING UP A VACATION MESSAGE Click the Preferences tab. Click Out of Office in the Navigation Pane. Check the "Send auto-reply message" box. Enter your auto-response message in the box below. You can set a Start Date and an End Date. If you set no Start Date, it will start immediately. If you set no end date, you will have to turn it off manually by unchecking the "Send auto-reply message" box when you return. Click Save when finished. SIGNATURE SETUP 1. Setting Up a Signature 2. In Zimbra click on the Preferences tab located in the upper right hand area. 3. Click Signatures in the list of Preferences on the left. 4. In the main text window under Name (which defaults to "Signature #1", enter the text of your signature. 5. At the bottom of this page for both "New Messages" and "Replies & Forwards" change it from "No Signature" to "Signature #1". 6. Click "Save" at the top left. STORAGE & QUOTA ISSUES Due to space considerations we limit the amount of space available on each mail account. The following information tells where to find out how much space you have and how to 'clean up' your account to free up room. Q: How do I check my storage space quota? A: When logged in, locate your name at the top right corner of the screen. Your quota is shown graphically as a bar below your name. If you put your mouse over your name for a moment your storage usage (as a percentage of your maximum storage and the absolute value in GigaBytes) will show up. The color of the storage bar will progress from green to red as you get closer to your maximum storage allocation. Q: What contributes to my quota? A: All mail in all folders in your account counts towards your quota. This includes your Inbox and Sent folder (which is where the majority of mail in most accounts is) as well as Trash and Junk folders. Q: How do I find out what is taking up the most space in my account? A: If you place your mouse over any folder in the Navigation Pane for a few seconds, you will be given the total amount of storage for that folder both in terms of quantity of messages, and in total size of those messages. The storage size shown is only for the folder your mouse is over and does not include all subfolders. Zimbra Page 6 (Rev 12.12.13)
TIPS ON FREEING UP STORAGE SPACE: 1. Delete multiple email messages in random order, by clicking the boxes to the left of the messages the clicking Delete. Delete multiple email messages all in a row, select the first message and while holding down the SHIFT key select the last message. All highlighted messages can then be deleted by clicking the Delete button. 2. Clear out your oldest messages first. Go into a folder you wish to work on. Click on the 'Received' column heading (above the date/times of the messages) to sort that folder in reverse order - oldest first. Delete or file away your oldest messages first. When finished, click on the Received column heading again to switch back to the normal sort order (newest messages first). 3. Search for and delete old mailing list messages. Use the 'Search' box at the top to show older mailing list messages. 4. Keep in mind - messages in the Trash folder count towards your quota as well. When deleting messages, they are moved to the Trash. Messages in the Trash folder are automatically deleted from Trash 30 days after they are deleted - as a safety net to prevent you from losing messages you accidentally deleted. When deleting mail to save space, you may want to periodically empty the trash (right-click the Trash folder and choosing Empty Trash). Items deleted from the trash are not normally recoverable, so please be cautious when doing this. TASK/CALENDAR REMINDERS VIA EMAIL You can set email reminders in addition to the normal pop-up reminders. To initially set this up, go to Preferences in Zimbra. Once there, click on Notifications on the left hand column. Enter your username@cbnorcal.com and click Save. From now on, when you open a task or appointment you can click the check box to receive an email. Notifications CHANGE DEFAULT PRINT SIZE To change the default print size of text, click Preferences at the top of Zimbra then click General on the left hand column. You will see the Print Font Size setting. This can be raised or lowered to your preference. You may want to experiment with finding the best size for your uses. Click Save at the top left when done. Zimbra Page 7 (Rev 12.12.13)
TASK LIST ENHANCEMENTS The task window is divided into "Past Due", "Upcoming" and "No Due Date" sections. When you go into "Tasks" in Zimbra now, and create a new Task, you'll see the "Reminder" section. To setup a reminder for a task, click the check box next to reminder and set a date/time for the reminder. When a reminder comes due (or next time you login after a reminder is due), there will be a popup message alerting you. You can 'snooze' the reminders similar to how you can with calendar reminders. The reminders will continue to come up until you click Dismiss or change the reminder date of the task. Tasks SEARCH FOR MAIL FROM/TO AN ADDRESS You can show all mail to or from a sender quickly. In the list of messages, right click on any name (in the "From" column). Go to Find Emails (indicated by the red circle) and you can choose either find emails Received From Sender or Sent To Sender (blue circle) Click Save at the top left when done. Zimbra Page 8 (Rev 12.12.13)