ZCS Administrator's Guide, Network Edition 4.0
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Managing End-User Mailbox Features

Managing End-User Mailbox Features
When an account is provisioned, you create the mailbox, assign the email address, enable Zimbra features, and configure how users access and use their mailboxes. This chapter describes the features, advanced controls, and user preferences that can be configured for an account either by assigning a COS or by specifying the feature when you create the account.
When accounts are created from the administration console, the New Account Wizard enables most of the features available to that account. The account creation utility creates the appropriate entries on the Zimbra LDAP directory server. The mailbox is created on the Zimbra server upon the user’s first log in to the system.
Zimbra Messaging and Collaboration Applications
The Zimbra Collaboration Suite provides the following messaging and collaboration solutions that can be enabled on user accounts.
Email messaging
Zimbra email messaging is a full-featured email application that includes advanced message search capabilities, mail sorted by conversations, tags, user-defined folders user-defined filters, and the ability to define personal options. You define which email messaging features are enabled.
Address Book
Zimbra Address Book allows users to create multiple contact lists and add contact names automatically when mail is received or sent. By default, a Contacts list and an Emailed Contacts list is created in Address Book. Users can import contacts into their Address Book. You can set a limit on the maximum number of contacts a user can have in all of their address books.
Calender
Zimbra Calendar lets users schedule appointments and meetings, establish recurring activities, create multiple calendars, share calendars with others, and delegate manager access to their calendars. They can subscribe to external calendars and view their calendar information from Zimbra Web Client.
Documents
Zimbra Documents lets users create, organize, and share web documents from the Zimbra Web Client. When this feature is enabled, users have one Documents Notebook folder by default and can create additional wiki folders. Zimbra Documents provides a web-based WYSIWG tool for sharing and editing documents and other content. Users have the ability to embed rich content into an editable document from within a Web browser. Wiki folders can be shared with individual, groups, and the public.
A domain Documents folder can be created from the administration console. This Documents folder can be shared with users on the domain, users on all ZCS domains in your environment, as well as individuals and groups.
User Mailbox Features
The COS assigned to an account sets the default features for the account. These defaults can be changed for individual accounts. The following table lists the features that can be configured for users either by COS or by account. If the feature is not enabled, it does not display on the Zimbra Web Client for that account.
Note: Mailbox features are enabled for the Zimbra Web Client users. When IMAP or POP clients are used, users may not have these features available.
 
Users can create their own personal contact lists. By default, two contact lists folders are in the Address Book. You can limit the size of the address book from either the COS or the account Advanced tab.
A calendar and scheduling tool to let users maintain their calendar, schedule meetings, delegate access to their calendar, create multiple personal calendars, and more.
Users can create, organize, and share web documents from the Zimbra Web Client. One Documents Wikis Notebook is created for each account.
Tags allows users to create labels and assign them to messages.
Advanced search allows users to build a complex search using email by date, domain, flag, object, size, attachment, and folder.
Saved searches allows users to save a search that they have previously executed or built.
Messages can be displayed grouped into conversations or as a message list. Conversations group messages by subject. If this feature is turned on, it is the default.
Change password allows users to change their password at any time.
Initial search preference
Users can specify a search to execute when they log in.
Allows users to create rules for managing their email. Rules can include routing mail to different folders.
GAL access allows users to access the company directory.
Users can use HTML markup to compose messages that can contain different fonts, colors, and style.
Enables users to use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the IMAP protocol.
Enables users to use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the POP protocol.
Users can share address books and calendars with other users.
Allow user to specify a forwarding address
Allows users to create a forwarding address for their mail. They can enable the feature so that a copy is not kept in their local mailbox
Allows users to enter a few letters and a list of users in the GAL is displayed.
Out-of-office reply (away message)
Uses can set up an out-of-office reply message and enable/disable it.
New mail notification
Allows users the option to specify an address to be notified of new Zimbra mail. They can enable this feature and set an address as required. When this feature is checked, the admin can also set the address and enable this feature from the Account Preferences tab. As notification, an email is sent to the address with information about subject, sender address and recipient address. Note: See Appendix A CLI commands, zmprov for information about how to change the email template.
When this is enabled, users can select the ZWC GUI colors that display. You can select the theme types they can choose.
Enables the Zimbra Mobile feature that allows Zimbra to provide mobile data access to email, calendar, and contacts for users of selected mobile phones. See Zimbra Mobile in this chapter for more details.
Advanced Options
Advanced options that can be set at both the COS and account level are described in the table that follows.
 
