Each new Zimbra account that Highland Solutions sets up starts with 1 GB of storage capacity.
You can track how much storage you are using by checking the indicator located below your name on the top left part of your screen.
If your job involves a high volume of email, especially with large attachments, or if you need to save emails and attachments for documentation, your quota may fill up quickly. If you are near quota, your system administrator receives a notification email so he/she can decide the best option for managing the company’s accounts.
Per company policy, if you reach 92% capacity, Highland Solutions will automatically add 1 GB to your account for an additional cost. We do this to ensure that you continue to receive email and that messages sent to you are not bounced back with a notification that your mailbox is full.
Here are some options for decreasing the size of your mailbox:
- Delete old messages in your Inbox, Sent folder and other folders.
- Save large attachments locally and then delete them from the email.
- Delete old items in your Tasks, Documents, and Briefcase.
- Purge your Trash.
If you have done all this and are still near your quota, here are some additional options:
- Ask your system administrator to increase the size of your account quota.
- Archive non-critical items using Zimbra Desktop. The directions for this can be found here.
Zimbra offers several options for accessing your account using your mobile phone. Your system administrator will need to enable mobile access on your account. 
Zimbra Mobile Web Client Features:
- Accessible by almost any mobile device
- No additional software or purchase of a license required
- Real time access to email, address book and calendar
- View folders, saved searches, tags and shared content
- Advanced mailbox searches
To Set Up:
- Open an HTML-compatible browser on your phone
- Type the URL of your Zimbra server with an ‘m’ at the end (http://domain.servername.com/zimbra/m/)
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Zimbra Connector for iSync can be used on Apple computers running OS X 10.4.1 or later. Your system administrator will need to download and install the program.
Before you begin synchronizing your calendar and address book, make sure you back up your files.
1. Once the program is installed, go to System Preferences > Zimbra.
2. Choose the Account tab to enter the following information:
- A description to identify the account.
- The Zimbra server domain name (DNS).
- The port number for the server.
The default for non-secured connections is 80 and for secured connections is 443.
- If a secure connection is required, check Use Secure Sockets Layer.
- You Zimbra account user name and password.
Authenticated will display in the lower right of the dialog box once the information is confirmed by the Zimbra server.
3. Choose the Sync tab to set up what folders to sync and when you want to sync them.
- If you choose Manually, synchronization will only happen when you click Sync Now.
- To automatically synchronize, choose the preferred time period (Hour, Day, Week).
- Choose to synchronize either All or Selected Contacts and Calendars.
If you already have a CalDAV account, you will need to delete it before you can change your Calendar Sync options.
Zimbra Web Client and iCal calendars are not included when the calendars are synchronized.
4. Click Sync Now to start synchronizing your Zimbra Address Book and Calendars. The amount of time it takes depends on the amount of information you have in Zimbra.
5. During the synchronization process, you will get a notification of files that will be added, modified and deleted. Click OK to continue.
6. Before the synchronization is done, you may be asked if you want to delete contacts and calendars from your Zimbra account. If you choose to do this, the information will be deleted on the Zimbra server. If you do not want to do this, the lists will be merged, and duplicate contacts will not be deleted.
Sharing your folders, tasks, calendars, and contacts allows you to collaborate with others by giving them access to edit your files or just view them. To be able to do this, you must have the Zimbra add-in enabled when you start Outlook. You must also determine if you are sharing them internally, externally or publicly.
- Internal Share - gives access to those in your Global Address List
- External Share - gives access to a specified user with their email address and a password that you assign
- Public Share - gives access to anyone using the URL of the folder
External and public shares can only view folders not edit them.
When you share your folders, the rights others have depend on the roles you assign to them - Administrator, Delegate or Reviewer.
- Administrator - can read, edit, create, delete, act on the workflow and modify the permissions of the folder
- Delegate - can read, edit, create, delete and act on the workflow of the folder
- Reviewer - can read the contents of the folder (this is the default)
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Filtering your incoming emails is a great way to keep your Inbox organized. Using Zimbra Connector for Outlook, you can set up filters to:
- Sort them into folders
- Automatically tag them
- Forward them
- Discard them
You can create and edit these filters by going to Tools>Zimbra Server Rules. The filters will be applied in the order that they are listed.
