Zimbra Connector for Microsoft Outlook: Administration Guide

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
The Zimbra Connector for Microsoft Outlook® (ZCO) allows users to access and manage their Zimbra Collaboration account using Microsoft. The latest version of Zimbra Connector for Outlook is backward-compatible with all officially supported versions of Zimbra Collaboration. VMware Zimbra Connector for Microsoft Outlook, free download. VMware Zimbra Connector for Microsoft Outlook: VMware, Inc.
 
 

 

Zimbra connector for microsoft outlook 2013 free

 

Unless you have been advised otherwise, use zimbra. This is the same email address and password you use to log into the Zimbra Collaboration Suite Website. Now you can click OK to complete the setup. For advanced users: If you want to change how mail is downloaded to your account, make those changes in the Download Settings tab before clicking OK. You can now use Outlook to access your Zimbra account.

Set up your Zimbra account in Set up your Sol1 E-mail Search the site Search. Back to Guides. Need Help? Chat Now! Remote Session Options.

The search now includes looking for substrings within the name fields. It is effective specifically when the fields contain multiple words. For the below example, this feature enables one to search for the word Azam though it is part of the first name:.

This feature can be enabled or disabled in the installer using the -imn switch followed by 0 or This chapter provides information about what server configuration information a user needs to install ZCO, what takes place when ZCO is installed on individual computers, and what happens during the initial synchronization of ZCO and Outlook.

If you did not modify the MSI, the user needs the following server configuration information in order to create an Outlook profile. Be sure to provide this information to your user before they install ZCO so they can complete their installation of ZCO:. For more information about zmtlsctl, see the Zimbra Collaboration Administrator Guide.

The server must have a valid SSL certificate. Default Zimbra Collaboration installations generate their own self-signed certificate. This can be used, although in order for ZCO to trust it, the root CA certificate that signed it must be placed in the Trusted Root Certificate Authorities section of the Windows Certificate store on all user machines. When Outlook is started, ZCO authenticates against the server account specified in the profile.

ZCO supports 4 kinds of authentication. The user will then need an authentication app e. Initial setup of the authentication app for an individual user should be performed using the Zimbra Web Client after which, passcodes from the app are equally usable with either ZCO or ZWC :. Follow the setup wizard instructions, supplying a passcode from the authentication app when prompted.

Currently, this needs to be specified alongside the server name. It only takes a few minutes for users to install ZCO on their computers and configure the connection to Zimbra Collaboration. You must provide the user with temporary administrative privileges and the server configuration information.

Installation does not remove any previous Outlook profiles or accounts. To add a new profile, users select Add on the Show Profiles dialog and follow the prompts. In general, when a new version of ZCO is installed over an existing ZCO installation, the profile will be automatically upgraded. If users have been using the Zimbra Web Client and have email messages, folders, tags, signatures, contacts, personal calendars, appointment reminders, and tasks on Zimbra Collaboration, this information is synchronized with their Zimbra profile in Outlook.

The initial synchronization can take a few minutes or longer, depending on the size of the mailbox and the network speed. It is advantageous to install ZCO while using a fast and reliable wired company network. It is also strongly advised that Antivirus is disabled during the initial sync, otherwise the Antivirus software can prolong the initialization by virus checking messages as they are placed in the ZDB. If users use the default Zimbra profile, their synchronized data is saved in the zimbra.

To obtain full support for contact groups for profiles that were created with older versions of ZCO, it is necessary to perform a full GAL reset on your ZCO client to ensure contact groups and their members are synced correctly with Zimbra Collaboration.

In such a scenario, when user launches Outlook, then a pop-up message “Your mailbox is too far out of date to be synchronized with the [ZIMBRA] server. Do you want to download fresh mailbox data the next time you start Outlook?

Just like configuring the new profile. Users can share Zimbra mail folders, calendars, contacts, and tasks and access those shared by another Zimbra user. The public keys required for these operations can be stored both in the GAL and in Personal Contacts.

They are readonly. Configure ZCO connection settings. Set GAL sync time, including sleep time, and sleep after. Select to sync all calendar content, or select to sync partial calendar content by selecting a specified number of days to sync.

Check this box to allow users to enable local Outlook rules. By default, local Outlook rules are disabled. Check this box for users to store their passwords in their profiles. Uncheck this box if you do not want user passwords stored in their profile. They enter their password at each login. But if this option is selected, ZCO bypasses the interval and syncs within 60 seconds if it detects a change made by Outlook or a change made by the server. If a link to a shared folder is accepted in Zimbra Web Client, then when this option is enabled, the shared store is automatically added to Outlook.

The Outlook AutoArchive function is disabled for Zimbra profiles and folders. This feature should not be enabled. Auto-archiving removes files from the server, including items shared with others. This can cause data loss or problems with recurring appointments, shared items, and historical calendar data. If you forward a meeting invitation to another user, a notification is sent to the original meeting organizer because you have now extended their invitation to a new invitee.

