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
Creating and Using Signatures
The Address Book
Folders, Filters, and Tags
Auto-Reply (Vacation) Messages
Forwarding Your Email
Delayed Sending Archiving Zimbra Email Exporting Your Email to a .zip File Saving your Exported Email to Your M:\MyDocuments Folder Burning Your Exported Email to a New CD Burning Your Exported Email to a CD That You've Already Burned Files Onto Importing Email from CD Back Into Zimbra Importing Email from M:\MyDocuments Back Into Zimbra Installing Thunderbird and Storing Your GC Email Locally on Your Windows Computer Exporting Just Email Attachments
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.
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 check mark in the box next to it, then clicking the "Delete" button. You can also simply hit the "Delete" key. After doing this, you will see a notice at the top of your screen saying, "__ messages moved to trash." There will be a link next to this saying "Undo," which you can click to reverse the deletion. The undo option will only remain available until you click or perform some other action in Zimbra.
Using signatures in Zimbra is very easy since you create and store signatures right in the Zimbra application.
Creating a Signature
By default, Zimbra mail will use which ever signature you told it to use in the "Creating a Signature" instructions above. However, if you have multiple signatures, you can choose which signature to use while composing your message.
Creating a Group
Adding an Address Book
Exporting Address Books From Zimbra
Zimbra automatically sends mail it believes to be junk to the "Junk" folder. If you are missing mail you believe someone has sent you, the Junk folder is the first place you should check. To move a message that has been marked as junk back to the Inbox, select the message and click on the "Not Spam" button. This action will move it to your Inbox.
Attachments in Zimbra stay on the mail server and attached to the message until you delete them. If you wish to edit an attachment that you received, you must first take the following steps to save your file in a specified location or you will lose any changes that you make.
You can also save the attachment directly to your computer by clicking on the "download all attachments" link in your email message.
Adding an attachment to an message
There are two ways to add an attachment to an email message.
1. While composing the email, click on the Add Attachment button. If adding an attachment located on your computer, select the My Computer tab, click the Choose File button, and browse to where the file is located on your computer. You can add multiple attachments by repeating this step. When finished, click the Attach button to add the files to your message.
You can also attach files from Briefcase, which is a Zimbra feature that allows you to create and edit documents that are stored on your Zimbra account. To do this, select the Briefcase tab. In the new window that opens, select the folder where the file is located on the left, then select the file. Click Attach.
2. The other way of attaching a file is by dragging it from its location on your computer or GCFile to the space in the Compose message screen between the Subject bar and the message body box.
To create a new folder, click on the "New Folder" button that is above the list of folders on the left. This button looks like a file folder with a plus sign on it. Give the folder a name, and then select where you would like the folder to be located. To create a new folder in the top level, click to select "Folders" and then click on OK. If you want the new folder to be a subfolder of an existing folder, click on the folder where you want the new folder to reside, and then click on OK.
Filters are used to direct an incoming mail message to a specific folder. To add filters:
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 click on the "New Tag" icon. 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.
Auto-reply/Vacation messages are set up in Zimbra.
You can delay the sending of an email message by setting a delivery date and time for the message.
When composing an email, rather than clicking the Send button, click the down arrow next to the Send button and choose Send Later. A small window allowing you to Specify Message Send Time will pop up. Set the parameters and click OK. You do NOT need to be logged in at the chosen time in order for the message to send.