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Zimbra Connector for Microsoft Outlook: Administration Guide

 

Confirm your account is in the Personas list. If your persona is not listed, you need to add a persona. In Outlook, you can assign categories to email messages, contacts, tasks, and appointments. These categories are synchronized with your account and appear in Zimbra with colored labels known as tags. You can use categories to organize and find particular items. One item can belong to multiple categories. The mail appears grouped by category in the Content pane. A rule consists of one or more conditions that an email must satisfy, and one or more actions that will be applied when it does.

For example, you can select from the following actions:. Zimbra Server Rules are executed by the server even when your Outlook is not running. For this reason, server rules are generally the preferred way to automate email management, and ZCO disables Outlook rules by default.

In the Select condition s section, select the conditions that the message must match. As you select the conditions, they display in Edit the Rule Description section. If the condition you selected requires a value, such as with specific words in the body , you must enter the values or parameters for the condition:. In the dialog that opens, enter, add, or select the value s or parameter s for the condition and click OK. In the Select actions section select an action to take.

Selected action appears in the Edit the Rule Description section. If the action you selected requires a value, you must enter the values or parameters for the action:. In the dialog that opens, enter, add, or select the value s or parameter s for the action and click OK.

In the Select exception s section, select the exceptions that the message must match. As you select the exceptions, they display in Edit the Rule Description section.

If the exception you selected requires a value, you must enter the values or parameters for the exception:. Select whether to apply the rule to messages that meet Any condition or All conditions. While the server runs your selected rule on a folder, a progress dialog shows you how many emails have been processed and affected.

You can stop the rule from running by clicking Cancel in the dialog. When all the emails in the folder have been processed, you will be shown a summary of the run.

Click OK to acknowledge and close the dialog. You can share your email, address book, calendar, tasks, and notes folders with others either in your organization, external guests, or the public. When you share your folder, you identify whether to share your folder internally, externally, or to create a public share. You select the types of privileges to grant to internal users.

External share : External users can see your folder using their email address and a password that you assign. External users cannot make any changes to the information they view. Public shares : Anyone can see your folder using its URL. Viewers cannot make changes to the information they view. Roles are preset combinations of access privileges. The access privileges are defined as follows:.

The grantee has the same access to the folder as the owner. By default, the grantees and access privileges assigned to a folder only apply to that folder and not to any folders stored inside the folder child folders.

The Inherit permissions from parent option in the Sharing tab allows you to apply the same grantees and access privileges as the parent folder.

This option enables you to assign grantees and access privileges to multiple folders without setting up individual shares for each one. In the Search field, start typing a name to show the access list. Make sure you select the Address Book from which you want to search. Can create, read, edit, and delete items; can also administer a folder and act on workflow items.

Has read-only privileges. But if you want to have the same permission level as the parent folder, check Inherit permissions from parent. In the Password field, type a password for the person to use for accessing this shared folder. Click OK. The permission level is Reviewer and cannot be changed. An option Public appears in the Sharing tab.

Select the name and change the permission levels. To cancel the access, select the name and click Remove. The next time a grantee syncs with the Zimbra server, the shared folder updates with new information. If you deleted access, the folder no longer appears when the grantee syncs.

If you have deleted an external or public share, the grantee cannot access the folder. These buttons also appear on the Zimbra tab and the main tab of an open message window. If you click Accept Share or Decline Share , you must confirm your action.

A corresponding link is created in Zimbra Collaboration so that the same shared folder is also available in a second Outlook profile and the Zimbra Web Client. If you choose Decline the Share , the share message is deleted after confirmation. If the shared storage is already open in Outlook, you receive a notification, and ZCO deletes the shared message.

The address book dialog opens with the Global Address List displayed. Navigate to the name of the person who has granted you access. You can also enter their email address. To see all folders in the mailbox that are shared, view the Folder List in the Navigation pane.

Choosing this displays a dialog box that lists all mailboxes whose folders you can access. New listings since you last accessed Outlook appear in red. To the left of the entry is a checkbox. You can uncheck this to stop sharing all folders from that mailbox. You can later recheck it to begin sharing. Recover Deleted Items allows you to recover deleted items. This feature, when enabled by a system administrator, is useful to recover files you have deleted.

Recovered items appear in the Trash folder, from where you can move it to the desired folder. If you want others to send an email on your behalf, then you need to add them to your list of Delegates. Once you have added a user, you can use the Delegates function to share folders, such as Calendar and Tasks from your email account. Sharing permissions and roles were described above.

