Managing Mailbox Features: Difference between revisions

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<div class="CellBody">Four radial buttons let you choose how attachments can be viewed.</div><div class="CellBody">Global Settings override the COS and individual account settings.</div><div class="CellBody"></div>
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<div class="CellBody">Enable Attachment indexing</div>
<div class="CellBody">(Network Edition only) Enable Attachment indexing</div>
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Revision as of 18:32, 11 September 2006

(From Zimbra 4.0 docs)

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.

The Zimbra Collaboration Suite provides the following messaging and collaboration solutions that can be enabled on user accounts.

Email messaging
Calendaring
Address Books
Web document authoring

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 Wikis 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 wiki folder can be created from the administration console. This Documents wiki 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.

Table 3 Configurable Mailbox Features
Feature Name
COS
Account
Description
Address Book
X
X
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.
Calendar
X
X
A calendar and scheduling tool to let users maintain their calendar, schedule meetings, delegate access to their calendar, create multiple personal calendars, and more.
Documents
X
X
Users can create, organize, and share web documents from the Zimbra Web Client. One Documents Wikis Notebook is created for each account.
Tagging
X
X
Tags allows users to create labels and assign them to messages.
Advanced search
X
X
Advanced search allows users to build a complex search using email by date, domain, flag, object, size, attachment, and folder.
Saved searches
X
X
Saved searches allows users to save a search that they have previously executed or built.
Conversations
X
X
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
X
X
Change password allows users to change their password at any time.
Initial search preference
X
X
Users can specify a search to execute when they log in.
User-defined mail filters
X
X
Allows users to create rules for managing their email. Rules can include routing mail to different folders.
GAL access
X
X
GAL access allows users to access the company directory.
HTML compose
X
X
Users can use HTML markup to compose messages that can contain different fonts, colors, and style.
IMAP access
X
X
Enables users to use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the IMAP protocol.
POP3 access
X
X
Enables users to use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the POP protocol.
Sharing
X
X
Users can share address books and calendars with other users.
Allow user to specify a forwarding address
X
X
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
Autocomplete from GAL
X
X
Allows users to enter a few letters and a list of users in the GAL is displayed.
Out-of-office reply (away message)
X
X
Uses can set up an out-of-office reply message and enable/disable it.
New mail notification
X
X
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.
Change UI themes
X
X
When this is enabled, users can select the ZWC GUI colors that display. You can select the theme types they can choose.
Zimbra Mobile
X
X
(Network Edition only) 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.

Table 4 Configurable Advanced Options
Advanced Options
COS
Account
Description
(Network Edition only) Four radial buttons let you choose how attachments can be viewed.
Global Settings override the COS and individual account settings.
X
X

Disable attachment viewing from web mail UI.

Attachments may be viewed in HTML only.

Attachments may be viewed in their original format only.

Attachments may be viewed in HTML and their original format.

Account quota
X
X
Mailbox size limit in MB. The default is not to set a mailbox quota, which makes the quote unlimited.
(Network Edition only) Enable Attachment indexing
X
X
Attachments to email messages are indexed. If attachments are indexed, they can be searched for.
Address book size limit
X
X
Maximum number of contacts a user can have in their personal Contacts list.
Minimum/Maximum password length
X
X
Specifies the required length of a password.
Minimum /Maximum password age
X
X
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.
Enforce password history
X
X
Number of times a user can change his password before he can reuse an old password.
Password locked
X
X
Users cannot change their passwords.
Email message lifetime
X
X
Number of days a message can remain in any folder before it is automatically purged.
Trashed message lifetime
X
X
Number of days a message remains in the Trash folder before it is automatically purged.
Spam message lifetime
X
X
Number of days a message can remain in the Junk folders, before it is automatically purged.
Auth token lifetime
X
X
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
X
X
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
X
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.

Table 5 Configurable Preferences
Preferences
COS
Account
Save copies of messages to Sent folder
X
X
View mail as HTML (when possible)
X
X
Always compose in new window
X
X
Reply/Forward using format of the original messages
X
X
Always compose mail using either text or HTML Default is text.
X
X
Use standard Internet signature style. Default is to not separate the signature with a separator (line).
X
X
Enable automatic adding of contacts
X
X
Contacts per page
X
X
Number of items to display per page
X
X
Initial mail search
X
X
Show search string
X
X
Group mail by conversations
X
X
Enable address for new mail notification and add address. This feature must be enabled to see these fields.
X
Enable mail signature
X
Show time-zone list in appointment view
X
X
Show IMAP search folders
X
X
Disable local delivery. This can be set only if forwarding mail is enabled for the account
X

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:

Server address. Type the fully qualified hostname of the user’s Zimbra Collaboration Suite mailbox server.
User name. Type the user’s primary Zimbra account name. The domain is configured separately.
Domain Type the user’s Zimbra mailbox domain name.

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:

Select whether to include Junk and Trash folders in their search folders
Change their passwords
Select to always show the search string in the search field
Select a the user interface theme for the Zimbra Web Client. The administrator can define the choices.
Set the default font settings

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:

Default view to use (conversations or mail messages)
The number of items to display on a page
How often, in minutes, that the Web Client checks for new messages
Whether to save copies of outbound messages to the Sent folder
Reply-to address
Reply and forwarding preferences; whether to include original text, and if so, as inline text or as a separate attachment
Set an address to forward mail and enable to have the copy of the forwarded mail deleted from their mailbox.
Whether to automatically append a signature to outgoing messages and what the text should be
Enable a vacation/out of office message and what the text should be
Enable to generate new mail notifications and if so, to which email address notifications should be sent
Whether to view mail as HTML for messages that include HTML, default is to display messages as plain text
Whether to ignore messages they send that they then receive
Whether to compose mail as HTML or plain text
Whether to compose messages in a separate window

Address Book

Users can configure the following address book behavior:

Whether to automatically add a contact from a recipient of a message the user has sent
Allow auto-complete when using the Global Address List
Which view to view their contacts in, list or as cards
How many contacts to show on a single page
Import an address book or export their address book to a csv text file.

Calendar

Users can set the following:

Which calendar view they want to see when they open their calendar; Day, Work Week, 7-Day Week, Month, or Schedule.
Which day of the week is the first day to display in the calendars.
Select to display the time-zone list in their appointment dialog, giving them the opportunity to change time zones while making appointments.
Whether to use the QuickAdd dialog to create appointments from the calendar pane.
Whether the mini-navigation calendar always displays in the Mail view. The mini-calendar automatically displays in the Calendar view.
Select when to be reminded of an appointment. The default is 5 minutes before the appointment.

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.

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