ZCS Administrator's Guide Network Edition 6.0.8
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Customizing Accounts, Setting General Preferences and Password Rules : Zimbra Messaging and Collaboration Applications

Zimbra Messaging and Collaboration Applications
The Zimbra Collaboration Suite provides the following messaging and collaboration solutions:
You can enable and disable these applications by either Class of Service (COS) or by individual accounts.
Configuring the COS and assigning a COS to accounts lets you configure the default settings for account features and restrictions for groups of accounts. Individual accounts can be configured differently and any changes you make override the COS setting. When you update the COS, the changes are not reflected in accounts that have COS overrides.
Email messaging
ZCS 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 more. You configure which email messaging features are enabled.
Messaging features that can be enabled are listed below; the third column is the tab where the feature can be enabled. Many of these features can than be managed from users’ account Preferences tab when they log on to the Zimbra Web Client.
The default is to let users manage their preferences. If you do not want users to be able to change their account preferences, you can remove the check from the Major Features Preferences in the Features tab.
 
COS/Account Tabs
Enables the email application. This is enabled by default.
Messages can be displayed grouped into conversations or as a message list. Conversations group messages by subject. If this feature is enabled, conversation view is the default, but you can change the default on the COS Preferences tab.
Users can change the default from the Mail toolbar, View link.
Users can compose email messages with an HTML editor. They can specify their default font settings for HTML compose in their account Preferences tab.
Attachments to email messages are indexed. If attachments are indexed, they can be searched.
Allow the user to specify a forwarding address
Users can create a forwarding address for their mail. When this feature is enabled in the COS, in the account configuration, you can specify a default forwarding address that the user can use and enable the function so that a copy of the forwarded message is not saved in the user’s mailbox. Users can change the information from their account Preferences tab.
In the account configuration, you can also specify forwarding addresses that are hidden from the user. A copy of each message sent to the account is immediately forwarded to the designated forwarding address.
Features tab in COS
Forwarding tab in Accounts
Users can create an email message that automatically replies to incoming messages. This is commonly used as a vacation message. By default message is sent to each recipient only once every seven days, regardless of how many messages that person sends to the address during that week. This can be changed in the COS Preferences tab, Out of office cache lifetime field.
Users can also set the start and stop dates for the message. You can change this setting in the COS or Account setup.
New mail notification
Allows users the option to specify an address where to be notified of new mail to their ZWC account. They can turn this feature on or off and designate an address from their account Preferences tab.
An email with information about the email’s subject, sender address and recipient address is sent to the address.
Note: See zmprov (Provisioning) in Appendix A CLI commands, for information about how to change the email template.
Features tab in COS
Preferences tab in Accounts
The name and address configured for the account creates the primary account persona. This is the information that user use as the From address.
When Persona is enabled, users can create additional account names to manage different roles. Account aliases can be selected for the From name of messages sent from that persona account and a specific signature can be set for the persona account.
The number of personas that can be created is set to 20. You can change this from the CLI zmprov mc zimbraIdentityMaxNumEntries
Maximum length of mail signature
You can set the maximum number of characters that can be in a signature. The default is 1024 characters.
Users can create signatures for different roles. The number of signatures users can create is configured in zimbraSignatureMaxNumEntries
Allows users to build a complex search by date, domain, status, tags, size, attachment, Zimlets, and folders.
Users can save a search that they have previously executed or built.
Initial search preference
The initial search folder is Inbox. When this is enabled, users can set another folder as the default search folder.
Users can set up to retrieve their POP accounts’ email messages directly from their ZWC account. They can add the external account address to their account settings. Users can set these up from their Preferences tab.
Users can set up to retrieve their IMAP accounts’ email messages directly from their ZWC account. They can add the external account address to their account settings. Users can set these up from their Preferences tab.
You can create an aliases for the account. Users cannot change this.
Users can define a set of rules and corresponding actions to apply to incoming mail and calendar appointments. When an incoming email message matches the conditions of a filter rule, the corresponding actions associated with that rule are applied. Users set up these rules from their account Preferences tab.
Note: Spam check on a received message is completed before users’ mail filters are run. Messages identified as spam are moved to the Junk folder. To avoid having mail incorrectly marked as junk, users can create a spam white list from the Preferences Mail folder to identify email addresses that should not be marked as spam.
Users can create tags and assign them to messages, contacts, and Documents pages.
Users can use keyboard shortcuts within their mailbox.
The shortcut list can be printed from the Preferences Shortcuts folder.
Users can access the company directory to find names for their email messages.
When this is enabled, users enter a few letters in their compose header and names listed in the GAL are displayed. Users can turn this feature on or off from their Preferences tab.
Users can use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the IMAP protocol.
Users can use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the POP protocol. When they retrieve their POP email messages, the messages and attachments are saved on the Zimbra server.
The default behavior for many of these preferences can be set from either the COS or the Accounts Preferences tab. Users can modify the following mail preferences from their account Preferences Mail tab.
Set or change email message alerts. Alerts can be set up to play a sound, highlight the Mail tab when a message arrives, and flash the browser.
Set the display language for ZWC. If more than one language locale is installed on ZCS, users can select the locale that is different from the browser language settings.
Users can set up their own Junk Mail Options of white list and blacklist email addresses that is used to filter incoming message from their Preferences Mail folder. The default maximum number of white list and black list addresses is 100 on each list. This value can be changed using CLI zmprov for accounts and COS. The attributes are zimbraMailWhitelistMaxNumEntries and zimbraMailBlacklistMaxNumEntries.
Important: To allow users to share their mailbox folders, address books, calendars, and Documents notebooks, enable Sharing in the Features tab.
Users can modify the following mail preferences from their Preferences Signatures tab.
Import/Export Folder
In the advanced Web Client, the Preference, Import/Export folder can be used to export a user’s account data, including email messages and attachments, contacts, calendar, tasks, etc. This data can be saved to their computer or other location as a backup. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore the user’s account. When they run the export command, the data are copied, not removed from the user’s account.
You can turn the Import/Export feature off from the COS or Account Features tab, General Features section.
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 are created in Address Book. Users can import contacts into their Address Book.
Important: To allow users to share their address books, calendars, and Documents notebooks, enable Sharing on the Features tab.
 
