BRIEFCASES & TASKS ZIMBRA BRIEFCASES Briefcase can be used to share and manage documents. Documents can be shared, edited, and created using Briefcases. Options Briefcase New Briefcase To create briefcases, go to the Briefcase tab. In the Overview Pane, click on the Options icon (gear) and choose New Briefcase. The Create New Briefcase Folder dialog box opens. Name the briefcase and choose a color for the folder. Select where to place the folder by selecting the area the folder will appear under. Choosing Folders will keep the new briefcase folder visible in the Overview Pane when the Briefcase application is open. Click OK.
Upload File New Briefcase The new briefcase will appear in the Overview Pane. Select this briefcase to upload files. On the Toolbar, click Upload File. Browse The Upload New Files dialog box opens. Click the Browse button to find the document(s). Locate the file(s) on the computer and click Open. The file path appears in the File box. Notes can be added if desired. Click OK.
File The new file will appear in the content pane of the selected folder. Email attachment Briefcase option Email attachments can also be added to briefcases. Open the message containing the attachment. In the Attachment Line just above the reading pane the option Briefcase is displayed. Click on Briefcase. The Add to Briefcase dialog box opens. Choose the briefcase where the attachment will be located or create a new briefcase. Click OK. The attached document will be added to the selected briefcase. New
Create a New Document in the Briefcase New Document To create a document in a briefcase, select the briefcase and click on the New Document button on the toolbar. Save Name Rich Text Editor Content Enter a Name for the document. Compose the content in the content window. Formatting options are located on the Rich Text editor toolbar. Click Save. Save and close Notes can be added to describe the document. Click OK. Click Save and Close.
Download Notes The document is added to the briefcase with any notes added displaying in the description line. Documents can be moved from one briefcase to another by dragging. Documents in a briefcase can be downloaded by checking the desired document and clicking the Download button. Documents created by a third party application (Word, Excel, etc.) will open an automatic download box when that document is selected (clicked on) not checked. Any documents that are downloaded can be edited and uploaded again to the briefcase for sharing. Emailing Files from the Briefcase Actions Send as attachment Files can be attached to email messages. Select the briefcase folder and the document. Click on the Actions button on the toolbar. Click Send as attachment.
Attachment A New Message window opens with the attachment already present. Compose the email normally. Sharing Briefcases Arrow Share Briefcase Briefcases can be shared with others as a way to access common documents. Go to the Overview Pane in the Briefcase tab and click on the arrow to the right of the selected briefcase to be shared. From the dropdown menu select Share Briefcase. The Share Properties dialog box opens. Choose the share preferences beginning with the type of share. Internal users or groups allows for share users to have privileges. Type in the email address of the new share user. Choose the Role the user will have. Viewer will only allow viewing the briefcase. Manager allows the user to upload, download, and edit documents. Admin allows for all of the document options above as well as sharing. The option to add a message to the share message is available.
External guests and Public are view only options. Type in the email address of the new share user for external guests. For Public sharing, copy the url and post it or email it to all shares. The option to add a message to the share message is available. Accept/Decline Share An email message is sent to the new share user that includes all privileges for the briefcase and any additional messages added. The user must Accept Share or Decline Share. When a user accepts a shared briefcase, the Accept Share dialog box opens stating all of the privileges available. The briefcase can be renamed and color coded for organization. Click Yes.
New briefcase The new briefcase appears in the Overview Pane of the Briefcase tab. Briefcase Edit Properties Privileges can be edited or revoked by Administrators. Click on the arrow to the right of the briefcase in the Overview Pane and select Edit Properties from the drop down menu. The Folder Properties dialog box opens. Under Sharing for this folder all sharing set up for the briefcase will appear. Revoke will cancel all privileges for the share.
A prompt box appears to ensure that revoking privileges is the desired action. Click Yes. Selecting Edit from the sharing privileges reopens the Sharing dialog box. The current settings will appear and can be revised according to preference. Click OK.
