Zimbra Email System User Guide - United …...2015/12/16 · Zimbra Collaboration Suite is a...

© ITSC Training Document

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Zimbra Email System User Guide English 1.0

http://itsc.uic.edu.hk

[email protected]

Latest Update： 2015-12-16

Prepared by： Duran Chen, Star Lan, Yin Zheng from ITSC

http://itsc.uic.edu.hk/


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Table

Overview ......................................................................................................................................................................... 2 Objective ......................................................................................................................................................................... 2 Chapter 1 Introduction ............................................................................................................................................. 3 Chapter 2 Logging in and out ................................................................................................................................... 3 Chapter 3 Reading & Sending Mail ......................................................................................................................... 4 Chapter 4 Tags ........................................................................................................................................................... 9 Chapter 5 Composing Email .................................................................................................................................... 11 Chapter 6 Address books ........................................................................................................................................ 14 Chapter 7 Calendar ................................................................................................................................................. 18 Chapter 8 Task List ................................................................................................................................................. 21 Chapter 9 Documents .............................................................................................................................................. 22 Chapter 10 Briefcase ............................................................................................................................................. 23 Chapter 11 Preferences ......................................................................................................................................... 23 Support .......................................................................................................................................................................... 25 Appendix ....................................................................................................................................................................... 26

Overview

In respond to staff demand for improving the existing email service, ITSC has found a new

email system, Zimbra to replace the existing system.

Objective The objective of this user guide is to get our staff started with the new system.


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Chapter 1 Introduction

Zimbra Collaboration Suite is a full-featured messaging and collaboration application

offering reliable, high-performance email, address books, calendaring, task lists, and web

document authoring capabilities.

Chapter 2 Logging in and out

1. To log in

Open the link mail.uic.edu.hk：

Please use internet browser like Microsoft Internet Explorer (Ver 8), Mozilla Firefox and

Macintosh Safari to login Zimbra.

Enter user name and password, then click “Log in”

* Please choose Default to login.

Note: If you found the text size is too small to read, please use Zoom (150% or 200%) tool

of your internet browser to adjust your view.

Note: Please note that if you refreshed the page, you will be asked to log in again.

2. To Log out

To prevent others from logging in to your email account, you should always use the Log

Out link（top-right of the page） to close your Zimbra session.


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3. User Interface

When you log in Zimbra, you see a full screen view similar to the following.

(1) Overview Pane. On the top, it displays User Name and Mailbox Usage.

Following your Folders, including the system folders Inbox, Sent, Drafts, Junk, and

Trash, as well as any custom folders you may have created, Searches you may have

saved, and Tags you created, Zimlet links that may have been created to integrate

with third-party applications from within your mailbox.

(2) Mini-Calendar (3) Search Bar. Including Quick Search and Advanced Search. (4) Help and log Out.

(5) Application Tabs and Toolbar. (6) Content Pane. The content of this area changes depending on what

application is in use. In the Inbox view, it displays all messages or

conversations in your Inbox.

Chapter 3 Reading & Sending Mail

1. Click on the message you want to read, the message is displayed in the Reading pane below

the listed message.


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Note: Please note that in the Default (Advanced) version, it allow pop-up action menus that appear when you

pass your cursor over an item such as a folder and click your right mouse button. Moreover, it allows right

clicking on the Conversions, Messages, mails and so on.

1.1 Managing Message View

You can view your email messages as single messages or as conversations. Click

View on the toolbar and select whether to view by conversation or by message.

(1) Message view The traditional view displays a list of messages with the most recent message

displayed first. Unread messages are shown in bold. The information displayed on

the one line includes, flags, tags, from, attachment presence, subject, folder location,

size of the message, including attachments, and the time the message was received.

(2) Conversation view Conversation view displays your messages grouped by subject. The number of

messages in the conversation is displayed in parentheses after the subject. Each

conversation consists of the original message and all replies. Conversations


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containing unread messages are shown in bold.

Double-click the conversation to display the messages within the conversation. Click on a message to

display its contents. In the View link you can choose to show the oldest message or to show the

newest message first.

All messages related to the conversation are displayed, even if the messages are stored in other

folders. The Folder column shows the folder where the message is stored.

Note：You can read messages grouped together in context and ordered by date, including

replies and forwarded messages. In order for a message to be grouped in a conversation, the

subject of the message must be the same.

