Zimbra Collaboration Suite 7.0
Zimbra Collaboration Suite 7.0
Administrator's Guide
Open Source Edition

Customizing Accounts, Setting General Preferences and Password Rules > Email messaging

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 in the following table. Note that the third column is the tab name where the feature can be enabled. Many of these features can than be managed from the 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, in the Features tab, remove the check for Preferences.
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. 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.
Configure how frequently draft messages are automatically saved. The default is to save messages being composed every 30 seconds. Users cannot change the time, but they can turn off the feature to automatically save drafts while composing.
When this is enabled, users can select the Send option Send Later to send a message at a later time. They configure a data and time to send an email message and it is saved in the Draft folder.
When this is enabled, users can set the priority of the message - High, Normal, or Low. The recipient in ZWC sees the priority flag if it is high or low.
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.
A People Search bar is added to the users ZWC page and users can search the GAL for people within their organization. They see detailed information from the GAL, including phone numbers, office location, and a contact’s photo.
Initial search preference
When this feature is enabled, the default search mailbox can be changed. The Inbox folder is the default. The default folder can be changed in the Preferences tab and users can change this from their Preferences>Mail page.
The default mail search folder is the folder that is searched when the Get Mail link in ZWC is clicked.
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 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. Users set up these rules from their account Preferences tab.
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 white list from the Preferences Mail folder to identify email addresses that should not be marked as spam.
Tagging and Flagging
Users can create tags and flags and assign them to messages, contacts, and files in Briefcase folders.
Users can use keyboard shortcuts within their mailbox.
The shortcut list can be printed from the Preferences Shortcuts folder.
Users can recover email messages that they have deleted from their Trash folders. When this is enabled, users can right-click on the Trash folder and select Recover Deleted Items to display messages deleted up to 30 days before.
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 ranked by usage. Users can turn this feature on or off from their Preferences tab. See How Autocomplete Ranks Names.
Users can use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the IMAP protocol.
You can set the polling interval from the COS/Account Advanced tab, Data Source>IMAP polling interval section. The polling interval is not set.
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.
Users can configure how mail from the POP server is downloaded to ZCS from their Preference>Mail page. The options are
Allow all mail, including old mail, to be downloaded. Default
You can set the polling interval from the COS/Account Advanced tab, Data Source>POP3 polling interval section. The polling interval is not set.
How Autocomplete Ranks Names
When users use the autocomplete feature, names appear ranked by mailed-to contacts first and than non mailed-to contacts. When users view an autocomplete list, the most frequently recalled contact is 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 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 Spam 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.
Using Import/Export Page
In the advanced Web Client, the Preference, Import/Export page 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.
Setting Up Trusted Addresses Preferences
Users have a Trusted Addresses page in their Mail Preferences folder. When users receive email with external images that are not displayed, in the message they can select to always display images sent from that address or domain. This address or domain name is added to the users Trusted Address folder. They can also add or remove addresses directly in this folder.
Subscribing to RSS Feeds
Users can create an folder and subscribe to Websites that provide RSS (Really Simple Syndication) and podcast feeds to send updated information directly to their mailbox. RSS feeds count against users’ account quota.
The default is to automatically update the RSS data every 12 hours. You can change the polling interval from the COS/Account Advanced tab, Data Source>RSS polling interval section.