Zimbra Collaboration Users guide

License
What is Modern Web App?
Login
Two-factor Authentication
2FA Enforced
Mail
Left Sidebar
Email Pane
Reading Pane
Keyboard Shortcuts
Tags
Import Email Folders
Export Email Folders
Share Email Folders
Compose and Send a Message
Select Contacts
Format an Email
Add images & files
Request Read Receipts
Set Email Priority
Email Search Box
Email Search Location
Advanced Search
Contacts
Left Pane
Contacts Pane
Contact Details Pane
Create a New Contact
Import Contacts
Export Contacts
Edit a Contact
Delete a Contact
Share a Contact
Review Interaction with Contact
Global Address List
Manage Contact Lists
Send email to everyone on a list
Manage Contact Folders
Contact Search
Calendar
Left Pane
Calendar View Pane
Tasks Pane
Manage Events
Manage Calendars
Add Calendars
Tasks
Create a New List
Create a Task
 Edit a Task
Delete a Task
Task list View orders
Managing your Profile
Change Password
Change Profile Image
Settings
General
Viewing Email
Writing Emails
Account Settings
Account Recovery
Out of Office settings
Filters — Automate management of your email
Block and Allow senders
Offline mode
Security and Activity
Calendar and Reminder Settings
Change Display Language
Activating Zimlets in Modern Web App
Dropbox
Google Drive
Onedrive
Slack
Zoom
Zimbra Drive and Connect
Zimbra Drive
Zimbra Connect
 Zimbra Collaboration Users guide
June, 2020

Zimbra Collaboration Users guide

License
CC BY-SA Synacor, Inc., 2020
© 2020 by Synacor, Inc. Zimbra Collaboration Users guide
This work is licensed under the Creative Commons Attribution-ShareAlike 4.0 International
License unless another license agreement between you and Synacor, Inc. provides
otherwise. To view a copy of this license, visit https://creativecommons.org/licenses/by-
sa/4.0 or send a letter to Creative Commons, PO Box 1866, Mountain View, CA 94042, USA.
Synacor, Inc., 2020
40 La Riviere Drive, Suite 300
Buffalo, New York 14202
https://www.synacor.com

What is Modern Web App?

Zimbra is a full-featured messaging and collaboration solution that includes email, address
book, calendaring, tasks, and Web document authoring.
Zimbra comes with a Modern Web App that is a new-age email application usable from
virtually any device or screen size.
It is secure, flexible, and scalable to meet spikes in demand and comes with built-in rich
user experience.

Your account might not include all the features described in this guide. Check with your
administrator to see which features are available.

Login
When you Sign In, you enter your username and password and select the version you want
to use. You can select to use the default client, or change the client version.

Contact the Zimbra administrator for the login URL and credentials.
login page

Figure 1. Zimbra login page

Zimbra client has two versions — Modern and Classic. A Default option also appears in
the version drop-down. After login, you can choose either Modern or Classic to be the
default client.
1. Type the URL in a browser’s address bar.

2. Enter your username in the Username field.

3. Enter the password in the Password field.

4. Choose Modern from the Version drop-down to experience the all new Zimbra email.

5. Check the box Stay signed in to avoid entering your password each time you launch
Zimbra.

6. Click Sign In to login.

Two-factor Authentication
Two-factor Authentication (2FA) is a method of confirming your identity by utilizing an
information like password and a second factor in the form of a code through apps like
Authy®.
In Zimbra, administrators have the option to enable or enforce Two-factor authentication.
When the Two-factor connection is only enabled, not enforced, you have the option to set it
up from Settings → Accounts at your convenience. In such a case, you can log in with just
your username and password.
Below section explains the case when administrator has enforced the two-factor
authentication for your account.

2FA Enforced
If the administrator has enforced two-factor authentication, you are required to set it up
immediately after you log in for the first time. You cannot use the application until you set
up 2FA on your account.
1. Launch Zimbra.

2. Login using an authorized username and password.

Since the administrator has enforced two-factor authentication, you immediately

reach a page to set up Two-factor Authentication.
3. Click Begin setup.

4. Install an authentication app on your mobile device. Check supported apps.

5. Once installed, configure it on your smartphone.

6. Click Next on the Zimbra screen to begin the process of adding this account to the
authentication app.

7. On the authenticator app, scan the QR code or enter the code generated on the Zimbra
screen.

8. Click Next.

9. Enter the code generated by your authenticator app and click Verify to complete the
two-factor authentication setup.

Mail
This section familiarizes you with Zimbra’s email interface.
Email interface
Figure 2. Email interface
This page is the first thing you see when you log in to check your emails. It has
1. A left sidebar.

2. An email pane.
3. A reading pane located to the right or below the email pane. The reading pane can be
disabled from Settings.

You can drag to change the width of each pane.

Left Sidebar
The left pane of the email window contains the following folders.
Inbox
Whenever someone sends you an email, it comes straight to your Inbox. Click this folder to
view your incoming emails. You can also right-click this folder to create subfolders.

Drafts
Mails that you have written and saved — or which Zimbra saved while you were composing
them — but not yet sent appear under drafts folder.

Sent
When you send an email to someone, it appears in your sent folder. You can right-click this
folder to create subfolders.
Junk
Zimbra moves all the unwanted or spam emails here to keep them out of your Inbox.

Trash
All deleted emails are moved to this folder until you Empty the Trash, permanently delete,
or restore them.

Folders
Sometimes, you may want a folder for storing specific emails. All such folders are listed
here.

Tags
It also lists your saved searches and tags that other emails may carry. Clicking a tag lists all
emails in the email pane, carrying that tag. You can also create a custom tag.

Email Pane
This pane displays emails from your Inbox by default. Event invitations appear with blank
calendar icon. This icon helps set an invitation apart from an email. Clicking a folder in the
Left Sidebar lists its contents in this pane.

Reading Pane
When an email is selected, this pane shows its contents.
A toolbar displays some quick actions regarding an email.

These buttons become functional after you select an email and view its contents in the
reading pane.

Click reply button to reply to the person who sent this email. Click Reply to all button to
reply to everyone whose email address appears in To or Cc fields.

Any attachment in the original email is not included in Reply or Reply All functions.

Click forward button to forward this email to others. It is especially helpful in sending a
received attachment to others.
Archive button archives your emails and saves space. Archived emails do not appear in
Inbox or any of the folders, but you can search for them using Email Search box.
move button removes emails from the current folder and moves them to a folder chosen
from the drop-down.
delete button deletes emails. The deleted emails appear in the Trash* folder.
Mark as spam button marks emails as spam and moves them to the Junk folder.
more options reveals further actions to take on emails like marking an email as read or
unread, or mark an email with a star for it to stand out, and blocking a contact from
sending you emails.
Keyboard Shortcuts
Zimbra supports keyboard shortcuts; to see what shortcuts are defined, type Ctrl+Q. The
available keyboard shortcuts are context-sensitive. Ctrl+Q displays different shortcuts
depending on whether you have selected mail, calendar, or contacts.
Kbd:[Shift] and Ctrl help you select contiguous or non-contiguous emails, respectively.

Keyboard Shortcuts During Input

While providing input, e.g. "Add Event" dialog:
• Tab moves to next element

• Shift+Tab moves to previous element

• Command+C or Ctrl+C to Copy

• Command+X or Ctrl+X to Cut

• Command+V or Ctrl+V to Paste

• Commmand+Z or Ctrl+Z to Undo

• Commmand+Shift+Z or Ctrl+Shift+Z to Redo

Mac users should consider enabling full keyboard access See Use your keyboard like a
mouse with Full Keyboard Access

Tags
Tags help classify and organize email messages or conversations. Tags also help sort emails
and make searches easy. You can also apply multiple tags to an email.

Create a Tag
1. In the Left Sidebar, hover on Tags and click plus icon.

2. Enter the new Tag name and select a color for the tag.

Tag names can include any character except a colon (:), forward-slash (/), and
quotation mark (").
3. Click Save.

You can also create tags when applying them.

1. In the Email Pane, right-click an email.

2. From the context menu, select Tag.

3. Choose plus Add a Tag.

4. Enter the new Tag name and select a color for the tag.
5. Click Save.

The new tag now appears under Tags.

Assign a Tag to an Email

You can assign multiple tags to an email to classify it under different categories.
1. In the Email Pane, right-click an email.

2. From the context menu, select Tag.

3. From the Tags modal, choose an already created tag or create a new one.

4. Click Save to apply the tag.

You can create tags while applying them.

The new tag is now listed and ready to be applied.

Remove a Tag
1. Right-click an email that you have tagged.

