How To Configure Outlook For Zimbra Mail

[Arlyne Doepner]

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The Zimbra Connector for Outlook (ZCO) provides real time, two-waysynchronization of email messages, folders, tags, address books, tasks, andcalendaring between Outlook and your Zimbra account.

Start Outlook against the above profile. At this time, ZCO will do an InitialSync to pull your account data to the ZDB.The time this takes varies with the amount of content in your account, the size of the Global Address List,the number of other users also synchronizing, and network conditions. If you must interrupt a sync in progress,it will later resume where it left off.

When you start Outlook for the first time against a new profile, you should ensure that your computer is connected to the serverusing a reliable (preferably wired) connection so that initialization can take place quickly.

Microsoft Outlook uses what is known as an Outlook (or sometimes "MAPI" or "mail")profile to connect to your email account. The profile tells ZCO which email account is to be used,how to connect to the server as well as other configuration settings.

(Optional) You can also go to the Connection Settings, Download Settingsand Data Files tabs for more options. See the Advanced ProfileSettings section below for more information on these.

Click OK to start Outlook. Outlook begins fetching your account data from the server andstoring it in your ZDB. To check its progress, open the Zimbra Ribbon andclick Show Zimbra Progress.

Connection Settings: ZCO uses Windows Internet Explorer (IE) proxysettings by default. If you want to manually configure proxy settings, youcan enter an HTTP proxy and port number or select to use no proxy.

Download Settings: This setting determines how messages aredownloaded. To save storage space on your computer, you can configureZCO to download only the email message header instead of the completemessage. The default is to download the complete message, includingattachments.

Data Files: These are the roaming profile settings for youraccount. Setting up a roaming profile lets you access your Outlook mailfrom more than one computer. You store your Outlook profile informationand settings on a remote machine.

If your system administrator has installed a newer version of ZCO on theserver, and if you already have a version of ZCO installed on your system,the next time you start Outlook you will be asked if you want to upgrade ZCO.

You can choose to upgrade, skip the version, or never upgrade. If youselect Upgrade, the latest version downloads to your computer, Outlookrestarts automatically and the upgrade begins.

Initial synchronization can take a few minutes or longer, depending on the sizeof the mailbox, the network speed and other factors discussed in the previous section.On slow networks, the initial synchronization of large mailboxes can take several hours.

It is advantageous to install ZCOwhile connected to a fast and reliable company network. It is also strongly advisedthat Antivirus software is disabled during the initial sync, otherwise the Antivirussoftware can prolong the initialization by virus checking messages as they areplaced in the ZDB.

In general, you can use Outlook during the synchronization because ZCO synchronizesin the background, but for the initial synchronization it is recommended that you waitfor synchronization to complete.

If the synchronization does not start automatically, you can manually start thesynchronization by pressing F9 or clicking Send/Receive All Folders on the Send/Receive Ribbonor pressing the F9 key.

ZCO synchronizes all of your folders including email in your Inbox, email youhave filed to other folders, Sent Items, Drafts and Trash. It also synchronizesyour Calendar, Contacts, Tasks and Notes folders.

To obtain full support for Contact Groups for profiles that were created witholder versions of ZCO, it is necessary to perform a full GAL reset on your ZCOclient to ensure contact groups and their members are synced correctly withZCS.

When entering the passcode, you will be given the option to Remember this device. If you select this option, you will not need to provide a code again for this account on your current machine for 30 days by default.

If your Zimbra server account is set up to use certificate authentication, then you need an appropriate certificate for your Zimbra account configured on your PC. You will then be prompted to selectthis certificate whenever you sign in to your Zimbra server account withOutlook.

Outlook Notes synchronize with the server where they appear within Briefcase folders.There, they can be viewed, but not edited with the Zimbra Web Client. Each Outlook Notes folder appears as a Briefcase folder.

A Zimbra Persona allows you to create a separate email identity to manage different email accounts. E.g., you can create a persona for your work email and another for your non-business emails.

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

In the Select condition(s) section, select the conditions that the message must match. As you select the conditions, they display in Edit the Rule Description section.

While the server runs your selected rule on a folder, a progress dialog shows you how many emails have been processed and affected.You can stop the rule from running by clicking Cancel in the dialog.

By default, the grantees and access privileges assigned to a folder only apply to that folder and not to any folders stored inside the folder (child folders). The Inherit permissions from parent option in the Sharing tab allows you to apply the same grantees and access privileges as the parent folder. This option enables you to assign grantees and access privileges to multiple folders without setting up individual shares for each one.

The next time a grantee syncs with the Zimbra server, the shared folder updates with new information. If you deleted access, the folder no longer appears when the grantee syncs. If you have deleted an external or public share, the grantee cannot access the folder.

If you want others to send an email on your behalf, then youneed to add them to your list of Delegates. Once you have added a user, you can use the Delegates function to share folders, such as Calendar and Tasks from your email account. Sharing permissions and roles were described above.

You can store email messages on the Zimbra server up to the quota configured for your mailbox. Email messages, attachments to messages, address books, calendars, tasks, and the items in your Trash folder contribute to your used quota. When you reach your quota, you may not receive new emails.

The Outlook AutoArchive function is disabled for Zimbra profiles andfolders. This feature should not be enabled. Auto-archiving removesfiles from the server, including items shared with others. This removal can cause data loss or problems with recurring appointments, shared objects, and historical calendar data.

The Hierarchical Address Book (HAB) allows users to look for recipients using an organizational hierarchy. Zimbra HAB configuration needs to be done at the server-side. Please refer to the _configuration for information about HAB setup.

To better manage storage on Outlook, the AutoArchive feature is now available for ZCO users.The AutoArchive feature controls the Outlook Inbox and folders and helps manage the storage by shifting older items to an archive you want to maintain. To accomplish this automatically, use AutoArchive.

Open Outlook and go to the Zimbra tab, Select Advanced and check the box Enable Auto Archive in the Advanced Settings dialog.Now you need to specify the AutoArchive settings for an individual folder as below:

One of the problems faced by users of Zimbra Connector for Outlook (ZCO) has been the fact that all data from the server is synchronised on the client machine where Outlook is installed. This means that the client machine needs disk space and resources to manage this data. The Partial/Customised Sync feature helps address this problem, by removing data older than the number of days configured by the use.

This feature, when enabled, will move Mails, Tasks & Calendar items that are older than the days provided by the user to a folder called Zimbra Trash, which is a subfolder of Trash. The user can then regularly do an Empty Trash to permanently remove these older items. The moving of these items in ZCO has no effect on the corresponding items on the Zimbra Server. If the user wants to also delete those items on the Zimbra Server then they can use the Web Interface provided with Zimbra.

ZCO allows the user to configure the number of days to keep separately for calendar and other items. The number of days for which user wants to keep the Mails, Tasks & Calendar items in outlook can be configured in Advanced Settings.

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

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