For example, the following subject lines would be considered part of the same conversation.

Who's in charge of the project?

Re: Who's in charge of the project?

Fwd: Who's in charge of the project?

However, if you change the title to "who's in charge of the project? - ask Mike," the message

would not be included in the conversation. It would be part of a different conversation.

Conversations do not continue indefinitely. If the last message in the conversation is 30 days

old or older, messages sent with the same subject begin a new conversation.

2. Sorting messages in the Content pane

You can sort your messages by Subject, Size or Received columns.

To sort by a particular column, click the column title. The column shows an arrow

indicating whether the sort is in ascending order (up arrow) or descending order (down

arrow). You can sort by one column at a time.

3. Replying Mail

You can reply to the sender of a message or you can reply to the sender and all recipients

of the message.


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4. Forwarding Mail

You can use Forward to send a mail message on to someone else.

5. Printing a mail message

Open the message to be printed and on the message toolbar, click Print.

Click OK to print. If you need to preview the message, please click Cancel on the Print

dialog.

Do not use the browser's File>Print feature. It will print out the full screen you are viewing

instead of the selected message.

6. Organizing Mails

There are several methods provided for organizing messages. They are Folders, Filters,

Tags and Conversations. You can use these along with the Search feature to quickly locate

and retrieve messages.

6.1 Folders

You can create folders to organize your messages and you can move mail from one folder to

another, for example taking a mail out of a "To Do" folder and moving it to a "Done" folder.

Creating Folders

Right-click in the Overview pane in the Folders list and select New Folder.

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A Create New Folder dialog opens. Enter a folder name. Select where to place the new folder

and Click OK.

Notes:

Please note that System folders, like Inbox, Sent, and Trash folders cannot be moved,

renamed, or deleted.

You can read, move and delete message in Junk folder. The contents of the Junk folder are

automatically purged after an administration-configured number of days

If you had received great amount of spam emails, please report it to ITSC support

([email protected]).

6.2 Filters

In your Preferences, Mail Filters tab, you can create rules for classifying inbound mail

according to items in the subject line, sender, recipient, or other characteristics.



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* For more information about Filter feature, please refer to Zimbra online help.

6.3 Tags

You can use tags as labels on email messages and then use the Search feature to show all

mail with a certain tag. (Refer to Chapter 4. Tags)

6.4 Conversations

You can have messages grouped by conversation. This built-in feature automatically groups

all sent and received email messages with the same subject into a single conversation. (Refer

to Chapter 3. Conversation view)

Chapter 4 Tags

1. Creating a New Tag

Click Tag in the Overview pane and click New Tag.

The New Tag dialog opens. Enter a name (i.e. Important) and choose a color (i.e. Orange)

and then click OK.



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The new tag is listed under Tags in the Overview pane.

2. Assigning Tags to Messages

Select the message(s) from the Content pane and click Tag.

A Tag icon is displayed after the message is tagged.

Tips: You can use tags to organize mails. For example, you may have tags for Urgent,


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Normal and Low. The mail messages that are tagged can be in different folders. You can

search for a tag and all messages with that tag are displayed, no matter which folder they

are in.

3. Removing Tags

Click the item from the list and choose the Tag menu option that appears and choose

Remove Tag.

Chapter 5 Composing Email

1. Click New on the toolbar.

The Compose page opens. Enter the recipient’s email address, subject and message and

then click Sent.


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* Notes:

When composing an email, if you click other buttons rather than Send, the message will be saved in

Draft folder.

Signature button is not displayed on the toolbar until you create a signature (Refer to Charpter 11

Add a signature).

2. Add Contact

Click To and an address selection dialog appears. Enter the name of recipient(s) in the

Search bar.

Select the name(s) and click To/Cc/ Bcc and click OK.

Notes: There are two types of address books available:

(1) A Global Address List (GAL), UIC contact list where you can search all UIC

staff email address.

(2) Personal Contacts, which consists of contacts you maintain.



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3. Add Attachment

Click Add Attachment on the toolbar. An Attach File(s) dialog opens.

Click Browse to look up the files you want to attach and then click Attach. (such

as .doc, .ppt, .zip)

4. Add a signature

In the Preference tab, click Signatures on the Overview pane. The Signature page opens.