Core Dumps : In the event of a crash, ZCO automatically generates a core dump which can be analyzed by the support team. Occasionally, conflicts can occur during installation, so if this is a new installation that has never functioned correctly, consider uninstalling ZCO, rebooting and reinstalling.

These messages are created to help Zimbra technical support and engineering debug and fix errors. The Sync Issues folder is displayed in the Folder List. Users can tell when new messages are in these folders when the folder is bold and the number of unread messages is displayed. Review the Failure messages. The problem might be simple to resolve, such as an out of quota message.

If you cannot resolve the error based on the message, submit the messages with a support case to Zimbra Support. If users are having issues with specific emails or folders, you can use this group to collect information to help debug the issue. When conversion problems occur, it can sometimes be useful to see the original MIME. For this, select the message and click Show Original. Sync tokens increase in numerical value between one sync and the next.

Setting a sync token to an earlier number allows you to resync any items that failed to sync between the sync token you set and the current sync token. A support engineer may request that you use this feature. You can open this in two ways:. The Advanced button hides some detailed options which should not be modified unless your support engineer advises you otherwise.

This file is generated even when logging is disabled, and contains a top-level summary of folders and messages that have been opened, synchronizations that have been done, and any significant errors or warnings.

Some general tips for capturing effective troubleshooting information for Zimbra Support include:. This compressed log archive contains all the files present in ZCOLogs folder other than zip files and files in subfolders and can be used while reporting an issue. DMP files and provide these to Zimbra Support. If Outlook hangs, Zimbra Support might ask you for a hang-dump.

A user receives a Local Failure message stating that the. To fix this issue, you must repair the. Use the scanpst. It is not uncommon for ZCO to encounter problems when running third-party Outlook add-ins or antivirus software. Try disabling the add-ins before retrying to use ZCO.

To report the problem, log a bug with Zimbra, list all of the Outlook add-ins that are installed, and indicate the add-ins you think are causing the conflict. Click the file to open. In some cases, it might be necessary to uninstall ZCO, delete the profile and. When you start ZCO with a Click-to-Run version of Outlook , you might see a message box asking for permission to change the registry settings.

This will happen if recent Microsoft Office updates have removed the ZCO created registry keys, which is required for Outlook search to work properly. Allow ZCO to reset the registry settings. If denied, outlook search might not work properly. If the installed release of the Office product is a Click-to-Run edition, the text will include “Click-to-Run”. You can contact Zimbra Support at support zimbra. To provide the highest level of service, gather the following information before contacting support.

Crash Dumps. These are generated automatically if Outlook crashes. For ZCO 8. Beyond the above information, include the following information if it is relevant to your problem. Install logs : If users are experiencing issues with installing ZCO, include the install logs. 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 server using a reliable preferably wired connection so that initialization can take place quickly.

If you are running anti-virus software, it might slow down InitialSync, so, if possible, consider turning it off for the duration of the InitialSync. The MSI can normally be obtained by browsing to:. Read the end-user license agreement and click I accept the terms in the License Agreement.

When finished installing, the Installation Complete dialog displays. Click Close. 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. Choose the profile called Zimbra. Outlook displays the Zimbra Server Configuration Settings dialog.

See the Advanced Profile Settings section below for more information on these. Click OK to start Outlook. Outlook begins fetching your account data from the server and storing it in your ZDB. Select Manually Configure server settings or additional server types and click Next. If you want to manually configure proxy settings, you can enter an HTTP proxy and port number or select to use no proxy.

Download Settings : This setting determines how messages are downloaded. To save storage space on your computer, you can configure ZCO to download only the email message header instead of the complete message. The default is to download the complete message, including attachments. Data Files : These are the roaming profile settings for your account. Setting up a roaming profile lets you access your Outlook mail from more than one computer. You store your Outlook profile information and settings on a remote machine.

If your system administrator has installed a newer version of ZCO on the server, 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 you select Upgrade , the latest version downloads to your computer, Outlook restarts automatically and the upgrade begins. In some circumstances, for example before upgrading an existing Outlook installation to Outlook or later, you will need to uninstall ZCO. To do this, select the Programs and Features option from the Windows Control Panel and then double click on the Zimbra Connector entry in the list of installed programs.

The first time you open Outlook after ZCO is installed and configured, your Outlook mailbox automatically does an Initial Synchronization with the server. Initial synchronization can take a few minutes or longer, depending on the size of 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 ZCO while connected to a fast and reliable company network. It is also strongly advised that Antivirus software is disabled during the initial sync, otherwise the Antivirus software can prolong the initialization by virus checking messages as they are placed in the ZDB. In general, you can use Outlook during the synchronization because ZCO synchronizes in the background, but for the initial synchronization it is recommended that you wait for synchronization to complete.

ZCO synchronizes all of your folders including email in your Inbox, email you have filed to other folders, Sent Items, Drafts and Trash. It also synchronizes your Calendar, Contacts, Tasks and Notes folders. Your Zimbra mail folders display in the Navigation pane. You can view your calendar, contacts, and tasks by clicking the application bar below your mail folders, located at the lower left of the pane.