You can enable multiple delegates to send an email on your behalf. These delegates cannot access your account unless you grant them folder permissions. If you forward a meeting invitation to other users, they also receive a notification for the initial meeting request. You can send an automatic response to people when you are out of the office. You can also have different responses for people who are not in your organization. Choose this option and draft a separate message that you would like to send to people who are not in your organization.

People who are neither in your organization nor save in your address book receive a different reply than people in your organization. The Out of office message starts on the date and time you specified. External senders may not receive a response as per your choice above. You can store email messages on the Zimbra server up to the quota configured for your mailbox.

Email messages, attachments to messages, address books, calendars, tasks, and the items in your Trash folder contribute to your used quota. When you reach your quota, you may not receive new emails.

Delete email messages and old calendar appointments from your account. Empty your trash after you delete items to update your storage space. Download email attachments and save them on your computer locally. You can then remove the attachment from an email to free up space on the server. The Outlook AutoArchive function is disabled for Zimbra profiles and folders. This feature should not be enabled. Auto-archiving removes files from the server, including items shared with others.

This removal can cause data loss or problems with recurring appointments, shared objects, and historical calendar data. After you delete items, use the Refresh feature to check for the most recent quota. If you configured the settings to download headers only, only the messages that you have downloaded are available.

New mail is not synchronized to your computer until you go online and connect to the Zimbra server. Email that you create while working offline is saved to your Outbox and is automatically sent when you connect to the Zimbra server. To hide the progress dialog when there is no ZCO sync activity, click the push-pin in the bottom right corner. By default, a copy of this list is stored in your ZDB so that you can access these details when you are offline.

You can control how often your local GAL is updated. Zimbra HAB configuration needs to be done at the server-side. Once the Synchronizing HAB task completed then the user can see the hierarchy of the user is shown in Department column in Address Book. Using Filter button user can search for the specific username if It does not appear up-front. One of the problems faced by users of Zimbra Connector for Outlook ZCO has been the fact that all data from the server is synchronised on the client machine where Outlook is installed.

This means that the client machine needs disk space and resources to manage this data. The user can then regularly do an Empty Trash to permanently remove these older items. If the user wants to also delete those items on the Zimbra Server then they can use the Web Interface provided with Zimbra.

ZCO allows the user to configure the number of days to keep separately for calendar and other items. The value for Purge calendar items older than can be set either by directly entering the required value or by using spin button provided on the right side of the text box. This value will control the calendar items that will be retained in outlook, moving the rest of the items to Zimbra Trash folder.

Value 0 ZERO will disable the feature and will keep all the calendar items in outlook since the profile was created. The value for Purge mail items older than can be set either by directly entering the required value or by using the spin button provided on the right side of the text box. This value will control the mail items that will be retained in outlook, moving the rest of the items to Zimbra Trash folder.

Value 0 ZERO will disable the feature and will keep all the mail items in outlook since the profile was created. The value for Purge task items older than can be set either by directly entering the required value or by using the spin button provided on the right side of the text box.

This value will control the task items that will be retained in outlook, moving the rest of the items to Zimbra Trash folder.

Value 0 ZERO will disable the feature and will keep all the task items in outlook since the profile was created. When user starts purging by clicking Start Purge button provided on Zimbra Ribbon in Syncing section. Purging of items, can be paused by clicking Pause Purge button provided on Zimbra Ribbon in Syncing section. Accordingly, the button to manually start purge will be disabled automatically.

Run the Outlook as an administrator. Right-click on Outlook and select Run as administrator. However, there are some limitations, such as the user can only see it for the duration that has been configured.

Select the desired room from the result list. Click on the select button. The user can also add multiple rooms by selecting the Allow Multiple Locations check box. Select Ok to add the selected room s in the Location field in Outlook. When ZCO encounters a problem synchronizing an item, it notifies you by creating a message called a Failure Message.

Items in the above groups are used only for troubleshooting. Your administrator can explain how to use these should you encounter problems with ZCO.

A system administrator must enable this feature. You can use it to report any ZCO issue that you experience to the system administrator.

Enter the following details to help investigate and solve your problem. Clicking the Submit button will report the ZCO Issue to your system administrator, and share a copy of the operational logs from your PC. Clicking on the Cancel button will exit the Report Issue operation, after getting your confirmation.

It usually takes a few minutes to complete, but could take more depending on the size of the log files and communication speeds. ZCO supports a feature called Auto upgrade. You get the options below when there is an upgrade available. Here you can view information about your currently installed version of ZCO and get a link to access additional documentation.