Enter signature name and text, then click Save.

5. Using HTML Editor

Zimbra provides HTML editor which lets you format text, color background, bullet items,

insert tables, links and etc.


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Enable HTIML editor by clicking Format As HTML from the Options drop-down menu.

You can set the HTML editor as your default editor and set the default font settings, including

style, size and color from the Preferences, Composing tab.

Notes: Some email clients may not accept messages formatted in HTML. In that

case, the message will be displayed as plain text.

Chapter 6 Address books

Address Book is where you can store contact details. By default a Contacts and an Emailed Contacts

address book are created in Address Book. You can create additional address books and share them

with other.

1. Adding a new contact

You can add new contacts from the toolbar by clicking the arrow in the button, or by

right-clicking a name in a message header and choosing Contacts.



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You can just add a name or you can add detailed information about your contacts,

including multiple email addresses, phone numbers, mailing addresses and a picture. Then

click Save.

2. Adding a new contact from an existing mail message

There are two methods to add a new contact from an existing email message.

Method 1. Open the mail message, and click to add a contact.

Method 2. Right-click the name to add to your contact list and choose Add to Contacts.

3. Managing address books

You can create several address books for different group of contacts.


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Type the name of the new address book and save it to folder you want.

Note: If you created an address book in the wrong folder, you can drag and drop the

address book on the Content pane to the correct book.

4. Creating contact groups

The Contact Group List feature allows you to create contact lists that contain multiple

mailing addresses. When you select a group contact name, everyone whose address is

included in the group list is automatically added to the address field of the message.

On the toolbar, click New and select New Contact Group. The New Contact Group form

is displayed.

Type the name of this group list. You can look up the UIC staff’s email address and add

them to the contact group. Then click Save.


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When sending emails, choose the contact group you created as following,

5. Printing contact names or address books

You can print a complete address book or print the information for selected contacts.

Select an address book and check the boxes next to contact names to print. Then click the

Print icon

6. Tag a contact

Same as tagging an email.

7. Sharing your contact lists

You can share any of your address books. This is useful if your address books are for

specific categories of contacts and what other users to have access to the names.

Depending on the role you assign to the grantee, the shared contacts list can be view-only

or can have full access privileges to edit, add, and delete names.


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* Remarks：

Please note that all Shared feature is not enabled yet. Please pay close attention to ITSC email

or website for updates.

Chapter 7 Calendar

One calendar is created for you, and you can create additional calendars to keep track of

different type of functions. For example, you can create a calendar for work, for personal, and

for company activities. You can select the Schedule view to see the calendars side-by-side.

1. Creating New Appointment

Select the Calendar tab. Click New on the toolbar.

In the Create New Appointment page, enter the request information and then click

Save. An email invitation is sent to all attendees and the appointment is displayed in

their calendars.



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1.1 Details Section The Subject field is required. This becomes the description in the calendar.

The Location field can be used to describe the location of the meeting, such as

giving an address, building number, floor number.

The Show as selection determines if this appointment displays as free, tentative,

busy, or out of office on the Schedule Attendees page.

Mark as lets you mark the message as private or public.

If you have multiple calendars, select which calendar is setting up the event from

the Calendar menu

1.2 Time Section In the Time section, set the meeting date and time. Enter the Start date or click the

down arrow to display a calendar and pick a date. Select the End date. Select the

reminder notification. Attendees will be reminded of this meeting based on the time

you set here.

1.3 Attendee Enter the names of the attendees. You can enter attendee names in any of the

following ways:

(1) Go to the Find Attendees tab. In the Find field type a name and select which

list to use, either Contacts or Global Address List . Select the names and click Add.

When all names have been added, click OK.

(2) In the Attendees text field, type the email addresses, separating addresses by a

semicolon (;). Names in your Contact list matching what you type are displayed as

you type.

(3) To see the free/busy schedules for attendees, click the Schedule tab. As you

enter attendees' names and email addresses, if attendees' schedules are known,

availability appears in horizontal bars next to the names. Return to the Appointment

tab when the attendee's list is complete.


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1.4 Request Reponses When Request Responses is checked, you will receive email notification when

attendees accept or decline your meeting request. If you do not want to receive the

responses, click the checkbox to remove the check.