COS/Account Tabs
Users can create their own personal contacts lists. By default, two contact lists folders are in the Address Book.
Maximum number of contacts a user can have in all address books. 0 means unlimited.
Users can modify the following Address Book preferences from their account Preferences Address Book tab. The default behavior can be set from the COS or Accounts>Preferences tab.
Enable auto adding of contacts to automatically add contacts to their Emailed Contact list when they send an email to a new address.
Users can import other contact lists into their Address Book and can export their address books as well. The files must be .csv files. This is done from the Preferences Import/Export folder
Calendar
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. They can also use search for appointments in their calendars.
Important: To allow users to share their calendars, address books, and Documents notebooks, enable Sharing in the Features tab.
 
COS/Account Tabs
A calendar and scheduling tool to let users maintain their calendar, schedule meetings, delegate access to their calendar, create multiple personal calendars, and more.
When Group Calendar is not checked, the only Calendar feature is the ability to create personal appointments and accept invitations to meetings. The Find Attendees, Schedule and Find Resources tabs are not displayed.
Calendars can be nested within ZCS folders like Mail, Contact, and Calendar folders. The administrator creates a nested list of calendars using CLI or a nested calendar grouping is imported through migration.
zmmailbox -z -m user1 cf -V appointment /<Calendar Name>/<sub-calendar name>.
This creates a calendar nested under the Calendar Name folder.
Sets the timezone that is used for scheduling in the Calendar application. A drop down displays the timezone list. Domain admins set this in the Accounts, General Information tab.
Forward calendar invitation to specific addresses
You can specify email addresses to forward a user’s calendar invitations. Users can also specify forwarding address from the Preferences Calendar folder.
The account the invitation is forwarded to must have been granted admin privileges on the shared calendar to be able to reply to the invitation.
Accounts Forwarding
Troubleshooting Calendar Appointment Issues
The CLI zmcalchk command is used to check for discrepancy between different users’ calendars for the same meeting and send an email notification regarding the discrepancies.
You can also use this command to notify the organizer and/or all attendees when an appointment is out of sync. See Appendix A, zmcalchk.
Setting Remote Calendar Automatic Update Interval
Remote calendars are automatically updated every 12 hours by default. You can change the frequency of these updates with this CLI:
 