Synacor, Inc. Introduction The Zimbra Connector for Outlook ZCO provides real time, two-way synchronization of email messages, folders, tags, address books, tasks, and calendaring between Outlook and your Zimbra account. This guide covers installation, configuration, synchronization and other features of ZCO. All operating systems must have the latest updates from Microsoft. Outlook bit and bit editions of Microsoft Office. All installations of Microsoft Outlook and Microsoft Office must have the latest updates from Microsoft.

If Outlook is upgraded to a different version, ZCO must be uninstalled and reinstalled. This is particularly important following an upgrade to OL, as ZCO needs to be installed to a different location on the client computer. Note: Click to run versions of Outlook are not supported.

If you do not, you can obtain them temporarily from your system administrator. Before installing ZCO, make sure you know the following information The Zimbra server host name Whether the server requires a secure connection Your Zimbra email address Your Zimbra account password. Alternatively, your system administrator will be able to provide it to you. If Outlook is open, close it. Double-click the MSI installation file on your computer to execute the installer. Click Next.

To begin the installation, click Next. You can configure multiple profiles, each for a different email account. For example, you might have a profile for your work-related email account and another for your personal email account. You can view profiles that are configured on your machine by using the Mail option in the Windows Control Panel.

Open Outlook. Enter the Server Name. Unless otherwise instructed by your administrator, leave Use Secure Checkbox selected. Enter your Zimbra email address. Enter your Password. Note that these are typical steps only. In that case, they will provide details separately. Specify the name of the new profile. Advanced Profile Settings Your administrator will tell you if you need to change any of the following settings. You must have administrative privileges on your computer to upgrade ZCO.

You must have administrative privileges on your computer to uninstall ZCO. Synchronizing with the Zimbra Server The first time you open Outlook after ZCO is installed and configured, your Outlook mailbox automatically does an Initial Synchronization with the server. During Synchronization, new mail received during the synchronization is delivered immediately. For best performance, you should not interrupt the initial synchronization while it is in progress, for example by restarting Outlook, or disconnecting from the network.

If you do, it will resume from where it left off. What Information is Synchronized? After Your Initial Synchronization After your first synchronization, you can access your Zimbra account using Outlook. Your upcoming appointments and tasks display in the To-Do Bar on the right side of the view. From 8. Synchronizing Your Account Changes you make using either Outlook or the Zimbra Web Client are automatically synchronized to each other within approximately one minute.

ZCO will pop up the “Restart” dialog to do this. Compacting Your ZDB Over time, the ZDB can become fragmented – taking more space than it needs, and affecting performance – particularly after the deletion of a large number of items. For large mailboxes, this operation can take significant time – an hour or even longer – during which you will not be able to use Outlook, so you should do this at a time when you do not need to use Outlook.

In the Account Settings dialog box, click the Email tab. Zimbra administrators can now enable the automatic compaction of databases. If the administrator has disabled the progress dialog, the compaction still proceeds in the background, and you may see the Outlook splash screen for a bit longer than usual.

Authentication When Outlook starts up, it connects to the server to verify your login credentials. Zimbra administrators configure the authentication type that you use. Username and Password The most common form of authentication wherein you enter your username and password to complete the verification process.

Two-Factor Authentication If your Zimbra server account has been set up to use Two-Factor Authentication, then you will be asked to provide a time-sensitive passcode during sign-in. Certificate Authentication If your Zimbra server account is set up to use certificate authentication, then you need an appropriate certificate for your Zimbra account configured on your PC. Synchronizing Outlook Notes Outlook Notes synchronize with the server where they appear within Briefcase folders.

Personas A Zimbra Persona allows you to create a separate email identity to manage different email accounts. You can view, add, edit, and delete your Zimbra Personas from Outlook.

If you previously created personas using the Zimbra Web Client, the personas will sync with Outlook. As shown in the figure below.

Please bear in mind that it may take some time to perform the initial sync time can vary depending on size of the account. Step 1 : Login Login to the computer using staf username. Keeping You Connected Through Citrix Access your applications Access your network shares and documents Access your …and do it remotely!

Network Printing. Printer sharing Saves money by only needing one printer Increases efficiency of managing resources. Instructions on how to access your voice mail messages with Microsoft Outlook Express 6 Primary advantage: You will have a permanent. Requirements: Administrator: User must be logged in as Administrator of the machine. If you are not the administrator,. Similar presentations. Upload Log in. My presentations Profile Feedback Log out.

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Set up your Zimbra account in Outlook

 
In the Rules dialog box, click the New. Viewing Mail Storage Quota You can store email messages on the Zimbra server up to the quota configured for your mailbox. This interval defaults to 4 hours minutes. The passcode needs to be generated using a third-party app e. Select the Zimbra sharing add-in and click Enable. This process is known as Authentication. Note: Click to run versions of Outlook are not supported.

 
 

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