1.5 Send Notification Mail When Send Notification Mail is checked, when you click save, an email is sent to

the attendees list. Send Notification Mail gives you the option to make changes to a

meeting without notifying all the attendees of the change.

1.6 Text Use the Text field to add additional information to include in the email. To add

attachments, click Add Attachments on the tool bar.

2. Using QuickAdd to create an appointment

The QuickAdd dialog makes it easy to quickly create an appointment. On your calendar,

you select a start time, double-click or drag through the time and the QuickAdd

Appointment dialog opens. Enter request information and click OK. The appointment

displays on the calendar.

3. Multiple calendars

One calendar is created for you, and you can create additional calendars to keep track of

different type of functions.

Click New on the Overview pane

A Create New Calendar dialog open. Type a name and select a color, then click OK


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Note: You color-code calendars in your mailbox and activities on that calendar display in

the chosen color.

4. Sharing calendar

You can share you calendar with others or accept other’s calendar.

Chapter 8 Task List

You can create a task or create task lists to manage the tasks created., such as project or

personal task etc

1. Creating a Task

Select Tasks Tab and click NEW in the toolbar. Select Task under the New drop-

down menu.

An untitled task page opens. Enter the request information.


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Type in the Subject as required. You can also add more details like Start Date, Due

Date, Progress, Priority and add attachment.

2. Sharing Task List

You can share your task lists with others and you can define the permissions for the shared list.

Chapter 9 Documents

The Documents application is a document sharing and collaboration application that gives

you a central place in your email account to develop, organize, and share information.

Images, spreadsheets, and other rich web content objects can be embedded into Document

pages. External documents can also be uploaded. The pages display in your mailbox Content

pane.

1. Creating a page

Select Documents tab, click New on the toolbar.

Enter a name for page and text in the text section. Then click Save.

The saved page is displayed in the Document page. You can edit, delete and view history

of the page.


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2. Sharing documents

Like sharing Task List, you can share your task lists with others and you can define the

permissions for the shared list.

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Chapter 10 Briefcase

Like a web disk, Briefcase lets you save files in your account so that you can access these files

whenever you log in to your account from any computer

1. Uploading Files

Select Briefcase tab and click Upload file on the toolbar.

In the Upload dialog click Browse to find the file to upload. Then click OK. The file

is listed in the Briefcase page.

Notice:

You cannot upload a file with the same name to the same briefcase. You can specify

on the Upload dialog how to files with the same name should be treated when you

attempt to upload the file. When you change this option, the change is saved in the

dialog.

Note: Each attachment size limit is 10 MB

2. Sharing Briefbase

Like addresses books and calendar, you can share briefcase.

Chapter 11 Preferences

Select Preferences tab and the following folders displays in the Overview.


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You can set preferences in the following folders. Click the folder name for a description of the

content.

1. Set up login options

In the General page, you can setup your Login Options.

Login using:

(1) Advanced version is the default login version which offers the full set of Web

collaboration features （i.e. sharing calendars, briefcase and ect.)

(2) Theme and Language: setup your default theme and language.

(3) Change Password： Note: Please note that this feature is not enabled yet. Do not use this to change password until

further notification. A Change Password window opens, enter the required information and click OK.

Please note that your password cannot contain accented characters, such as these

letters: ñ, é, ó, etc.


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2. Mail Setting example

Auto-reply Function

In the Receiving Messages section of the Mail page, you can setup an auto-reply message.

Junk Mails Options

In the Junk Mail Options of the Mail page, you can create your own black list as well as

white list.

Support

1. Technical Support:：ITSC

Hotline: 3620315 (ext. 8315)

Email : [email protected]

办 Office： F202

Website： http://itsc.uic.edu.hk

2. Information

Download Link：http://itsc.uic.edu.hk (Download Area->For Staff)

Online Help: click this icon on the top-right of page.

mailto:[email protected]

http://itsc.uic.edu.hk/


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Appendix

Hoax Emails

Please be alert to email messages that ask for personal and account information. ITSC would NEVER

send a mass generic email asking for individual information, and neither would reputable banks and

financial institutions.

When in doubt, please forward questionable messages to ITSC support mail box

[email protected]

* Remarks：

Please note that all Shared feature is not enabled yet. Please pay close attention to ITSC email or

website for updates.


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