Sharing Preferences Any folders that have been shared are all easily accessible for editing in the Preferences tab. Go to the Sharing option. Scroll to the bottom of the screen to Folders shared by me. All folders that have been shared are in this location with Edit, Revoke and Resend options available. Anytime a document in a shared briefcase is edited and uploaded, it is available to all users sharing that briefcase. TASK LISTS Tasks New Task List Task Lists, or To Do lists, can be created and shared in Zimbra. Go to the Tasks tab. To create a new Task List click on the Options icon (gear) and select New Task List. The Create New Task List dialog box will open. Name the new Task List and color code the folder. Click OK.
New Task Create a new task by clicking on the New Task button on the toolbar. The New Task window opens with options for setting up the new task. Progress Status Subject Percent Complete Location Start/Due Date Priority Reminder time Configure In the Details window, type the task name in the Subject field. If it is relevant, fill in a location in the Location field. Select the Priority - Normal, Low, or High. In the Progress section, select the Start Date, Due Date. If the task has started, you can change Not Started to an option in the list and update the percentage complete. To set Reminder emails, set the date then click Configure. This will send a reminder email to a designated email other than your Zimbra account. This will open the Preferences tab.
Preferences Save Email for notification Notification Mobile Phone Notification The Preference tab will open at the Notifications window. Type in the email address where reminder notifications will be sent. Mobile Phone notifications can also be configured. Click Save. Save Message Window Type a description in the message window. Click Save. New Task List Move Selected Items
The new task appears in the content section of the Tasks window. Tasks can be moved from one task list to another. Select the task and click on the Move Selected Items button on the toolbar. The dropdown menu shows all available task lists created. Select the task list desired or create a New Task List by click on the New Task List button. When the task list has been selected, click OK. Tasks can also be dragged and dropped to move from one list to another. Edit Tasks can be edited by either selecting the task and clicking the Edit button on the toolbar or simply double-clicking on the task. This will open the Task Details window and allow for changes. Delete Print Dropdown Menu Single tasks or complete task lists can be printed by clicking the print dropdown menu on the toolbar and selecting either Print Selected Task(s) or Print Task Folder. Task can be deleted by selecting the task and hitting the Delete button on the toolbar or hitting the delete key on the keyboard.
Sharing Task Lists Share Task List Task List to share Go to the Overview Pane in the Tasks tab and click on the arrow to the right of the Task List to be shared. From the dropdown menu select Share Task List. The Share Properties dialog box opens. Choose the share preferences beginning with the type of share. Internal users or groups allows for share users to have privileges. Type in the email address of the new share user. Choose the Role the user will have. Viewer will only allow viewing the task list. Manager allows the user to upload, download, and edit tasks. Admin allows for all of the options above as well as sharing and revoking sharing of the task list. The option to add a message to the share message is available. External guests is a view only option. Type in the email address of the new share user. The option to add a message to the share message is available.
Accept/Decline Share An email message is sent to the new share user that includes all privileges for the task list and any additional messages added. The user must Accept Share or Decline Share. When a user accepts a shared task folder, the Accept Share dialog box opens stating all of the privileges available. The Task List can be renamed and color coded for organization. Click Yes. New Task List The new Task List appears in the Overview Pane of the Task tab.
Task List Edit Properties Privileges can be edited or revoked by Administrators. Click on the arrow to the right of the Task List in the Overview Pane and select Edit Properties from the drop down menu. The Folder Properties dialog box opens. Under Sharing for this folder all sharing set up for the Task folder will appear. Revoke will cancel all privileges for the share. A prompt box appears to ensure that revoking privileges is the desired action. Click Yes. Selecting Edit from the sharing privileges reopens the Sharing dialog box. The current settings will appear and can be revised according to preference. Click OK.
Preferences Sharing Any folders that have been shared are all easily accessible for editing in the Preferences tab. Go to the Sharing option. Scroll to the bottom of the screen to Folders shared by me. All folders that have been shared are in this location with Edit, Revoke and Resend options available. Anytime task is edited, it is available to all users sharing that task list.