ZCS Administrator Guide 8.0

Open Source Edition

Email Messaging Features

You configure which email messaging features are enabled. Users can then manage many of the enabled features as preferences.

The default is to let users manage their preferences, but you can choose not to let users set account preferences. The following ZCW Features tables lists the features.

 

 

Feature	Description	COS/Account Tabs
Mail	Enables the email application. Enabled by default.	Features
Conversations	Messages can be grouped into conversations by a common thread. The default is to thread messages in a conversation by the References header. If there is no References header, the Subject is used to determine the conversation thread. To change the default, update attribute zimbraMailThreadingAlgorithm from the COS or for individual accounts. See zmprov (Provisioning). If this feature is enabled, conversation view is the default. You can change the default on the COS Preferences page. Users can also change the default.	Features
HTML compose	Users can compose email messages with an HTML editor. They can specify default font settings as a preference.	Features
Draft auto save interval	Frequency of saving draft messages.The default is every 30 seconds. Users cannot change the frequency, but they can turn off the save draft feature.	Preferences
Mail send later	When enabled, users can choose Send Later to send a message at a later time. The user configures the data and time for sending. Messages are saved in the Draft folder.	Features
Message priority	When enabled, users can set the priority of the message. The recipient viewing from ZWC sees the priority flag if it is high or low.	Features
Allow the user to specify a forwarding address	You can specify a default forwarding address that the user can use. Users can change the forwarding address from their account Preferences tab. You can also specify forwarding addresses that are hidden from the user. A copy of a message sent to the account is immediately forwarded to the designated forwarding address.	Features page in COS Forwarding page in Accounts
Out of office reply	Users can create an email message that automatically replies to incoming messages. By default a message is sent to each recipient only once every seven days, regardless of how many messages that person sends to the address. This setting can be changed in the COS Preferences page, Out of office cache lifetime field.	Features Preferences
New mail notification	Allows users the option to specify an address to be notified of new mail. They can turn this feature on or off and designate an address from their account Preferences tab. Note: See zmprov (Provisioning) in Appendix A CLI commands, for information about how to change the email template.	Features page in COS Preferences page in Accounts
Persona	When 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	Features
Maximum length of mail signature	The maximum number of characters that can be in a signature. The default is 1024 characters. The number of signatures users can create is configured in zimbraSignatureMaxNumEntries	Preferences
Advanced Search	Allows users to build a complex search by date, domain, status, tags, size, attachment, Zimlets, and folders.	Features
Saved searches	Users can save a search that they have previously executed or built.	Features
Initial search preference	When enabled, the default search mailbox can be changed. This is the folder that is searched when the Get Mail link in ZWC is clicked. The default is Inbox.	Preferences
External POP access	When enabled, users can retrieve their POP accounts’ email messages directly from their ZWC account. They add the external account address to their account settings.	Features
External IMAP Access	When enabled, users can retrieve their IMAP accounts’ email messages directly from their ZWC account. They can add the external account address to their account settings.	Feature
Aliases for this account	You can create an aliases for the account. Users cannot change this.	Alias page in Accounts
Mail filters	Users can define a set of rules and corresponding actions to apply to incoming and outgoing 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. 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 spam, users can create a spam whitelist from the Preferences Mail folder to identify email addresses that should not be marked as spam.	Features
Tagging and Flagging	Users can create tags and flags and assign them to messages, contacts, and files in Briefcase folders.	Feature
Enable keyboard shortcuts	Users can use keyboard shortcuts within their mailbox. The shortcut list can be printed from the Preferences Shortcuts folder.	Preferences
Dumpster folder	When enabled, users can right-click on their Trash folder and select Recover Deleted Items to recover items deleted up to 30 days before.	Feature
GAL access	Users can access the company directory to find names for their email messages.	Features
Autocomplete from GAL	When enabled, users enter a few letters in their compose header and names listed in the GAL are displayed ranked by usage. See Autocomplete Ranks Names.	Features
IMAP access	Users can use third party mail applications to access their mailbox using the IMAP protocol. You can set the polling interval from the COS/Account Advanced page, Data Source>IMAP polling interval section. The polling interval is not set by default.	Features
POP3 access	Users can use third party mail applications 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. Users can configure from their Preferences>Mail page • How messages are download • Whether to include their junk messages. Junk messages are downloaded to their Inbox. • How to delete messages from their POP account. You can set the polling interval from the COS/Account Advanced page, Data Source>POP3 polling interval section. The polling interval is not set by default.	Features

Autocomplete Ranks Names

The autocomplete feature displays names ranked with the most frequently recalled contact listed at the top. If the contact name that appears first should not be listed at the top, the user can click Forget and the contact names are re-ranked.

Email Preferences Users Manage

The default behavior for many of these preferences can be set from either the COS or the Accounts Preferences page. Users can modify the following mail preferences from their account Preferences Mail page.

How often, in minutes, that the Web Client checks for new messages, Check for new mail every...

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.

Whether to save copies of outbound messages to the Sent folder

Whether to save a local copy of a message that is forwarded or to have it deleted from their mailbox

Whether to compose messages in a separate window

Whether to view mail as HTML for messages that include HTML or to view messages as plain text

Whether to send a read receipt when it is requested.

Adjust the default font size for printed messages. The default is 12 points.

Users can set up their own Spam mail options of whitelist and blacklist email addresses that is used to filter incoming message from their Preferences Mail folder. The default maximum number of whitelist and blacklist addresses is 100 on each list. This value can be changed using CLI zmprov for accounts and COS. The attributes are zimbraMailWhitelistMaxNumEntries and zimbraMailBlacklistMaxNumEntries.

Users can modify the following mail preferences from their Preferences Signatures page.

•	Whether to automatically append a signature to outgoing messages.

•	Preferences for how messages that are replied to or forwarded are composed.

Use Import and Export to Save User’s Data

The Preferences Import/Export page lets users export all of their account data, including mail, contacts, calendar, and tasks. They can export specific items in their account and save the data to their computer or other location. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore their account. Individual contacts are saved as .csv files, and individual calendar files are saved as .ics files. The data are copied, not removed from the user’s account.

The exported account data file can be viewed with an archive program such as WinRAR archiver. Any of these files can be imported into their account from the same page.

You can turn the Import/Export feature off from the COS or Account Features page, General Features section.

Set Up RSS Polling Intervals

Users can subscribe to Websites that provide RSS and podcast feeds and receive updated information directly to their mailboxes. The maximum number of feeds that can be returned is 50. RSS feeds count against users’ account quota.

The default is to update the RSS data every 12 hours. Users can right-click on an RSS feed folder to manually load new feed.

You can change the polling interval from the administration console the Class of Server or Account Advanced page, Data Source>RSS polling interval section.