General Zimbra Help

Tasks
Briefcase
Using Mobile Devices
Integration Between Mail and Calendar
Using Zimlets
Subscribe to GC Event Calendar Feeds
General Keyboard Shortcuts

Tasks

• To add a task click on the Task tab and then click on New.
• To edit an existing Task, either right-click on the Task and select "Edit" or double-click on the Task.
• You can create multiple Task Lists (i.e. Work, Personal, etc.).  While in the Task tab, left click on the icon to create a new task list. (The icon looks like a clip board with a plus sign.)
• You can also share your task lists. After create a task list, right click on it and choose Share Task List. Put in the email address of the person you wish to share the task list, set their level of access, and then click on OK. Zimbra will send an email to any users you share your task list with to inform them the task list has been shared with them. In the email they receive, the user will need to click on the button that says, "Accept Share." Note: If the user is not using Zimbra mail, but some other email client, they will not see this button in their email message. They will need to go into Zimbra Mail, https://mail.goshen.edu pull up that email message and click on the Accept Share button there.
• Once a user accepts the shared task list, in their calendar they will see this new task list listed in the column on the left.
• With the new version of Zimbra, tasks now have a reminder feature. You can choose the delivery date and time of the reminder, as well as choosing whether you are reminded with a pop-up, and email or both.

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Briefcase

Briefcase allows you to create, upload, edit and share documents that are saved to your Zimbra account. In this way, the files are accessible from any computer with an internet connection. Keep in mind that these documents are located in your Zimbra account on the mail server, and are not located on GCFile or locally on your computer. You can either create documents in the top level of the Briefcase, or you can create sub-folders for your documents.  To create sub-folders, right click on Briefcase and select “New Folder.”

Creating new documents in Briefcase

1. Click on the Briefcase folder you would like the new document to be in and then click the New button. 
2. Enter the name for the document, and begin editing the contents.
3. There are many tools you can use to format the document. 
4. It is wise to periodically click the Save button to ensure that in the case of network disconnection or a browser or program error, you do not lose your work.
5. When you are finished, click Save and Close. The document will now be in your Briefcase in the chosen folder.

Edit a document in Briefcase

1. Click on the folder where the file is located.
2. Select the document you wish to edit from the main list, and then right-click the document and select “Edit.”  Or, click the Edit button on the menu bar.
3. When you are finished, click “Save and Close”.

Briefcase version control

Briefcase allows you to access previously saved versions of the file. To view these previous versions, click the Expand/Collapse arrow. This feature is helpful if you need to refer back to a previous version that contains text that was edited out in the current version.

Sharing a folder in Briefcase

1. To share a document, it must be in a folder.
2. Right click on the folder you would like to share in the Folders list.
3. Click Share Folder
4. Enter the email address of the person(s) you wish to share the folder with, then choose the role level you wish them to have.
5. Click OK.
6. If you do not wish to share an entire folder, but wish for someone to view only one of the documents within the folder, you can email that document by right-clicking on the document and choosing “Send as Attachment.”

Document Check-in/Check-out

Briefcase allows you to "Check out" a file to prevent another user from editing it while you are editing the document. To check out the document, simply right-click it and choose "Check Out File." When you are finished editing the document, save it, then go back to Briefcase, right-click the file and choose "Check In File." You will then be prompted to upload the edited file back into Briefcase.

Uploading files into a Briefcase Folder

You can also upload files into a Briefcase Folder by clicking on the Briefcase Folder you wish to upload into, and then click on the Upload button. Browse for the file you wish to upload, select it and then click on the OK button to complete the upload.

 

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Using Mobile Devices

Using Zimbra on Mobile Devices
Zimbra can be accessed on any mobile device with internet access simply by going to https://mail.goshen.edu/m.  This will access Zimbra in a mobile-friendly format.

Syncing Mobile Devices with Zimbra
Due to rapidly changing technology, we cannot give a definitive list of makes and models that can connect to the Zimbra server; however, in general any device running Windows Mobile 6 or higher, Palm Pre, Android, and iPod Touches/iPhones will be able to connect to the Zimbra server. Please note that all mobile devices must have an internet connection and that ITS is not responsible for any fees incurred due to data usage.

Serial Palm devices (PDA's that sync through a cable) and Blackberrys are NOT capable of syncing with your email and calendar on the Zimbra server.

Effective August 1, 2010, setup of all mobile devices is the responsibility of the user. ITS is unable to provide setup assistance or support of mobile devices.

When setting up your phone to sync with the Zimbra server, following are the settings you will need:

• Set it up as a Microsoft exchange account
• Put in your Goshen College email address (eg. johngcgoshen.edu)
• The Server is mail.goshen.edu
• The Domain is goshen.edu
• Put in your Goshen College username and password.

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Integration Between Mail and Calendar

When you receive an email which contains information that you need to make an appointment in your calendar, you can take advantage of the drag-drop feature.  Simply drag and drop your email message onto the desired date on mini calendar that is in the bottom left corner of the screen. A new Appointment window will open up for you to finalize the details of the appointment. Note that anyone who was in the distribution list of that email message will be included in the Attendees field of the calendar appointment. If you wish not to invite them to the appointment, simply remove their names from the Attendees field. Adjust the time of the meeting, and then click on Save.

If you hover your mouse over a date or a day of the week in an email message, you will receive a pop-up of the calendar events of that day.

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Using Zimlets

Zimlets are little applications in Zimbra that can perform useful tasks.  To see what Zimlets are available to you, look at the list on the left side of the window.  Note that some Zimlets can only be used in certain parts of Zimbra (i.e. Contact Cleaner can only be run in the Address Book).  You can activate a Zimlet by double-clicking on it.

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Subscribe to GC Event Calendar Feeds

There are several ways you can add GC calendar events to your Zimbra Calendar.
You can:

• email single event details
• add a single event directly to your calendar
• subscribe to a whole category of GC events

Go to http://www.goshen.edu/eventplanning/Web_Calendar/zimbra#category for instructions on how to subscribe to GC events.

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General Keyboard Shortcuts

This is a list of keyboard shortcuts you can use within any application in Zimbra.  For a complete list of shortcuts, in Zimbra go the the Preferences tab, then select the Shortcuts tab.

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