The most recent email received displays in your Inbox in the Content pane. The Content pane also displays the details of appointments, contacts, and tasks, depending on what application bar is active.

Changes you make using either Outlook or the Zimbra Web Client are automatically synchronized to each other within approximately one minute. In such a scenario, when user launches Outlook, then a pop-up message “Your mailbox is too far out of date to be synchronized with the [ZIMBRA] server.

Do you want to download fresh mailbox data the next time you start Outlook? Just like configuring the new profile. Over time, the ZDB can become fragmented – taking more space than it needs, and affecting performance – particularly after the deletion of a large number of items. It can, therefore, be beneficial to compact your ZDB periodically. Compacting every few months should be sufficient in most cases. Click Compact files. A progress window opens and then closes after the ZDB compaction completes.

When Outlook starts up, it connects to the server to verify your login credentials. This process is known as Authentication. The most common form of authentication wherein you enter your username and password to complete the verification process. Login requires no other information.

If this is available in your organization, you will see a checkbox on the first Zimbra property page:. If your Zimbra server account has been set up to use Two-Factor Authentication, then you will be asked to provide a time-sensitive passcode during sign-in. The passcode needs to be generated using a third-party app e. 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 select this certificate whenever you sign in to your Zimbra server account with Outlook. 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. Briefcase folders created with the Zimbra Web Client do not appear in Outlook unless they contain Notes. A Zimbra Persona allows you to create a separate email identity to manage different email accounts. By using a persona, you can specify a different From address and a Reply To address. All outgoing email displays the email address of the persona that you are using.

Optional In the Personas Settings area, you can choose what appears in the From and Reply-to fields of email messages. Uncheck the box Set the “Reply-to” field of email messages to: to set the same persona settings for new emails and replies. To have a different Reply-to information, check the box and enter a different From name and email address. When composing or replying to an email, you may need to sync your personas if you do not see them under Accounts Outlook and older or under From Outlook and newer.

Confirm your account is in the Personas list. If your persona is not listed, you need to add a persona. In Outlook, you can assign categories to email messages, contacts, tasks, and appointments. These categories are synchronized with your account and appear in Zimbra with colored labels known as tags. You can use categories to organize and find particular items. One item can belong to multiple categories.

The mail appears grouped by category in the Content pane. A rule consists of one or more conditions that an email must satisfy, and one or more actions that will be applied when it does. For example, you can select from the following actions:. Zimbra Server Rules are executed by the server even when your Outlook is not running.

For this reason, server rules are generally the preferred way to automate email management, and ZCO disables Outlook rules by default. In the Select condition s section, select the conditions that the message must match.

As you select the conditions, they display in Edit the Rule Description section. If the condition you selected requires a value, such as with specific words in the body , you must enter the values or parameters for the condition:.

In the dialog that opens, enter, add, or select the value s or parameter s for the condition and click OK. In the Select actions section select an action to take. Selected action appears in the Edit the Rule Description section.

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

In the Select exception s section, select the exceptions that the message must match. As you select the exceptions, they display in Edit the Rule Description section. If the exception you selected requires a value, you must enter the values or parameters for the exception:. Select whether to apply the rule to messages that meet Any condition or All conditions. While the server runs your selected rule on a folder, a progress dialog shows you how many emails have been processed and affected.

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

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

You select the types of privileges to grant to internal users. External share : External users can see your folder using their email address and a password that you assign. External users cannot make any changes to the information they view. Public shares : Anyone can see your folder using its URL.

Viewers cannot make changes to the information they view. Roles are preset combinations of access privileges. The access privileges are defined as follows:. The grantee has the same access to the folder as the owner. By default, the grantees and access privileges assigned to a folder only apply to that folder and not to any folders stored inside the folder child folders. The Inherit permissions from parent option in the Sharing tab allows you to apply the same grantees and access privileges as the parent folder.

This option enables you to assign grantees and access privileges to multiple folders without setting up individual shares for each one. In the Search field, start typing a name to show the access list.

Make sure you select the Address Book from which you want to search. Can create, read, edit, and delete items; can also administer a folder and act on workflow items. Has read-only privileges. But if you want to have the same permission level as the parent folder, check Inherit permissions from parent. In the Password field, type a password for the person to use for accessing this shared folder.

Click OK. The permission level is Reviewer and cannot be changed. An option Public appears in the Sharing tab. Select the name and change the permission levels. To cancel the access, select the name and click Remove. The next time a grantee syncs with the Zimbra server, the shared folder updates with new information. If you deleted access, the folder no longer appears when the grantee syncs.

If you have deleted an external or public share, the grantee cannot access the folder. These buttons also appear on the Zimbra tab and the main tab of an open message window. If you click Accept Share or Decline Share , you must confirm your action. A corresponding link is created in Zimbra Collaboration so that the same shared folder is also available in a second Outlook profile and the Zimbra Web Client.

If you choose Decline the Share , the share message is deleted after confirmation. If the shared storage is already open in Outlook, you receive a notification, and ZCO deletes the shared message.