2. From the context menu, select Tag.

3. From the pop-up that appears, uncheck the box against a tag to remove it from the
email.

4. Click Save to apply the tag.

Display Messages with a Specific Tag

1. In the Left Sidebar, click chevron pointing right before Tags to list all created tags.

2. Click a tag to list all emails with the selected tag in the Email Pane.
Edit a Tag
1. In the Left Sidebar, click chevron pointing right before Tags to list all created tags.

2. Right click a tag and choose Edit from the context menu.

3. Change the name and color associated with a tag.

4. Click Save.

Delete a Tag
1. In the Left Sidebar, click chevron pointing right before Tags to list all created tags.

2. Right-click a tag and choose Delete from the context menu.

3. Choose Continue from the confirmation popup.

4. The selected tag is deleted and cleared off from all emails marked with that tag. The
emails stay safe in their respective folders.

Import Email Folders

You can import email folders directly in Zimbra, provided the folders to import are in .tgz
format.
1. In the Left Sidebar, right-click a folder under which you prefer to import your email
folder.

2. From the context menu, choose Import.

3. From the Import modal, click Choose File.

4. From the file browser window, choose the .tgz file to import.

5. Click Import to begin the import process.

6. The imported folder appears under the selected folder after the process completes.

Export Email Folders

You can export email folders directly in Zimbra in .tgz format.
1. In the Left Sidebar, right-click a folder to export.

2. From the context menu, choose Export.

3. From the file browser window, choose a location to save the .tgz file.

4. The exported folder downloads at the specified location.

Share Email Folders

You can share your email folders with others and grant them controlled access.
1. In the Left Sidebar, right-click a folder to share.

2. From the context menu, choose Share.

3. Choose appropriate permissions from the Sharing Permissions drop-down.

View
Users can view all emails under the shared folder but cannot make changes to that
folder.

View, edit, add, and remove

Users have permission to view and edit the contents of a folder, create new subfolders,
present items on your behalf, and delete items from the folder.
 View, edit, add, remove, and administer
Users have permission to view and edit the content of a shared folder, create new
subfolders, present on your behalf, delete items from the shared folder, and share the
folder with others.

4. Enter the email address(s) with whom to share the email folders.

5. Click Save for changes to take effect.

If the recipient declines the share, you receive a notification email. Similarly, when you
revoke the share, the recipient also receives an email notification.

Compose and Send a Message

1. Click New message in the left bar.

2. Add a recipient email address in the To field. Separate multiple recipients with a
comma.

a. Click To to launch the Choose Contacts dialog. Using this tool, you can search
for and choose contacts from a selection of contexts. Choose contexts from the
drop-down on the right.

b. Known addresses (from your contacts or frequent correspondents) appear as

suggestions automatically. You can click suggestions, or select them with the
arrow keys and press Enter.

3. Set the subject of the email.

4. Add images and files to your message.

5. Click Send to send the email.

Select Contacts
When composing an email, click To to launch Choose Contacts window. Alternatively,
begin typing recipients to bring up suggestions from which to choose. These email
addresses can be copied and pasted to Cc and Bcc fields as well.
Pick a context for searching and choosing contacts. The options are from your Contact
Folders and lists, including:
Contacts
This group lists all the contacts that you have added yourself.

Emailed contacts
This folder lists people to whom you have sent emails.

Global Address List

These are people whose email address domain is the same as yours. However, only a
Zimbra administrator can enable this feature.
My Contacts
This group is a collection of all the contacts listed in Contacts and Emailed Contacts
groups.

Format an Email
Use the toolbar at the bottom of the message compose screen to format your text.
1. Click chevron pointing up beside the font size to see the available options.

2. Click chevron pointing up beside the font type to see the available options.

3. Click bold text icon for bold, italic for italicized, or underline icon for underlined text.

4. Click choose text color icon to choose your desired text color.

5. Click choose highlight color icon to choose your desired highlight color.
6. Select text and click text align icon chevron up to see alignment options.

a. left-align icon left-aligns the selected text.

b. right-align icon right-aligns the selected text.

c. center-align icon center-aligns the selected text.

7. Click inside a sentence and click list ol chevron up to see numbered list options.

8. Click inside a sentence and click list ul chevron up to see bulleted list options.

9. Highlight a sentence and click text indent icon chevron up to increase or decrease
indent of your text.
10. To create links click link icon and enter the URL, Text to display, and link’s Title.

11. Click smile o to select and insert an emoji.

12. To insert and format a table, click table icon chevron up for options.

13. Click undo icon to undo and redo icon to redo your changes.

Add images & files

Use the toolbar at the bottom of the message compose screen to attach files to your email.

Attach From my Computer

1. Click paperclip to open file attach options.

2. Clicking Attach From My Computer brings up a file explorer.

3. Navigate to the file to attach and click Open. The selected file now appears as an
attachment.
Attach From Email

Photos
1. Click Attach Files to open file attach options.

2. Select option Attach Photo From Email to open a pane on the right, which shows all
the photos that you have sent and received.

3. Select a photo to attach it to your current email.

Files
1. Click Attach Files to open file attach options.

2. Select option Attach File From Email to open a pane on the right which shows all the
files sent and received by you.

3. Select a file to attach it to your current email.

GIFs
You may also attach `GIF`s to your email if you have the option.

Request Read Receipts

You can send a request for an acknowledgment to recipients that they see when they open
your email.
When composing an email, click the three-dot menu (ellipsis h) to the right of the From
address and choose Request Read Receipt to ask your recipients for a read receipt.
Remember that this is only a request, and your recipients have the option not to send the
acknowledgment. Refer to Sending Read Receipts to know more.

Set Email Priority

You can set your email to have a higher priority. Such emails appear with an exclamation
mark priority high in the receiver’s Inbox.
When composing an email, click the three-dot menu (ellipsis h) to the right of the From
address and choose High Priority to mark your email as a high priority.

Email Search Box

You can type several phrases in the Search box at the top of the Email Pane. In addition to
searching for different words and phrases, you can search in all the folders collectively or
individually.
To search, type in your search word or phrase in the email search box and press Enter.
Email Search Location
To search in a specific folder, choose the folder name from the drop-down beside the Email
Search Box.
After you have chosen the folder, type in your search word or phrase in the email search
box and press Enter.

Advanced Search
Choose Advanced Search from Email Search Location drop-down. Fields listed here help
refine your search further.
1. Choose a folder from the Search-In field.

2. Typing an email address in the From field focuses your search on all emails sent from
that address.

3. Similarly, typing an email address in the To field focuses your search on all emails sent
to that address.

4. Type a few words in the Subject line, to search emails with these words in their
subject line.

5. Type a few words contained in the body of the email in Contains* field. Enclose the
searched text within quotes to search them as a phrase.

6. Specify a date in the Date field.

7. Check the boxes Has attachment or Has image if the email you are looking for has an
image or an attachment.

None of the above search criteria is mandatory. However, adding more criteria reduces
search time and refines the search results further.

Contacts
This section familiarizes you with Zimbra’s contacts tab interface. Click Contacts tab to
bring up the following interface.
Contacts Window
Figure 3. Contacts tab
It has
1. A left pane

2. A contacts pane.

3. A contact details or edit pane.

Left Pane
1. This pane lists your contact folders and contact lists. You also see folders you create
and those shared with you, including:

Contacts
It shows all your contacts that you have added manually.

Deleted Contacts
It lists contacts that you have deleted.

Emailed Contacts
It lists contacts to whom you have sent an email.

Zimbra Enterprise users see a fourth folder — Global Address List. This folder lists
all the contacts in your organization.
2. Your contact lists appear nested under their respective folder.

3. A blank field on the bottom helps you create lists. These lists are especially helpful
when you regularly send emails to a specific group of people. Refer to Manage Contact
Lists.
Contacts Pane
Whenever you click one of the Contacts folders, or lists, from the left pane, this pane lists all
contacts from the selected item.
Right-click any listed contact to see further options like Edit, Delete, Add to Lists, and
Share.

Contact Details Pane

When a contact is selected, this pane displays its details.
This pane offers options like Edit Details, Delete, Print, and Assign to Lists.

Create a New Contact

Keep track of everyone you communicate with by creating contacts. Once you’ve added a
contact, you can type the first few letters of their name into an email, and Zimbra displays
their names as suggestions.

Add a Contact from Email

1. Hover a name in the To, Cc, Bcc, or From field.

2. Click 3 dots menu icon on the contact information card that pops-up.

3. Select Add to contacts.

4. Zimbra adds the user to your contacts folder.

Add a contact from scratch

1. Click Contacts tab.
2. Click Add a Contact to launch Add a contact page.

3. Add any relevant details you want.

4. Click Save.

All added contacts appear under Contacts.