To Create a New Filter
1. Click the New Rule icon and then choose the conditions for the filter.
2. Click on the description of the condition to make it more specific.
3. Once you have edited your conditions click Next to decide what to do with your messages.
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Personas in Zimbra give you the ability to create different mail identities and manage different types of emails from one account.
For example, if you regularly send emails in a particular role at work (i.e. humanresources@company.com, sales@company.com, info@company.com), you could create a persona for that email.
If you create personas in Zimbra, you will also be able to use them in Outlook. You can add, edit and delete them if you go into Tools>Options>Personas.
Adding a New Persona
1. Click Add and give your persona name.
2. The From name and email is what will be displayed as the persona sending the email.
3. The Reply To name and email is what will be displayed as the persona to reply to.
4. Click Apply to save your changes.
Setting the Default Persona
You can only have one persona as the default. That email is the one that is configured for the account. To set your default, go to Tools>Account Settings. Select the address of the persona that you want and click Set as Default.
Deleting a Persona
Choose the Persona and click Delete. Personas cannot be recovered once they are deleted.
Once you have Zimbra Connector for Outlook installed and syncing, there are many things you can do in Outlook that you can do in Zimbra though they may be called different things and will be found in different places.
Mail Quota
In Zimbra, you can monitor your mail quota from the indicator below your name on the top left part of your screen.
In Outlook, you will need to go to Tools>Mailbox Quota to see how much storage you have. When your storage space reaches 80%, your system administrator will receive an email that your quota is close to being full. To save storage space, there are several things you can do.
1. Delete email messages and old calendar appointments.
2. Empty your Sent and Trash folders.
3. Archive your messages.
4. Save attachments to your computer and then delete them from your mail account.
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While Zimbra is a great all-in-one product, one of its outstanding features is the ability to sync with other platforms such as Outlook for those who are not yet ready to make a complete switch-over. The following items can be synchronized: email messages, folders, tags, contacts, personal distribution lists, personal calendars, appointment reminders and tasks.
If you are continuing to use Outlook 2003 or 2007 with Zimbra, your system administrator will need to do the initial installation and set up. And a little preparation is needed before you begin your first sync between Zimbra and Outlook.
1. Save any Notes or Journals in a PST format, so you don’t lose them. Import them after your initial sync.
2. Empty out Junk and Trash folders and delete or archive older email messages to cut down on syncing time. Large mail folders take longer to sync.
3. If you use McAfee Security On-Delivery Email Scanner, turn it off before the initial sync to speed up the overall process.
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As well as using Preferences to change your email, you can also change your Calendar views and the way it handles appointment invitations and reminders. Setting the options in Preferences will set your defaults, but many of these options can also be changed directly in the Calendar tab.
General Options
1. Work Week View is the Default View, but you can also choose to view by the day, the month, or a 7 day week. You can also view your calendar as a list of items or by individual calendars (schedule view).
2. Start week on - You can choose to start your week on whatever day you wish!
3. Default appointment visibility - If you have chosen to share your calendar with anyone, they will see your appointments unless you choose to make them Private. If you choose to make them private, they will see that you are busy but not the specifics.
4. The mini-calendar appears in the lower left corner of your screen no matter what tab you are in. It’s nice to have if you don’t want to keep switching back to the calendar to check dates.
5. If you click the Show Calendar Week, the mini-calendar will show a column with the number of weeks you are into the year.
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Do you like to view your emails in text only, or do you like to see all the images, bells and whistles? Do you read your older emails first or your most recent? Do you like to be notified when you receive a new email, or do you prefer to check your Inbox when it is convenient for you?
Everyone has different preferences on how they view their Inboxes and emails, so Zimbra offers many options to suit each person. To change the way Zimbra handles your emails, go to Preferences and choose Mail from the list on the left-hand side of your screen.
Here are your options with a few explanations:
Display Mail
Choosing to view mail in HTML can make emails easier to read because you will be able to view the formatting of the text - bullets, colored backgrounds, and links for example. Viewing as Text is just that - plain text, although you will be able to see HTML tags if the email has HTML formatting.
Message Preview
If you don’t want to turn on the Reading Pane but do want to know what the email is about before you open it, check the box to “Display snippets of the messages in email list.”
After I move or delete a message
If you like to read your most recent messages first and move down the list opt to “Select the next message.” If you prefer to read older messages first and move up the list, choose “Select the previous message.”
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