Zimbra Mail Help

This guide is for the online version of Zimbra.  For all of these instructions, the steps are assuming that you have the Mail tab already selected.  If you are having a hard time finding icons or menu items listed in the instructions, please check to make sure you have the Mail tab selected.

Reading Your Mail
Composing and Sending Messages
Deleting Mail
Creating and Using Signatures
The Address Book
Junkmail
Attachments
Folders, Filters, and Tags
Auto-Reply (Vacation) Messages
Forwarding Your Email

Reading Your Mail

Reading your mail in Zimbra is very similar to how you read your mail in Thunderbird.  When you first log in to Zimbra you will see a split message screen.  On the top is you list of messages.  Clicking once on a message will display it in the bottom portion of the screen.  If you wish to open a message in a new window, click on it twice.

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Composing and Sending Messages

1. Click on the compose button (envelope icon with a green plus sign next to it).
2. Address and compose your message.  Click on the "To:" button to access your address book.
3. When you are finished, click "Send."

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Deleting Mail

You can delete messages in a couple of ways.  One is by simply selecting the message, either by clicking on it or by placing a checkmark in the box next to it, then clicking the "Delete" button.  You can also simply hit the "Delete" key.

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Creating and Using Signatures

Using signatures in Zimbra is very easy since you create and store signatures right in the Zimbra application.

Creating a Signature

1. Click on the Preferences tab.
2. Select the Signatures tab.
3. Click the "Edit" button.
4. Give the signature a name.
5.  Select whether you want your signature to be formatted as HTML or plain text.  Choose plain text if you don't want to do any special formatting, such as font colors.
6. Type your signature.
7. Click "Done".
8. If you would like to make another signature, click "Add Signature".

Using Signatures

1. In a window where you are composing a message, click the "Signature" button and select the signature you wish to use.
2. To change which signature is your default, go to Preferences>Accounts, select the account you want to change, then under "Account Settings" set the signature to what you want the default to be.

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The Address Book

Adding Contacts

1. Click the "Address Book" tab.
2. Click the "New" icon.
3. Type in the contact information and click "Save".

Or...

1. In the header of an email, click on an address to add it to your address book.

Creating a Group

1. Select the "Address Book" tab.
2. Click on the arrow next to "New", then select "Contact Group".
3. Type the name you want to call the group in the "Group Name" field.
4. Using the "Find" field on the right, search for and select the individual(s) you wish to add to the group, then click "Add".
5. When you have added everyone you want into the group, click "Save" (upper left corner).

Adding an Address Book

1. Click the "Address Book" tab.
2. Click on "New Address Book" on the left side of the window.
3. Enter the information for the new address book and click "OK".

Importing the Address Book from Roundcube

In order to import your Roundcube address book into Zimbra, you first need to export it from Roundcube.

1. Go to https://webmail.goshen.edu/bin/
2. Click the link that says, "Click Here to Download Your Address Book"
3. Save the file. If asked where to save it, choose the Desktop.
4. Log into Zimbra at https://mail.goshen.edu
5. Follow the below instructions titled "Importing Address Books" to import the address book into Zimbra.

Importing the Address Book from Thunderbird

In order to import your Thunderbird address book into Zimbra, you first need to export it from Thunderbird.

1. In Thunderbird, open your address book.
2. Go to Tools -> Export.
3. Select where you want the file to be saved and what you want it to be called.
4. Change "Save as type" to "Comma Separated". *Please Note Do not save your exported address book file as a LDIF file which comes up as the default. Click on the drop down menu and change it to comma separated (CSV).
5. Click "Save".
6. Follow the below instructions titled "Importing Address Books" to import the address book into Zimbra.

Importing Address Books  

1. Go to Preferences>Import/Export.
2. Under "Import" select the "Contacts" radial button.
3. Next to "Destination" click on the button that says "Contacts".
4. Click "New" to create a new address book. Or you can select an existing address book. (Note: if you are importing an address book from Thunderbird, we highly recommend you create a new address book to import into.)
5. Next to "File" click on "Browse" and navigate to the file where you saved your addresses.  Click "Open".
6. Click "Import".

Exporting Address Books From Zimbra

1. Go to Preferences>Import/Export.
2. Under "Export" select "Contacts".
3. Next to "Source" select which address book you would like to export.
4. Click "Export".

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Junkmail

Zimbra automatically sends mail it believes to be junk to the "Junk" folder.  If you are missing mail you believe someone has sent you, that should be the first place you check.  To move a message that has been marked as junk, select the message and click on the "Not Junk" button.

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Attachments

Attachments in Zimbra are the same as attachments in Thunderbird or Roundcube in that they stay on the server and attached to the message until you delete them.  Just like Thunderbird, you must make sure if you open an attachment and work on it you select "Save As" instead of just "Save", otherwise you file will be stored in a temporary folder, and may be lost.

In Zimbra, you can do a couple things with attachments. One of these is saving them to you computer.  To do so, simply click "download".

Another thing you can do is open the document in the browser as an HTML document.  To do this, click "view as html".

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Folders, Filters, and Tags

Folders

Using folders in Zimbra is very similar to how folders work in Thunderbird and Roundcube. To create a new folder, click on the "New Folder" button on above the list of folders on the left.

Filters

The filters in Zimbra also work much the same way as filters in Thunderbird do.  To add filters, go to Preferences>Mail Filters. Hit "New Filter" to create a new filter.  Enter the information for that filter and then press "OK".

Tags

The tag feature is one way to help organize mail, tasks, and calendar events in Zimbra. To create a tag, right-click on the "Tags" label on the left sidebar and select "New Tag". To tag an item (event, email, task, etc.), right-click on the item you wish to tag and select "Tag [item]". To sort by tag (Email, Calendar, Tasks, etc) double-click on the tag you want to see from the Tags list on the left.

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Auto-reply (Vacation) Messages

Previously, setting up vacation messages was handled through GCOnline.  Now that service will be handled by Zimbra and will no longer work through GCOnline.  If you have a vacation message set up there, you will have to re-enter it into Zimbra.

1. Go to Preferences>Mail.
2. Scroll down to "Receiving Messages" section, and put a check next to "Send auto-reply message".
3. Enter the text of the message you want in the box, and select a starting and ending date.
4. Click on "Save" when you are done.

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Forwarding Your Email to Another Email Account

Previously, setting up email forwarding was handled through GCOnline.  Now that service will be handled by Zimbra.

1. Go to Preferences>Mail.
2. Scroll down to the "Receiving Messages" section.
3. In the "Forward A Copy To" field, type in the email address that you wish to forward to.
4. Click to select the option that says, "Don't keep a local copy of messages."  If you do not select this option, email will accumulate in your GC email account and if you go over your quota on the mail server you will be prevented from receiving additional new email.
5. Click on Save.

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