Import Contacts
You can import contacts in different formats into Zimbra.
1. Click Contacts tab.

2. Click the Contact List menu, labeled Sort by … in the Contacts Pane.

3. Choose Import.
4. Select Browse, go to your saved contacts file, and select it.
5. Click Import to import the contacts to Zimbra.

Export Contacts
In Zimbra, you can export your contacts in various formats to make them portable and take
a backup if required. Zimbra exports contacts in the following formats:
• Microsoft Outlook CSV

• Thunderbird/Netscape LDIF

• VCF

• Multiple VCF in a zipped file.

• Yahoo CSV

VCF is recommended to preserve uploaded contact images.

1. Click Contacts tab.

2. Click the Contact List menu, labeled Sort by … in the Contacts Pane.

3. Choose Export.

4. Choose a relevant exporting format and click Export Now.

5. Save the file when prompted.

Edit a Contact
1. Right-click a contact from the list of contacts.
2. Select Edit Details.

3. Edit any relevant details you want.

4. Click Save.

Delete a Contact
1. Right-click a contact from the list of contacts.

2. Select Delete.

3. Edit any relevant details you want.

4. Click Save.

The option Assign to Lists adds the selected contact to a group. For details check
Manage Contact Folders.
Share a Contact
When you share a contact, Zimbra exports a card with the information of the selected
contact as an email attachment.
1. Right-click a contact from the list of contacts.

2. Select Share.

3. A new mail window opens with the selected contact as a VCF attachment.

4. Enter the receiver’s email address.

5. Click Send.

Review Interaction with Contact

You can review your interactions (emails and file attachments), which a contact has sent to
you.
1. Click a contact with whom you have interacted.

2. A section to the right of the selected contact’s details lists the emails and file
attachments received.

3. Click View all to view those interactions in a separate tab.

Global Address List

The Global Address List (GAL) is a directory of users within an organization that is
available to all users of the email system. Zimbra uses this directory to look up user
addresses from within the company.
If your administrator has set up GAL, you can access it under Contacts.

Manage Contact Lists

You can create a list containing your contacts and store that list under the Contacts folder.
It is especially helpful when you want to send an email to a specific set of people. So instead
of typing everyone’s email address, you type in the name of your list, and Zimbra sends the
email to all addresses in that list.
It is a two-step process.
1. Create a list.

2. Add contacts to this list.

Create a Contact list

1. Click Contacts tab.
2. In the New List field, enter the name of your contacts list.
3. Press Enter to save the list.

You can right-click a list, which you have created, to rename or delete it.

Add Contacts to a List

1. Click a contacts folder to list all the contacts in that folder.

2. Select the contacts which you want to add in a list.

3. Drag and drop the contacts in the list that you have created. The following are few
more ways in which you can add contacts to lists.

a. Choose Assign to Lists by right-clicking the selected contacts.

b. Select a contact and choose Assign to Lists from the Contact Details Pane.
c. Select multiple contacts and click Assign Contacts under Assign in the Contact
Details Pane.

Send email to everyone on a list

1. Click the Mail tab.

2. Click New Message

3. In the To field, type the first few words of your list’s name.

4. The list appears as one of the suggestions.

5. Select the list.

6. Zimbra populates the To with all the email addresses from that list.

7. Type in the body of the email.

8. Click Send.

Manage Contact Folders

You can create folders within Contacts and use them to store contacts, lists, and subfolders.
You can also share contact folders with other users. They work much in the same way as
email folders. You can perform actions like creating folders, subfolders, and moving
contacts across folders.

Create a Contact Folder

1. Click Contacts tab.

2. Hover over Folders and click plus icon.

3. In the text box, type in the name of the folder and press Enter.

– Click outside the text-box or close icon beside the text box to cancel.
Add Contacts to a Folder
1. Click Contacts tab.

2. Select contacts to add to a folder.

3. In contact details pane, under folder move icon, click Move Contacts.

4. In Choose a Folder modal, choose a folder to move the selected contacts.

Rename a Contact Folder

1. Click Contacts tab.

2. Right-click a folder to rename.

3. From the context menu, choose Rename Folder.

4. Type the new name for the folder in the text box.

5. Press Enter to save.

Move a Contact Folder

1. Click Contacts tab.

2. Right-click a folder to move.

3. From the context menu, choose Move Folder.

4. Select a folder under which to move this folder.

Delete a Contact Folder

1. Click Contacts tab.

2. Right-click the folder.

3. From the context menu, choose Delete Folder.

4. The folder moves under Trash.

Create a Contact Folder

1. Click Contacts tab.

2. Right click a folder.

3. From the context menu, choose Create subfolder.

4. In the text box, type in the name of the folder and press Enter.

– Click outside the text-box or close icon beside the text box to cancel.

Share a Contact Folder

1. Click Contacts tab.
2. Right-click a folder to share.

3. From the context menu, choose Share.

4. Choose appropriate permissions from the Sharing Permissions drop-down.

View
Users can view all contacts under the shared folder but cannot make changes to that
folder.

View, edit, add, and remove

Users have permission to view and edit the contents of a folder, create new subfolders,
present items on your behalf, and delete items from the folder.

View, edit, add, remove, and administer

Users have permission to view and edit the content of a shared folder, create new
subfolders, present on your behalf, delete items from the shared folder, and share the
folder with others.
5. Enter the email address(s) with whom to share the contact folder.

6. Click Save for changes to take effect.

Contact Search
You can type several phrases in the Search box at the top of the Contacts.

Contact Search box

Type a few words of the email address or name of a contact and click magnifying glass icon
To specify a folder to search in, choose the folder from the drop-down labeled My
Contacts. The drop-down is on the left of the search box.
Zimbra brings up the contacts with details matching the words you typed.

Calendar
This section familiarizes you with Zimbra’s calendar interface.
Click Calendar to bring up the following interface.
Calendar Window
Figure 4. Calendar tab
It has
1. A left pane

2. A calendar view

3. A tasks pane

Left Pane
This pane has a New Event button to schedule an event.

Mini Calendar
The left pane also displays a mini calendar. Contents of the mini calendar change as per the
view selected in Calendar View Pane.
E.g.
1. To view the previous month’s calendar, click chevron pointing left icon.

2. To view next month’s schedule, click chevron pointing right icon.

3. Click Month-Year (Aug 2019 in this case), to list calendars of previous and following
six months.
Calendar List
My calendars
Shows the calendars that belong to your account. You begin with one (named Calendar),
and can add more.
Others
Displays calendars that others have shared with you or to which you have subscribed. It is
especially helpful in matching your schedule with them.

Holidays
A collection of country-specific holiday calendars that you may subscribe.

Calendar View Pane

The calendar view pane displays a calendar in Day, Week, and Year views as well. Select the
view from the views bar located just above the Middle Pane. To fetch latest events, click
refresh icon.
All events of which you are a part, can be seen in this pane.

Calendar Views
Just below the Calendar tab are different views in which you can see your events.
Today
When navigating the mini calendar click it to return to events scheduled for today. The
view of the calendar is not disturbed.

E.g., you are checking out the events from September 29th - October 5th, 2019, which is
the week view, click today to return to the current week.

When checking out the events scheduled on Dec 31 (month view), click to return to the
current day. The calendar remains in month view and shows all the events of the current
month.

Day
Displays the calendar day-wise and shows all events scheduled for that day. It displays the
date selected in the mini calendar.

Work Week
Workweek view displays all the events in a work week.

E.g., you are viewing the events in the week Sunday, 22nd Dec 2019 - Saturday, 28th Dec
2019, and your work week starts from Monday and ends on Friday. Clicking Work Week
displays events from Monday, 23rd Dec 2019 - Friday, 27th Dec 2019.

For better results, set your workweek in workweek settings

Week
Displays the calendar week-wise and shows all events scheduled for that week. It displays
the week selected in the mini calendar.

Month
Displays the calendar month-wise and shows all events scheduled for that month. It
displays the month selected in the mini calendar.
Year
Displays all the months of a year (selected in the mini calendar) in a 3x4 grid. Each month
in that grid displays its days week-wise.

You can print events listed in the selected view pane. To print a selected view click 3 dots
menu icon → Print.

Tasks Pane
Tasks pane is the rightmost pane of the Calendar tab and shows all of your Task Lists. For
more information, see tasks.

Manage Events

Schedule an event
1. Click Calendar.

2. Click New Event.

3. In Add Event field, type the subject of the appointment.

4. Set start and end date times or select All Day.

a. Choose an appropriate timezone for start and end date times. Enable this
feature from Calendar Settings.

