Email Services/Zimbra User Documentation/FAQ

Does it do Calendaring?

Yes.

Does it do Task Lists?

Yes.

Does it do IMAP?

Yes.

Does it do POP?

Yes.

Does it do MAPI?

Yes. With the use of a client-side plugin.

What does Zimbra look like?

Screen Shots

Does it support wireless syncing with devices, like the Treo and the BlackBerry?

Yes.

• Treos and related devices are supported by Zimbra Mobile, an integrated add-on to ZCS (Zimbra Collaboration Suite). It works with Symbian S60/S80, Windows® Mobile (WM5), and Palm smartphones. We are licensed to use Zimbra Mobile.
• BlackBerry devices are also supported by Zimbra Mobile by way of the Zimbra Mobile Connector for BES (Blackberry Enterprise Server).

This support is currently in beta. We will be testing it shortly, and anticipate deploying it in production as soon as it is considered stable. This will allow us to provide Blackberry connectivity for our Exchange and Zimbra users via the same BES service. --Brian Finley 19:20, February 10, 2008 (CST)

How Do I Move My Existing Mail to Zimbra?

• Talk to your Zimbra Domain administrator. They can provide you with the various options and recommend a procedure that's best for you.

How do I get my Incoming Mail to go to the Zimbra Server?

There are multiple ways to get your email to go to the Zimbra server. Some of these are described below.

Use the Argonne Alias Application

If your mail is normally delivered via an alias you have configured in the [alias application], then you're in luck -- this is probably the easiest way to get your mail to the Zimbra server.

Steps:

1. Log into the Argonne Alias Application -- (Mac Users: Use Firefox to follow this link, as Safari does not accept a certificate.)
2. Click on your alias.
3. Change the settings to specify your Zimbra account. Here's an example, using Brian Finley's alias (which is [email protected]):

[email protected]

WARNING: If you have a) two accounts listed, and b) one of them is your anlmail.anl.gov exchange account, there is a side effect of which you should be aware. In this situation, mail that originates from Exchange, or an Exchange connected client (Ie: Outlook via MAPI, or Exchange Webmail) will be delivered to your Exchange account, but not to your Zimbra account. This problem is understood, but the resolution is non-trivial. For now, the workaround is to either have your mail client check both accounts, or to only list one account in the alias application. It is possible to only list your Zimbra account in the alias application, and for you to tell Zimbra to keep a local copy, and also forward your mail to your Exchange account via your preferences in the Zimbra web interface. However, you must bear in mind that Zimbra is still a pilot with no service level guarantees.

Migrating Email off MS Exchange

Any alias in the alias application will be ignored for Exchange-originated mail when a previous alias setting pointed to any Exchange server in the Lab. Only removal of that Exchange account will solve this problem. The following steps must be taken to extricate a Lab email alias from MS Exchange:

Steps:

1. Update Lab alias through one of the following links:
   1. [1] -- Requires ANL domain account, Firefox only
   2. [2] -- Requires Control Identifier, i.e., your prior password, and works in Safari
2. Wait at most 30 minutes for refresh -- expect test message to new alias target from [email protected] (Hermes Super-User)
3. Convince yourself that the new alias works for external mail.
4. Migrate Calendars and Contacts if needed, using the "Outlook import Wizard". TODO: locate link.
5. Move all messages you wish to preserve, including those in folders, off your Exchange account, and into to your new mailbox, e.g. using an IMAP mail client connected to both accounts.
6. Have Exchange mailbox deleted entirely by your Exchange administrator, preferably near the end of the business day. Note that just deactivation or hiding does not work.
7. Wait overnight for Exchange to flush cache (until this happens, Exchange users will get bounces).
8. Verify: have an Outlook or Entourage user send mail to your lab alias.

Done.

procmail rule for Linux and Unix Geeks

If you use procmail, and would like to keep receiving your mail in whatever way you currently receive mail, but would still like to give Zimbra a try, you can add the following rule to your .procmailrc file. It will send a copy of every message it sees on to the email address specified, but will then continue to process each message with your subsequent rules.

#
#  Send a copy to [email protected] then continue processing.
#
:0 c
! [email protected]

See man procmailex or man procmailrc for details.

How does the Zimbra Web Client Compare with Outlook and Exchange?

A brief answer is that the Zimbra Web Client is similar in functionality to the Outlook Web Client, with some Additional Features and Some misssing Features. For a more detailed investigation check it out here. Outlook Web Client vs. Zimbra Web Client.

As far as The Outlook Client itself, it is more full featured than the Zimbra Web Client. However, the Zimbra Server itself does support MAPI connections via Outlook, through the installation of a simple plugin. I have not had a lot of time to test it, but initially it looks and feels just like outlook when connected to exchange. Early on there are errors downloading the GAL, which are preventing testing of much of the Collaboration features of outlook, however the email seems to work with full support of folders, rules, and searching. Once I have more time to investigate, i will post more information

--Christiaan

Does Zimbra have Fail Over Capabilities?

Our current configuration includes a cold-standby server for manual fail over in the case of hardware failure on one of the servers.

Do "Mail Filters" Created in the Web Client Work if I Use Some Other Client to Check my Mail?