Advanced Options
Four radial buttons let you choose how attachments can be viewed.
Global Settings override the COS and individual account settings.
Attachments may be viewed in their original format only.
Attachments may be viewed in HTML and their original format.
Mailbox size limit in MB. The default is not to set a mailbox quota, which makes the quote unlimited.
Attachments to email messages are indexed. If attachments are indexed, they can be searched for.
Maximum number of contacts a user can have in their personal Contacts list.
Minimum/Maximum password length
Minimum /Maximum password age
Number of days that a password must remain unchanged before a user can change the password, or the number of days that can elapse before a user is forced to change his password.
Number of times a user can change his password before he can reuse an old password.
Number of days a message can remain in any folder before it is automatically purged.
Number of days a message remains in the Trash folder before it is automatically purged.
Number of days a message can remain in the Junk folders, before it is automatically purged.
Auth token lifetime sets a browser cookie that contains the auth token. User can open ZWC without having to log on again until auth token expires. The default is 2 days
Session idle lifetime sets how long a user session remains active, if no activity occurs. Activity includes any clickable mouse action, such as viewing contents of a folder or clicking a button. The default is 2 days.
Must change password
In the General Information section. When a user logs in for the first time, he is required to change his password.
Preferences
How user mailboxes display and behave when a message is composed or received is controlled by preferences that can be configured in the COS and in account configuration. If the preference is set for the account, the user can change it from the Options application on the Zimbra Web client.
The preferences are listed in the following table.
 
Use standard Internet signature style. Default is to not separate the signature with a separator (line).
Enable address for new mail notification and add address. This feature must be enabled to see these fields.
Additional Mailbox Feature Details
Email Aliases
An alias is an email address that redirects all email it receives to another email account. It is not an email account. An unlimited number of email aliases can be created for an account. Email sent to an alias address is automatically forwarded to the user’s account.
Email Forwarding
When setting up an account, you can enable the account to allow users to specify a forwarding address, specify a forwarding address for the user’s account and specify a forwarding address that is hidden from the user. A copy of each message sent to the account is immediately forwarded to the designated forwarding address.
Zimbra Mobile
Zimbra Mobile is an optional component that enables two-way, over-the-air synchronization of email, calendar, and contacts data between mobile devices and the Zimbra server.
You enable this feature in the ZCS COS or for individual Accounts. In most case, no additional plug ins are required, users configure the device’s software for Zimbra Mobile similarly to how they configure the device to sync against Microsoft® Exchange. The following may need to be configured:
Users can now sync their Zimbra mailbox to their mobile device. They can send email, create appointments, and add contacts.
For details about specific device setup go to the Mobile Device Setup page on the Zimbra Wiki.
Important: Some users may experience configuration difficulty if using SSL. WM5 includes a limited number of root certificates and it may be necessary to install your server’s signing CA’s certificate on the device in order to use SSL.
Displaying HTML in an Email
You can determine whether or not the account can view the HTML formatting of messages that contain such formatting. The HTML version may look nicer than plain text, but you may not want to display inline images as part of the message.
An image can be a hypertext reference (HREF) linking to a site, rather than a local file attachment. If the user opens the message, a spammer can tell that an email address is valid by tracking image downloads from the referenced web site.
Users Preferences
End-users can further customize their mailboxes when they log in to the Zimbra Web Client. The options they modify overrule the account and COS preference settings. The preferences include a General tab, Mail tab, Mail Filters tab, Contacts tab, and a Calendar tab. Only those features that are enabled are shown in the user’s Options.
General
Users can:
Note: If Microsoft Active Directory is used for user authentication instead of the Zimbra LDAP, you must disable the user’s Change Password feature in their Class of Service. In that case, the Change password option is not displayed.
Mail
Users can define the following features for their mailbox’s behavior:
Address Book
Users can configure the following address book behavior:
Calendar
Users can set the following:
Select to display the time-zone list in their appointment dialog, giving them the opportunity to change time zones while making appointments.
Whether the mini-navigation calendar always displays in the Mail view. The mini-calendar automatically displays in the Calendar view.
Mail Filter Rules
Users can define a set of rules and corresponding actions to apply to incoming mail. When an incoming mail message matches the conditions of a filter rule, the corresponding actions associated with that rules are applied.
 

Managing End-User Mailbox Features

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ZCS Administrator's Guide, Network Edition 4.0
Copyright © 2006 Zimbra Inc.