5. Set an appointment location — this is optional.

6. To schedule this event as an appointment in your calendar, do not add any invitees.

To create this event like a meeting, type the email address of the invitees.
Alternatively, click the link Invitees and choose from the list of people that
appears.
7. Any extra information or details go in the Notes section. Click the little pin beside
Notes to attach a file.

8. Select a Remind interval. You are alerted of the appointment before the time set in
Remind interval.

Choose Never if you do not want notification of this appointment.

9. Choose how you would prefer to receive the alert — on the desktop/mobile
application, or through email.

10. Select how that event should appear — Free, Tentative, Busy, or Out-of-Office.

11. Leave the field Calendar as-is if it is showing the calendar you want to place the event
in, or if there are no other calendars set up.
12. Click Save to save this appointment in your calendar.
Edit an event
1. Locate the appointment to edit in your calendar.

2. Right-click the event to bring up the context menu and choose Edit.

a. Alternatively, you can

• Hover the mouse pointer to bring up the options — Details, Print, and
Delete.

• Click Details and then click pencil icon on top.

3. An interface similar to Schedule an event appears.

4. Edit the relevant information and click Save.

Delete an event
1. Locate the appointment to delete in your calendar.

2. Hover the mouse pointer to bring up the options — Details, Print, and Delete.

3. Click Delete.

a. Alternatively, right-click the event to bring up the context menu and choose
Delete.

4. A notification on the top of the calendar pane confirms the deletion of the
appointment.

Copy an Event
1. Locate the appointment to edit in your calendar.
2. Right-click the event to bring up the context menu and choose Copy.

3. An interface similar to Schedule an event appears.

4. Change the relevant information and click Save.

Event (Appointment/Meeting) Recurrence

You can set the event to repeat every day, every week, every month, or every year. These
repetitions can be customized as well, e.g., every third Friday, or third Friday of every
month, and so forth.
Below are a few example scenarios and possible event recurrence settings.
You want to take your pet to the vet, on the 4th of every month, at 11:00 AM, for a routine
checkup. You would like to set a reminder. Next appointment is on the 4th of May.
Start Date and Time
05/04/20XX 11:00 AM
End Date and Time
05/04/20XX 11:30 AM

Repeat
Every month

Smiths' anniversary is on the 20th of July. You would like to set a reminder to wish them
"Happy Anniversary!"
Start Date and Time
07/20/20XX 07:00 PM. Check the box All Day.

Show as
Free

Repeat
Every year

Today, you meet your team to discuss an exciting idea. You then want to schedule your
meeting every second Friday.
Start Date and Time
07/20/20XX 07:00 PM

End Date and Time

07/20/20XX 07:30 AM

Repeat
Custom — Every 2 Weeks
On Friday Ends Never
You can set similar other recurrence patterns.

Edit Recurring Event

1. Locate the event to be edited in your calendar.

2. Hover the mouse pointer to bring up the options — Edit and Delete.

3. Click Edit.

4. You can choose to edit just this instance of the event or all recurrences.

5. An interface similar to Schedule an event appears.

6. Edit the relevant information and click Save.

Delete Recurring Event

1. Locate the event to be deleted in your calendar.

2. Hover the mouse pointer to bring up the options — Edit and Delete.
3. Click Delete.

4. You can choose to delete just this instance of the event or all recurrences.

5. A notification on the top of the calendar pane confirms the deletion of the event.

Respond to an invitation
An invitation appears in the Inbox with calendar icon. There are three responses to an
event when you are an invitee. In the RSVP section of an invitation, you have an option to
send a response email.
Accept check circle: Zimbra saves the event in your calendar. A notification reminds you
before that event starts.
Tentative question circle: Zimbra saves the event in your calendar. A notification reminds
you before that event starts. However, you can revisit the event anytime to mark it as
Accept or Decline.
Decline close circle: Zimbra deletes the event, and the event does not make it to your
calendar.
Right next to these buttons, you can choose if you want to send a response email.
Zimbra marks the invitations that you have not yet responded with a bar on the left. You
may respond to the invitation in the calendar or the Mail section. Once you have responded,
Zimbra deletes the invitation email.

Turn off or Postpone a Reminder

The Reminder dialog box pops up when an appointment or meeting is coming up, or when
it’s time to finish a task.
You can turn off the reminder by clicking Dismiss or pause it for a minute by clicking
Snooze
A reminder box may list multiple events. To turn off all reminders, click Dismiss All.
Similarly, Snooze All pauses all reminders for a minute.

Manage Calendars

Share a Calendar
If enabled for your account, you can share your calendars with its events, appointments,
and meetings with others.
1. Click Calendar tab.
2. Right-click the calendar you want to share and choose Share.

3. Click Invite people by email (most flexible).

4. Choose appropriate permission from Anyone with the link can drop-down.

View
Users can view all appointments, except the private ones.

View free/busy times only

Users can only view when your calendar is free or busy. They cannot see the
appointment details.

View (including private events)

Users can view all appointments, including private ones.

View and edit

Users can view and edit all appointments, except private ones.

View, edit, add and remove

Users can view and edit all appointments, except private ones. They can also add and
delete events (except private events) from your calendar.
View, edit, add and remove (including private events)
Users can view and edit all appointments, including private ones. They can also add
and remove events (including private events) from your calendar.

5. Type in the email address of people with whom you want to share this calendar.

6. Click Change next to invitees and edit their permissions — or remove the invitees
altogether.

7. Click Save.

8. Zimbra sends a link to receivers who have an option to accept or decline the invitation.

Accept a Shared Calendar

Whenever someone shares their calendar with you, you receive an email notifying about it.
1. Click Add Calendar to add it to your calendars. Your friend’s calendar now appears
under Others.

2. Click Decline to reject the share invitation.

Add Calendars
Add a new calendar by any of these methods.
Manually
1. Click Calendar and hover over My Calendars.

2. Click plus icon.

3. Type a name for this calendar.
4. Choose a color to mark it differently from the other calendars.

Subscribe to a Calendar
1. Click Calendar and hover over Others.

2. Click the gear icon and select Add a Friend’s Calendar.

3. Enter your friend’s email address.

4. Click Save.

You can add your friend’s calendar only when they have shared it.

Add a Holiday Calendar

This feature populates your calendar with holidays in your country.
1. Click Calendar and hover over Holidays.

2. Click plus icon.

3. Choose the country whose holidays you want to view in your calendar.

4. Click Next and choose the color to differentiate this calendar from the rest.

5. Click Save to save the changes. Your new subscribed calendar appears under
Holidays.

Tasks
Create a New List
1. Click 3 dots menu icon

2. Click Create List…

3. Type in a name for that list.

4. The new list appears below your name in the task pane.

Create a Task
You can combine various lists into one, get reminders, and track task progress.
1. Click Calendar.

2. Click 3 dots menu icon and choose New Task.

This option is disabled in Done View.

3. Set a due date of the task in Due Date field.
4. Set a priority from the drop-down. The options available are Low, Normal, and High.
5. Choose a list to assign the task.

6. Any extra information related to the task goes in Notes section.

Alternatively,
1. in tasks pane, hover over a list in which to create the task and click it.

2. In the field that appears, type in your task.

3. Press enter — or click anywhere else in the task pane — to save the task with a check-
box.

4. To set a due date or change the default priority, edit that task.

Edit a Task
1. Click the task created to bring up the options — Edit and Delete.
2. Click Edit.

The interface and options are the same as that of Create a Task.

Delete a Task
1. Click the task created to bring up the options — Edit and Delete.

2. Click Delete.

3. A notification on the top of the calendar pane confirms the deletion of the task.

Task list View orders

You can view the tasks list in the task pane as per a general list of tasks — list, priority, due
date, or status.
List View
It shows all the tasks and the lists in which they belong. Lists appear in alphabetical order.
Tasks within the list appear in the same order they were created; the latest task appears
first.

Priority View
Tasks with decreasing order of priorities — High being first — are listed here.

Due Date View

This view shows the tasks in order of their due dates. Tasks that are past due appear first,
followed by tasks that are needed later.
Done View
This pane lists tasks that are marked done.
Managing your Profile
This feature in Zimbra helps change your login password and upload a profile image.
Recipients of your email, however, may not see your image when they receive your emails.

Change Password
This feature helps you change your password.
1. In the top right, click circled user icon and choose Change Password. The Change
Password dialog appears.

Change Password dialog also appears when your password has expired, and you
attempt to login.
2. Enter the current password in the Current Password field.
3. Type in the new password in New Password field.

4. Type in the new password again in Confirm Password field.

5. Click Continue to apply the changes.

Change Profile Image

1. In the top right, click circled user icon and choose Change Profile Image. The Change
Profile Image dialog appears.

2. Click inside the bordered area to launch a file browser window. Navigate to the
image’s location and click Open.

– Alternatively, you can drag and drop your image inside the bordered area.