Filtering Calendar Messages
Users can set up mail filter rules that act on Calendar- related messages. The filter subject is Calendar Invite. When they select this subject, messages that are marked as invites are run through the filter.
Other User Calendar Preferences
Users can modify the following Calendar preferences from their account Preferences Calendar folder. The default behavior can be set from the COS or Accounts Preferences tab.
Use the QuickAdd dialog to create appointments from the calendar view. When this option is enabled, the QuickAdd dialog displays when users double-click or drag on the calendar.
Number of minutes before an appointment to be reminded and select how to be notified, sound, flash the browser title, and popup notification. If popup notification is selected, the user must have Yahoo! BrowserPlus™ installed.
Users can import and export their appointments in the standard iCalendar (.ics) format. This is done from the Preferences Import/Export folder.
Tasks
Zimbra Tasks lets users create to-do lists and manage tasks through to completion. They can add tasks to the default Tasks list and they can create additional task lists to organize to-do lists by more specific activities.
Important: To allow users to share their Task lists, enable Sharing in the Features tab. Task lists can be shared with individuals, groups, and the public.
The Tasks feature is enabled from either the COS or the Accounts Preferences tab.
 
COS/Account Tabs
Users can create and organize tasks from the Zimbra Web Client.
Documents
Zimbra Documents lets users create, organize, and share web documents from the advanced Zimbra Web Client.
Important: To allow users to share their Documents notebooks, enable Sharing on the Features tab. Notebook can be shared with individuals, groups, and the public.
When this feature is enabled, users have one Documents Notebook folder by default and can create additional notebooks. Zimbra Documents provides a web-based WYSIWG tool for editing documents and other content. Users have the ability to embed rich content into an editable document from within a Web browser.
You can also create a specific domain Documents account from the administration console. This Documents notebook can be shared with users on the domain, users on all Zimbra domains in your environment, as well as individuals and groups. See Managing ZCS Configurations,Documents.
The Documents feature is enabled from either the COS or the Accounts Preferences tab.
 
COS/Account Tabs
Users can create and organize web documents from the Zimbra Web Client. One Documents notebook is created for each account. Users can create additional notebooks and pages.
Briefcase
Zimbra Documents lets user upload files from their computer to their Zimbra Web Client account and they can access these files whenever they log into the advanced Zimbra Web Client.
The Briefcase feature is enabled from either the COS or the Accounts Preferences tab.
 
COS/Account Tabs
Users can upload files to their Zimbra Web Client account.
They can open the file if the application is available on the computer, send the file in an email, organize files into different briefcase folders.
In 6.0.X, Briefcase beta features New Document, New Spreadsheet and New Presentation are enabled by default. You can disable these features in COS or Accounts Feature tabs, Briefcase Features section.
Instant Messaging (Beta)
Zimbra Instant Messaging lets users communicate in real-time with others whom they have identified in their Buddy list.
 
COS/Account Tabs
Users can create a Buddy list and communicate real-time with member of the list. With IM, users can create instant messages or create a group chat to message between several people for real-time collaboration.
When this enabled, users immediately receive notification of IM messages, new email messages, and calendar and folder updates. This is disabled by default. Users can change this preference in their IM tab.

Customizing Accounts, Setting General Preferences and Password Rules : Zimbra Messaging and Collaboration Applications

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ZCS Administrator's Guide Network Edition 6.0.8
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