Yes!

Mail Filters happen on the Zimbra servers and are independent of the client you use to check your mail.

Note: "Mail Filters" are set by clicking on the "View or edit your options" tab on the left, then the "Mail Filters" tab on the top right.

How does the "matches pattern" feature in "Mail Filters" work?

It allows you to use the following characters as wildcards:

* (matches anything, any number of times)

? (matches anything once)

\ (escapes the next character -- Ie: "\*" will match an asterisk, instead of being considered a wildcard)

What is the maximum possible mailbox size?

We don't have a maximum mailbox size. We do have customers who have some users with 1GB - 4 GB mailboxes. --Anup Patwardhan / Senior Systems Architect - Zimbra

What happens when I click on "Send Error Report"?

When you click the 'Send error report' button, an email is sent to the team at Zimbra. --Zimbra Team

Is it possible to do mail box delegation? Such as in the case of a supervisor delegating their mailbox to an assistant?

This is possible in Outlook today and will be in the Zimbra Web UI next release, beta available December 15th, 2006. --Zimbra Team

Is it possible to "undelete deleted mail" from the server side?

Once a user empties their trash folder, the email is completely deleted from the user's mailbox. An administrator would have to go to an incremental backup, and restore the user's mail to a temporary mailbox to get the message back. In a worst case scenario, it may be possible to recreate the messages using the Zimbra journal files.

We are working on functionality in the server which will keep deleted messages for a certain amount of time before completely removing it from the system. This will be available in a future release. --Zimbra Team

In a situation such as an employee leaving, is there a way to transfer all of that employee's mail to the mailbox of another employee?

We can take a backup of the departing user's mailbox and restore the contents of that mailbox into an existing mailbox or a new mailbox. We can restore messages into the user's mailbox or you can also use command line utilities to inject particular messages from the user's mailbox into an existing mailbox. --Zimbra Team

Web Interface

I've just gotten my account. How do I log in?

You'll want to log in first via the web interface, just to have a look around.

https://zimbra.anl.gov

You'll need to use your ANL.GOV domain password to authenticate, unless your Zimbra domain administrator has told you otherwise.

In addition to the web interface, Zimbra supports POPs, IMAPs, and MAPI for Outlook. You can find more info using these protocols with external mail clients elsewhere in this document.

Right-clicking (Linux, Windows) and option-clicking (Mac)

The Zimbra web interface is quite capable, and behaves much like a typical desktop application. Many items in the web interface will give you a menu of options if you right-click or option-click on them. If think something might have additional options or actions, try right-clicking or option-clicking on it.

How do I share (delegate) one of my calendars with someone?

See HOWTO Share Your Calendar.

How do I View Message Headers (Complete Message Source) for an Email I Have Received?

• Open the message in question.
• Select the message in the "Conversation List". The conversation list is the list of messages above the Subject line.
• Right-click on the message and choose "Complete Source".

How do I change my From: address?

It is possible for you to change your own From: address, via your preferences page, to any of your Zimbra aliases or your full account name. If you desire to have a From: address such as [email protected] (highly recommended), please contact your Zimbra Administrator, or [email protected], to request this. Your Zimbra Administrator has the ability to set this as your "canonical address".

I've changed my From: address in preferences, why isn't it working?

If your Zimbra Administrator has specified a canonical address for your account, it will override the From: setting on your preferences page.

When I subscribe to a mailing list, it sees me as "[email protected]" instead of the Reply-To: address I specified. How do I fix this?

When you subscribe to an email list, the list management software will likely prefer the address on your "From:" line over the address on your "Reply-To:" line. See "How do I change my From: address?" elsewhere in this document for information on how this can be changed.

How do I do Nested/conditional mail filters?

Multipart mail filter analysis is parsing by individual condition and not be conditional grouping using '+' on filters. How to change this behavior?

Answer in progress...

When I click on some attachments they open, but others do not. Why?

Your web browser may be blocking pop-ups.

Some attachments, such as a .pdf file, are typically opened by starting another application, such as Adobe Acrobat Reader. But if your attachment is a forwarded email message, Zimbra may want your browser to open it in a pop-up window.

To fix this so that you can see these attachments, look towards the top of your browser window for a notice about pop-ups being blocked. You will probably find a preferences button, or an "allow pop-ups from this site" button that you can click to resolve your issue.

How can I view a resource or location's schedule as a Calendar?

If your administrator has enabled this ability for a resource, you can add it as a Calendar on your Calendars page. To add it:

• Right-click the word "Calendars" above your Calendar list and selectLink to shared calendar.
• Enter the resource as name@domain. (Example: [email protected])
• This is a read-only view. Appointments using resources should be entered by including the resource on the attendee list when adding or editing an appointment. If a resource is already booked, it will not be shown as available.

Connectors

What is a connector?

Connectors are software installed on desktops or notebooks to allow certain software to connect to the Zimbra server. Connectors are provided for Microsoft Outlook and Apple iSync.

Who is responsible for connector updates?

Connector updates are the responsibility of the user, the user's Zimbra Domain Admin(s), or the user's IT Support Staff.