3. Select the portion of the photo you want to show. The frame with dashed borders can
be resized and repositioned.

4. Click counter clockwise arrow icon or clockwise arrow icon to rotate the picture a
quarter turn left or right.

5. Click Save to apply the changes.

Settings
Settings in Zimbra have multiple features like changing signatures, creating filters, and mail
reading behavior being a few among many.

General
This section deals with storage, date & time format, and the default app version which you
see after login.
Storage
This section of the Modern Web App displays the storage space that you are using on the
Zimbra server.

Date & Time

This section manages the date and time format used throughout the Modern Web App.

Date Format
There are 4 date formats to choose from:
mm/dd/yyyy
January 9, 2021 appears as 01/09/2021.

dd/mm/yyyy
January 9, 2021 appears as 09/01/2021.

yyyy-mm-dd
January 9, 2021 appears as 2021-01-09.

dd-mmm-yy
January 9, 2021 appears as 09-Jan-21.

Time Format
There are 4 date formats to choose from:
h:mm
The time 9:21 AM appears as 9:21 AM.

hh:mm
The time 9:21 AM appears as 09:21 AM.

H:MM
The time 9:21 AM appears as 9:21.

HH:MM
The time 9:21 AM appears as 09:21.

Zimbra Version
Here you choose the Zimbra version you want to use.
Modern
Choose this option to use the Modern Web App.

Classic
Choose this option to use the Classic Web App.
Viewing Email

Group emails into conversations

When you reply to an email, Zimbra groups responses together in conversations with the
newest email on the top.
A conversation breaks off into a new conversation if the subject line changes.
1. Select cog icon → Settings.

2. Under Viewing Email, check the box Enable Conversations to group the messages or
uncheck this box to ungroup the messages.

3. At the bottom of the page, click Save.

Show Email Snippets

By default, Zimbra shows you snippets, or previews, of your messages in the email pane. If
you do not need the snippets or feel that they make your Inbox look cluttered, you can turn
the snippets off.
1. Select cog icon → Settings.

2. Under Viewing Email, uncheck the box Show snippets to turn them off.

3. At the bottom of the page, click Save.

Group Emails by date

Zimbra, by default, groups your email conversations by date. So you see email groups like
Today, Yesterday, Last week, and so on. You can disable this setting.
1. Select cog icon → Settings.

2. Under Viewing Email, uncheck the box Group by date to ungroup the messages. Your
emails appear sorted by date, but they do not appear in groups.

3. At the bottom of the page, click Save.

Email Preview Pane

The preview pane in Zimbra displays the selected email’s content.
1. Select cog icon → Settings.
2. Under Viewing Email, click the Preview Pane drop-down.

The preview pane on the right

The selected email’s content appears on the right of the email list.
 The preview pane on the bottom
The selected email appears in a pane on the bottom of the email list.

None
The preview pane is disabled.

3. At the bottom of the page, click Save.

Message List Density

This setting controls the spacing between each email in the email list. Slim is the lowest,
and Relaxed is the highest possible spacing between two emails in the email list.
1. Select cog icon → Settings.

2. Under Viewing Email, click the Message list density drop-down.

3. At the bottom of the page, click Save.

Mark Emails as Read

Zimbra immediately marks a message as read when you select it. To change this behavior:
1. Select cog icon → Settings.

2. Under Viewing Email, click the Mark as read drop-down.

Immediately
The selected email is marked read the moment you click it.

After 2 seconds
The selected email is marked read after 2 seconds.

After 5 seconds
The selected email is marked read after 5 seconds.

Never
The selected email stays unread until you mark it as read manually. For details, refer
to reading pane tools.

3. At the bottom of the page, click Save.

Check for New Emails

Zimbra checks for new emails at regular intervals. You can, however, override the default
settings.
1. Select cog icon → Settings.

2. Under Viewing Email, click the Check for new mail drop-down.

3. You can choose a duration from the drop-down when Zimbra checks for new mail.
 a. Click the reload icon beside Inbox to check for new emails Manually. This
reload icon becomes visible when you hover the mouse on the Inbox.

b. Choose As new mail arrives to have Zimbra repeatedly check for new emails.

4. At the bottom of the page, click Save.

Sending Read Receipts

If requested by the sender, you can send a read receipt to confirm that you have opened
their message.
In Zimbra, you can decline to send this read receipt, or have Zimbra ask you for
confirmation.
1. Select cog icon → Settings.
2. Under Viewing Email, click the Read receipts drop-down.

Ask me
As soon as you open an email where a sender has requested a read receipt, you receive
the prompt below.

– Click close icon to decline to send a read receipt.

– Click Send read receipt to let the sender know that you have read the message.

Ask Me
Choose this option to receive a confirmation before sending a read receipt.

Always Send
Choose this option to send a read receipt every time to recipients.

Never Send
Choose this option, so Zimbra does not send a read-receipt to recipients.

3. At the bottom of the page, click Save.

Email Notifications
You can choose when Zimbra notifies you of new emails.
When a new message arrives in Inbox
When you choose this option, Zimbra notifies you of new emails only whem they arrive in
Inbox. You are not notified of emails arriving in other folders due to filters.

When a new message arrives in any folder

When you choose this option, Zimbra notifies you of each new email, irrespective of the
folder in which they are arriving.
Writing Emails

Recall a sent message

You can recall an email you just sent, using the Undo Send feature. When enabled, as soon
as you send an email, you get a notification with an UNDO button. This notification stays
for only a few seconds. Once this notification disappears, recall is not possible.
The email remains in Drafts folder as long as this notification stays on the screen. When
you click Undo, a notification informs you that sending has been canceled, and the email
remains in your Drafts folder.
1. Select cog icon → Settings.

2. Under Writing Email, check Enable against Undo send to enable this feature.
3. At the bottom of the page, click Save.

Request Read Receipts

You can ask readers for an acknowledgment every time they open your email.
1. Select cog icon → Settings.

2. Under Writing Email, check Always against Request read receipts to enable this
feature.

3. At the bottom of the page, click Save.

Check Request Read Receipts on how to request your recipients for a read receipt on
the fly — while composing emails.

Save a Copy to Sent Folder

You can choose to not save your sent emails in Sent folder.
1. Select cog icon → Settings.

2. Under Writing Email, uncheck Enable against Save a copy to Sent folder to disable
saving emails in the Sent folder.

3. At the bottom of the page, click Save.

Delegation
You can let someone else manage your email account using Zimbra. Your delegates can
read, send, and delete messages on your behalf. Messages your delegates send on your
behalf show you as the sender.
1. Select cog icon → Settings.

2. Under Writing Email, click Add delegates against Delegates.

3. Enter the name or email address of the delegate. Autocomplete feature lists
suggestions; choose one that applies.

4. Choose whether delegates can Send As or Send on behalf of

Send As
Delegates can send an email as you. Receivers of this email see your email address as
the sender.

Send on behalf of
Delegates send an email on your behalf. Receivers of this email see the delegate’s email
address, as well as yours, as the sender.

Delegate’s Sent Email Settings

When a delegate sends an email, as you or on your behalf, you can manage where the sent
messages are stored.
Save sent messages to my Sent folder
The email sent by your delegate goes in your sent items folder.

Save sent messages to delegate’s Sent folder

The email sent by your delegate goes in the delegate’s sent items folder.

Save sent messages to my Sent folder, and delegate’s Sent folder

The email sent by your delegate goes in your sent items folder, and delegate’s Sent Items
folder as well.

Don’t save sent messages

Zimbra does not save the email sent by your delegate.

Account Settings

Change the name on your Zimbra account

You can choose what name people see when you send them an email.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Under Your Name type in a name that you want people to see when they receive your
emails.

4. At the bottom of the page, click Save.

Change your Zimbra Mailbox Name

If you have multiple email accounts configured through Zimbra, you may want to
differentiate them.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Under Description type in a name for this account.

4. At the bottom of the page, click Save.

Two-factor Authentication

2FA Enabled
If two-factor authentication is only enabled but not enforced, you have the option to set up
two-factor authentication at your convenience. Application usage is not affected.
1. Select cog icon → Settings.
2. Click Accounts in the left pane and choose an account from the right pane to enable
2FA.

3. Click Set up two-factor authentication.

4. Enter your password when prompted.

5. Install an authentication app on your mobile device. Check supported apps.

6. Once installed, configure it on your smartphone.

7. Click Next on the Zimbra screen to begin the process of adding this account to the
authentication app.

8. On the authenticator app, scan the QR code or enter the code generated on the Zimbra
screen.

9. Click Next.

10. Enter the code generated by your authenticator app and click Verify to complete the
two-factor authentication setup.

Login Screen
Once set up, Zimbra prompts you to enter a code as part of every login. Enter the code
displayed in your authenticator app at that time and click Verify.

Adding Trusted Devices

Once you have set up 2FA, Zimbra requires a code from the authenticator app on each
login. You can set a device as a trusted device, so you do not have to enter an authentication
code.
1. Launch Zimbra.
2. Enter an authorized username and password.

3. Check the box, Always trust this device.

4. Enter the two-factor authentication code from the authentication app.

5. Click Verify to login.

Next time when logging in from this device, you do not need to enter the authentication
code.

Removing Trusted Devices

When you remove a device from the list of trusted devices, Zimbra prompts you to enter
the authentication code next time you attempt to login using that device. To remove a
device from the list of trusted devices, login from the device you wish to remove from the
trusted devices' list.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Two-factor authentication segment.

4. Click Don’t trust this device.

To remove all your devices from the list of trusted devices, except the one you have
logged in from, click Don’t trust all other devices.

Zimbra removes the target device from the list of trusted devices with immediate effect.
One-time codes
One-time codes are a set of ten codes used to complete the two-factor authentication when
you do not have access to the authentication app. You can use each of these unique codes
only once. Zimbra has an option to regenerate a new set of codes. We recommend that you
copy and keep the codes in a safe place on the first available opportunity.

You cannot log in to Zimbra if you do not have the codes or access to the authenticator
app.

Generate One-time Codes

1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Two-factor authentication segment.

4. Click 10 unused codes.

5. Click Copy to clipboard to copy the codes, paste in a text file, and save the file in a safe
place.

Once clicked, Copy to clipboard changes to Copied. The codes can be copied again by
clicking Copied.

Adding an App Passcode

Most desktop email programs have no way to ask for or enter the unique code to complete
the two-factor authentication. Zimbra helps you generate a passcode that you can use
instead of your real account password when configuring your email program.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.
3. Scroll down to Two-factor authentication segment.

4. Click Add a passcode.

5. Enter a name that helps you identify the app password you create and click Next.

6. Copy the code, paste in a text file, and save the file in a safe place. You need this code
when configuring your email program.

7. Enter this passcode instead of your account password when configuring an email
client with Zimbra.

Removing an App Passcode

1. Select cog icon → Settings.
2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Two-factor authentication segment.

4. Hover over the email application you want to remove.

5. Click close icon to remove the targeted application.

Disable 2FA
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Two-factor authentication segment.

4. Click the button Remove two-factor authentication.

You can now log in without the need to enter an authentication code.

You can disable 2FA only if the administrator has allowed this option for you.
Reply-to Address
You can receive replies to your emails on a different address using this feature.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Reply-to-Address segment.

4. Check the box Receive replies to your sent emails at a different address.

5. Enter an email address where you’d like to receive replies for your emails.

6. Type in a name corresponding to the above email address.

7. At the bottom of the page, click Save.

Access your emails elsewhere
You can set a forwarding address in Zimbra. Zimbra forwards all your emails to the address
specified here.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Access your mail elsewhere segment.

4. Check the box Forward: Zimbra forwards all your emails to the specified address
so that you can check it there.

5. Enter an email address where you’d like to forward your emails.

6. From the drop-down, choose if Zimbra should keep a copy of the email received.

Store and Forward

Zimbra keeps a copy of the email before forwarding it to the specified address.

Delete and Forward

Zimbra deletes the email after forwarding it to the specified address.

7. At the bottom of the page, click Save.

Export
You can export all your emails, contacts, and calendars as a .tgz file. To export individual
folders, emails, contacts, or calendars, right-click those items and choose Export from the
context menu.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.
3. Scroll down to Export and click Export.

Import
You can import all your emails, contacts, and calendars from a .tgz file.
1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Import and click Import.

Mobile or Desktop Configuration

IMAP, CalDav, and CardDav are an open set of rules for synchronizing your emails, contacts,
calendars, and tasks with mobile or desktop devices. Zimbra creates mobile profiles which
you can download, configure, and sync your mobile devices.
Android OS natively (without the help of external apps) supports IMAP for managing email;
however, CalDAV and CardDAV require installation of apps like OpenSync. Mac and iOS
have provisions for working with CalDAV and cardDAV; hence, you do not need any Mac or
iOS app to work with them.
This section explains how to export profiles. To import these profiles to your mobile
devices, you may want to look at below help articles:

Export Profiles
There are five profiles available to download and sync with devices that support this.
Email, Calendar, and Tasks, Contacts
This profile syncs Email, Calendar, Tasks, and Contacts on mobile devices with Zimbra.
Calendar and Tasks, Contacts
This profile syncs only Calendar, Tasks, and Contacts on mobile devices, with Zimbra; it
does not sync emails.

Calendar and Tasks

This profile syncs only Calendar and Tasks on mobile devices, with Zimbra; it does not sync
emails and contacts.

Contacts
This profile syncs only contacts on mobile devices, with Zimbra; it does not sync emails,
calendars, and tasks.

Email
This profile syncs only emails on mobile devices, with Zimbra; it does not sync contacts,
calendars, and tasks.

1. Select cog icon → Settings.

2. Click Accounts in the left pane and choose an account from the right pane.

3. Scroll down to Mobile or Desktop configuration segment.

4. Choose one of the profiles from the drop-down and click Download.

5. Choose a location to save the downloaded file. Zimbra requires this file when
importing profiles to iOS or Android devices.

Import profiles to iOS

IMAP
https://support.apple.com/en-in/HT201320

CalDAV
https://support.apple.com/en-in/guide/iphone/iph3d1110d4/ios

CardDAV
https://support.apple.com/en-in/guide/iphone/iph14a87326/ios

Import profiles to Android

Since Android — without external apps — supports IMAP only, you may need to check the
instructions specific to the app you use for CardDAV and CalDAV.

Account Recovery
We always recommend adding an alternate email address to get account recovery
instructions if you forget the login credentials to your email account.
1. Select cog icon → Settings.

2. Click Account Recovery in the left pane and click Add Recovery Email.

3. Enter an email address where you would like to receive account recovery instructions.

4. Click Continue.

5. You receive a code on this alternate email address. Check your email and copy the
verification code.

6. Paste in the above prompt to verify the alternate email address.

Out of Office settings

With Zimbra, you can send out-of-office replies for any duration you specify.
1. Select cog icon → Settings.
2. Click Out Of Office in the left pane.

3. Check the box Enable automatic response during these dates (inclusive).
4. Specify a From date.

5. Specify an Until date.

– If the until date is uncertain, check the box No end date.

6. Type a response that you’d want to send while you are out of office.

– Test out the response by clicking Send sample copy to me.

Out of Office replies for external senders

You can choose if you want to send an out-of-office response to senders who are not in
your organisation (external senders).
Against External Senders there are three options in the dropdown.
Send standard automatic response
Choose this option to send the same response specified above, to external senders.

Send external automatic response

Choose this option to bring up a text box and type a separate response to external senders.
Click Send sample copy to me to test out this response.

Do not send automatic response

Choose this option to avoid sending out-of-office response to external senders.

Filters — Automate management of your email

Zimbra allows you to create filters through which you can sort incoming messages into
folders by defining some rules.

Create New Filter

1. Select cog icon → Settings.
2. Click Filters in the left pane.

3. Click Add to create a new filter.

4. Set a Filter Name.

5. There are two filter editors — Basic and Advanced. By default, when creating a new
filter Basic editor opens.

Zimbra takes these actions when it encounters mails that meet the defined criteria.
Move to folder
You can move the filtered email to either Junk or Trash

Mark as read
Leave the message in the inbox but mark it as read.
Permanently delete
Discard the email, so it does not appear in the Trash folder.

Forward to
Redirect the email to another email address.

Star
Flag the email so that it stands out and appears with a star in the email list.

Tag With
Mark an email with tags that you have created. For more information check tags.

Basic
In the basic editor, you can specify only one action to affect emails that meet the filter
criteria. E.g., you can only mark it read or move it to trash; you can’t do both. To perform
multiple actions on emails matching specific criteria, check advanced mode.
1. Choose if the incoming mails have to meet any one or all of the defined criteria.

2. Define the conditions that an email has to meet for the defined action to take effect.

3. Under Then choose what happens with the filtered email. You can choose only one
action.

Advanced
In the advanced editor, you can specify multiple actions to affect emails that meet the filter
criteria. E.g., you can mark it read and move it to trash.
1. Click Switch to advanced.

2. Choose if the incoming mails have to meet any one or all of the defined criteria.

3. Define the conditions that an email has to meet for the defined action to take effect.

– To add more conditions, click + Add a condition.

4. Under Then choose what happens with the filtered email. You can choose only one
action.

– To add more actions click + Add an action

And do not process additional filters check-box stops other filters from running on a
message which meets the criteria for multiple filters.

Managing Filters
1. Select cog icon → Settings.
2. Click Filters in the left pane.
3. The right pane lists all the filters that you have created so far.

a. Click and drag 2 horizontal bars icon to raise or lower the filter priority.

b. Check or uncheck a filter to enable or disable it.

c. Click 3 dots menu icon against a filter to bring up options like Details, Run,
Edit, and Delete.

Details
Lists the conditions for an email to meet and the action to take when an email
meets the filter criteria.

Run
Choose an account and then folder(s) on which to run the filter.

Edit
Opens the appropriate editor — Basic or Advanced — to edit a filter.

Delete
Prompts a confirmation dialog before deleting a filter.

Block and Allow senders

You can block messages from specific email addresses or domains from reaching your
inbox; you can also allow specific email addresses and domains, so their emails reach you
every time. When you add an email address or domain to your blocked senders' list, Zimbra
blocks all messages from that sender.
Block senders from sending you email
1. Select cog icon → Settings.

2. Click Blocked and Allowed Senders in the left pane.

3. Under Blocked Senders and Domains, enter the email address or domain that you
want to block and click Block.

Zimbra removes emails by blocked senders from the server; they do not appear in
either Junk or Trash.

Allow senders
If you want to remove someone from the blocked senders' list, follow the instructions
below.
1. Select cog icon → Settings.

2. Click Blocked and Allowed Senders in the left pane.

3. Under Blocked Senders and Domains, select the email address or domain that you
want to unblock and click Remove.
Stop messages from going into your Junk Email folder
Messages from these senders and domains bypass spam filters and are always delivered.
1. Select cog icon → Settings.

2. Click Blocked and Allowed Senders in the left pane.

3. Under Allowed Senders and Domains, enter the email address or domain that you
want to receive emails from and click Allow.

If the same email address is in the whitelist and the blacklist, whitelisting takes
precedence.

Offline mode
With Zimbra, you can work offline to avoid incurring cellular data charges or to stop
Zimbra from attempting to send and receive messages over a slow network connection.
You can manage and compose mail, contacts, and appointments when you are offline. The
changes sync when you are back online.
1. Select cog icon → Settings.

2. Click Offline Mode in the left pane.

Enable offline mode

Copies of recent items are saved locally. They are synchronized with the server when
Zimbra goes online.

Disable offline mode

Zimbra is online, and all changes synchronize in real-time.

Security and Activity

This setting enables viewing of emails and shows the list of devices where Zimbra is open
with your credentials. You have the option to sign out from all other instances except this
one.

Security
1. Select cog icon → Settings.

2. Click Security and Activity in the left pane.

a. To block images from appearing everywhere choose Never by default.

b. To block images from appearing only in Junk folder choose Always, except in
Junk folder.

Activity
1. Select cog icon → Settings.
2. Click Security and Activity in the left pane.

3. Click Sign out against sessions that you are no longer using or you don’t recognize.

Calendar and Reminder Settings

This setting controls,
• default calendar to create events in,

• the day when a week starts,

• time when a typical workday starts and ends,

• calendar events time zone,

• if the calendar, when shared, a delegate can manage through a mobile device, and
• the email address to send event reminders.

General Calendar Settings

1. Select cog icon → Settings.

2. Click Calendar and Reminder Settings in the left pane.

3. Choose a Default Calendar from the drop-down. If you have not added a calendar, the
drop-down does not have any other entries.

4. Choose a Start of Week from the drop-down.

5. Choose a time when your workday starts from Start of Workday drop-down.

6. Specify a time when your workday ends from the End of Workday drop-down.

7. Set a time zone for your workdays under Workday Time Zone.
a. Alternatively, check the box Show timezones for start and end times to set
time zones on the fly.

8. Check the box Enable delegation for CALDav clients against Sharing to allow
delegated users to manage your shared calendars using their mobile devices.

Event Reminders
You can specify an email address to receive event reminders.
1. Select cog icon → Settings.

2. Click Calendar and Reminder Settings in the left pane.

3. Enter the email address in Send reminders by email to field to send event reminders
to that email address.
4. Check the box Show Browser Notifications to receive event reminders via browser
notifications.

5. Specify a Default Reminder Time before which to receive event reminders.

6. Check the box to enable Show Reminders for Past-Due Events to receive reminders
for events that are past due. This way, you receive reminders for events that you might
have unknowingly missed.

Change Display Language

Zimbra now offers these languages as the display language.
• Chinese
• English (United States)

• French
• German

• Hindi

• Indonesian

• Italian

• Japanese

• Portuguese

• Spanish
• Thai

To change the Zimbra display language to one of the above languages, perform the
following steps.
1. Select cog icon → Settings.

2. Select Language.

3. Choose a language you prefer.

4. Click Save.

Zimbra display language changes to the selected language.

Activating Zimlets in Modern Web App

To enable zimlets, please get in touch with your organization’s Zimbra Collaboration
administrator.
This section discusses how to activate zimlets for your account once an administrator
enables them.

Dropbox
With this integration you can connect your Dropbox account to Zimbra for saving and
sharing files from your Dropbox.

Activate the Dropbox Zimlet

During the activation process, you may encounter a Not Found error. The error goes
away automatically and does not require any intervention.
1. Select cog icon → Settings.

2. Select Dropbox Integration from the left pane.

3. Click Activate

4. Sign In to your Dropbox account.

5. Click Allow to authorize Zimbra to access your Dropbox.

Dropbox’s authentication works in the background and hence you may have to
wait for sometime before Dropbox activates.
6. Click Save.

Save all Attachments to your Dropbox

Some Users may not see the download link above their attachments. In such a case,
please follow the steps mentioned in Save an Attachment to your Dropbox

Once this zimlet is activated, emails containing attachments appear with links to save the
attachments.
1. On an email containing attachments, click the Save to Dropbox link — just above the
attachments.

2. Sign In to your Dropbox account, if requested.

3. Click Save to save all attachments to Dropbox.

4. Click Remove against an attachment to remove it.

5. A notification confirms file upload to Dropbox.

Save an Attachment to your Dropbox

1. Click download icon on an attachment.

2. Click Dropbox from the list of download locations.

3. Sign In to your Dropbox account.
4. Click Save to save all attachments to Dropbox.

5. A notification confirms file upload to Dropbox.

Attaching a file from Dropbox

1. When composing an email, click attachment icon and select Add files from Dropbox.

2. Click Select files to attach to add the files as attachments in your email.

a. Click Select files to link to add the files as links in your email.

3. Sign In to your Dropbox account.

4. From the Dropbox window, select the files to attach.

5. Compose your message and click Send to send the email with attachment from
Dropbox.

Send Large files via Dropbox

1. When composing an email, click attachment icon and select Add from my Computer.

2. Select the file you want to attach and click Open.

3. Select Dropbox from the presented options.

4. Click Save in the Dropbox window to save your file to be shared from Dropbox.

5. The Inserting Link window appears while the file saves to your Dropbox. Once
completed, the link appears in your email message.

6. Compose your message and click Send to send the email with the Dropbox link.

Google Drive
With this integration you can connect your Google Drive account to Zimbra for saving and
sharing files from your Google Drive.

Activate the Google Drive Zimlet

During the activation process, you may encounter a Not Found error. The error goes
away automatically and does not require any intervention.
1. Select cog icon → Settings.

2. Select Google Drive Integration from the left pane.

3. Click Activate

4. Sign In to your Google Drive account.

5. Click Allow to authorize Zimbra to access your Google Drive.

 Google Drive’s authentication works in the background and hence you may have
to wait for sometime before Google Drive activates.
6. Click Save.

Save all Attachments to your Google Drive

Some Users may not see the download link above their attachments. In such a case,
please follow the steps mentioned in Save an Attachment to your Google Drive

Once this zimlet is activated, emails containing attachments appear with links to save the
attachments.
1. On an email containing attachments, click the Save to Google Drive link — just above
the attachments.

2. Sign In to your Google Drive account, if requested.

3. Click Save to save all attachments to Google Drive.

4. Click Remove against an attachment to remove it.

5. A notification confirms file upload to Google Drive.

Save an Attachment to your Google Drive

1. Click download icon on an attachment.

2. Click Google Drive from the list of download locations.

3. Sign In to your Google Drive account.

4. Click Save to save all attachments to Google Drive.

5. A notification confirms file upload to Google Drive.

Attaching a file from Google Drive

1. When composing an email, click attachment icon and select Add files from Google
Drive.

2. Click Select files to attach to add the files as attachments in your email.

a. Click Select files to link to add the files as links in your email.

3. Sign In to your Google Drive account.

4. From the Google Drive window, select the files to attach.

5. Compose your message and click Send to send the email with attachment from Google
Drive.

Send Large files via Google Drive

1. When composing an email, click attachment icon and select Add from my Computer.
2. Select the file you want to attach and click Open.

3. Select Google Drive from the presented options.

4. Click Save in the Google Drive window to save your file to be shared from Google
Drive.

5. The Inserting Link window appears while the file saves to your Google Drive. Once
completed, the link appears in your email message.

6. Compose your message and click Send to send the email with the Google Drive link.

Onedrive
With this integration you can connect your Onedrive account to Zimbra for saving and
sharing files from your Onedrive.
Activate the Onedrive Zimlet
During the activation process, you may encounter a Not Found error. The error goes
away automatically and does not require any intervention.
1. Select cog icon → Settings.

2. Select Onedrive Integration from the left pane.

3. Click Activate

4. Sign In to your Onedrive account.

5. Click Allow to authorize Zimbra to access your Onedrive.

Onedrive’s authentication works in the background and hence you may have to
wait for sometime before Onedrive activates.
6. Click Save.
Save all Attachments to your Onedrive
Some Users may not see the download link above their attachments. In such a case,
please follow the steps mentioned in Save an Attachment to your Onedrive

Once this zimlet is activated, emails containing attachments appear with links to save the
attachments.
1. On an email containing attachments, click the Save to Onedrive link — just above the
attachments.

2. Sign In to your Onedrive account, if requested.

3. Click Save to save all attachments to Onedrive.

4. Click Remove against an attachment to remove it.

5. A notification confirms file upload to Onedrive.

Save an Attachment to your Onedrive

1. Click download icon on an attachment.

2. Click Onedrive from the list of download locations.

3. Sign In to your Onedrive account.

4. Click Save to save all attachments to Onedrive.

5. A notification confirms file upload to Onedrive.

Attaching a file from Onedrive

1. When composing an email, click attachment icon and select Add files from Onedrive.
2. Click Select files to attach to add the files as attachments in your email.

a. Click Select files to link to add the files as links in your email.

3. Sign In to your Onedrive account.

4. From the Onedrive window, select the files to attach.

5. Compose your message and click Send to send the email with attachment from
Onedrive.

Send Large files via Onedrive

1. When composing an email, click attachment icon and select Add from my Computer.

2. Select the file you want to attach and click Open.

3. Select Onedrive from the presented options.

4. Click Save in the Onedrive window to save your file to be shared from Onedrive.

5. The Inserting Link window appears while the file saves to your Onedrive. Once
completed, the link appears in your email message.

6. Compose your message and click Send to send the email with the Onedrive link.

Slack
The Slack integration helps you connect your Slack account to Zimbra for quickly initiating
conversations using Slack. With this integration you can see if other users in your
organization are online (if they have set the Slack integration up), launch private chat with
users, and even continue an email thread in a conversation on Slack.
Getting Started by Authorizing Slack
During the activation process, you may encounter a Not Found error. The error goes
away automatically and does not require any intervention.
1. Select cog icon → Settings.

2. Select Slack Integration from the left pane. Here you can add or remove your Slack
workspaces to integrate them with the Modern Web App.

3. Click Sign In To Workspace.

Slack’s authentication works in the background and hence you may have to wait
for sometime before Onedrive activates.
4. Select a workspace from the dropdown in the top-right corner of the window and click
Allow to add it.

5. The workspace name and logo will then appear in the Settings panel. You will have to
repeat this process for each workspace you would like to add, in order for any
integration features to work properly with that workspace.

6. To remove a workspace, simply click the Trash icon next to it. It will disappear from
the window.

Checking User Presence and Sending Direct Messages

You can check the active / away status of users in your contacts, calendar items, or email
conversations for each of the workspaces you belong to. From there, you can easily start a
direct message conversation with that user.
• Hover over a name / email in the address bar of a sent or received email message or
draft, or in the Invitees section of a calendar item.

If no Slack indicator appears, the user is not a member of any of your Slack workspaces. A
green dot indicates that they are active on at least one of your workspaces, while an orange
dot indicates they are away from all workspaces.
• If the user is a member of only one of your workspaces, clicking on the indicator
button will start a direct message conversation with that user and send you to it in the
Slack app.

• If the user is a member of more than one of your workspaces, a down caret will appear
when you hover over the indicator button. Clicking the button displays a list of the
common workspaces between you and the user, and their presence status for each.
Clicking on any of these workspaces will start a direct message conversation in that
workspace and send you to it in the Slack app.

• You can also check a user’s workspace presence status in the Contacts tab.

a. Click Contacts.

b. Select a contact.

c. If the contact is a member of one of your workspaces, a presence indicator for

that workspace appears under 'Slack' on the contact card.
 d. Click a workspace to start a direct message conversation with your contact.

Converting an Email Conversation to a Private Slack Channel

You can generate a new channel in a Slack workspace to continue an email conversation.
1. Click ellipsis h More at the bottom of an email conversation.

2. Click Start Slack Conversation.

3. A modal displays your workspaces and the number of users in the email conversation
that are members of each workspace.

4. Click one of the membership tallies that is not 'full' (green) to view the list of users
from the email conversation who do not belong to that workspace.

5. Click the workspace where you would like to start the new channel.
6. You will be sent to that workspace in your Slack app, where a new private channel will
be created under the subject of the email conversation and the current date and time
(subject_date). A bot will start the channel by posting the content of the email
message, and all of the users from the conversation that are members of that
workspace will be invited to join.

Zoom
This integration offers you the opportunity to connect your Zoom account to CloudSuite so
that you can automatically create a Zoom Meeting linked to your calendar event. Any
changes made to your calendar event will be reflected in the Zoom meeting automatically.
Activate the Zoom Zimlet
During the activation process, you may encounter a Not Found error. The error goes
away automatically and does not require any intervention.
1. Select cog icon → Settings.

2. Select Zoom Integration from the left pane.

3. Click Activate

4. Sign In to your Zoom account.

5. Click Allow to authorize Zimbra to access your Onedrive.

Zoom’s authentication works in the background and hence you may have to wait
for sometime before Onedrive activates.
6. Click Save.
Create a Zoom Meeting for your Calendar Event
1. Select the Calendar tab.
2. Click the New Event in the top left.

3. Fill out the event details.

4. Click Make it a Zoom Meeting.

5. The Location field now contains a Zoom Meeting URL.

6. Click Save.

Edit a Zoom Meeting

1. Select the Calendar tab.

2. Click Event, and click Edit.

3. Update the event details and click Save.

Join a Zoom Meeting
1. Select the Calendar tab.

2. Click Event, and click Edit.

3. To join the meeting, click Join Zoom Meeting.

Zimbra Drive and Connect

These features enable team collaboration for document processing and realtime
communication through chat and video conferencing.

Zimbra Drive
This feature offers you a complete file sharing & storage system right in the Zimbra Web
Client. Integrated with Zimbra Docs, Zimbra Drive replaces the old “Briefcase”.

1. Key Features :
2.
1. Upload, manage and download files.

2. Organize files within navigable folders.

3. Mark files as “preferred” for quick access.

4. Add custom notes (descriptions) to files

5. Share files with internal & external users

6. Integrated with Zimbra Docs

7. File search and preview.

8. Quick “stateful” navigation

Drive
1. Select the Drive tab.

2. Create New Folder

3. Create new document, Text document, Spreedsheet or Presentation

4. Add Permission to share file with internal user.

5. Collaborate real-time using documents, spreadsheets and presentations right inside

the Zimbra Web Client..

6. Document will automaticly be Saved.

7. Share folders or documents to your colleagues for collaborative processing

Zimbra Connect

Zimbra Connect is chat and more, right in your Zimbra Web Client. Now your team can
communicate and collaborate all in one place, with a great user experience that
includes:

• 1:1 and Group Chat

• Group and Channel Video Calls

• File Sharing

• Screen Sharing

And Zimbra Connect is cost-effective because it is offered as a license-per-user feature

in Zimbra Network Edition.

Scheduling meeting directly from calendar is currently unavailable yet.

Chatting
1. Select the Connect tab.

2. You can start chatting with your corporate colleague you choose
Video Conference
3. Select the Connect tab and click to call icon on the right
4. Start a video chat

5. Share a presentation during a video conference