customizingaccounts.adoc

Customizing Accounts

Table of Contents

• Messaging and Collaboration Applications
  • Email Messaging Features
• Contacts Features
• Calendar Features
  • Troubleshooting Calendar Appointment Problems
  • Changing Remote Calendar Update Interval
  • Disabling Attendee Edits to Appointments
  • Setting Other User Calendar Preferences
  • Setting Up Zimbra Tasks
• {product-short} {web-client} User Interface Themes
• Two Factor Authentication
  • 2FA for New User Account
  • 2FA for Existing User Account
  • 2FA for Class of Service
• Other Configuration Settings for Accounts
  • Enable Sharing
  • Configure SMS Notification
  • Configure Attachment Viewing
  • Display a Warning When Users Try to Navigate Away
  • Enabling the Check Box for the Web Client
  • Preferences Import/Export
  • Adding Words to Spell Dictionary

This chapter describes the features and user preferences that can be configured for an account, either from the assigned COS or in an individual account.

Note	Mailbox features are enabled for {product-short} {web-client} users. When IMAP or POP clients are used, users might not have these features available.

Messaging and Collaboration Applications

Your COS configuration and assignment of a COS to accounts determines the default settings for account features and the restrictions to be applied to groups of accounts. Individual accounts can be configured differently, and any changes you make override the COS setting. When you update the COS, the changes are not reflected in accounts that have COS overrides.

Email Messaging Features

You configure which email messaging features are enabled. Users can then manage many of the enabled features as preferences.

By default, users manage their own preferences, but you can administratively elect not to allow user modifications to their account preferences. Currently supported {web-app-term} Email Messaging Features are listed and described in Email Features.

Table 1. Email Features

Email Messaging Feature	Description
Mail	Enables the email application. Enabled by default. See COS → Features → Major Features container in the Admin Console.
Conversations	Messages can be grouped into conversations by a common thread. The default is to thread messages in a conversation by the References header. If there is no References header, the Subject is used to determine the conversation thread. To change the default, update attribute zimbraMailThreadingAlgorithm from the COS or for individual accounts. See changing conversations thread default. If this feature is enabled, conversation view is the default. You can change the default on the COS Preferences page. Users can also change the default. See COS → Features → Mail Features container in the Admin Console.
HTML compose	Users can compose email messages with an HTML editor. They can specify default font settings as a preference. See COS → Preferences → Composing Mail container in the Admin Console.
Draft auto save interval	Frequency of saving draft messages. The default is every 30 seconds. Users cannot change the frequency, but they can turn off the save draft feature. See COS → Preferences → Composing Mail container in the Admin Console.
Mail send later	When enabled, users can choose Send Later to send a message at a later time. The user configures the data and time for sending. Messages are saved in the Draft folder. See COS → Features → Mail Features container in the Admin Console.
Message priority	When enabled, users can set the priority of the message. The recipient viewing from the {web-app-term} sees the priority flag if it is high or low. See COS → Features → Mail Features container in the Admin Console.
Enable Attachment indexing	Attachments are indexed. Indexed attachments can be searched. See COS → Advanced → Attachment Settings container in the Admin Console.
Allow the user to specify a forwarding address	You can specify a default forwarding address that the user can use. Users can change the forwarding address from their account Preferences tab. You can also specify forwarding addresses that are hidden from the user. A copy of a message sent to the account is immediately forwarded to the designated forwarding address. See COS → Features → Mail Features container in the Admin Console.
Out of office reply	Users can create an email message that automatically replies to incoming messages. By default a message is sent to each recipient only once every seven days, regardless of how many messages that person sends to the address. This setting can be changed in the COS Preferences page, Out of office cache lifetime field. See COS → Features → Mail Features container in the Admin Console.
New mail notification	Allows users the option to specify an address to be notified of new mail. They can turn this feature on or off and designate an address from their account Preferences tab. Note See Customize the notification email for an example of changing the email template. See COS → Features → Mail Features container in the Admin Console.
Persona	When enabled, users can create additional account names to manage different roles. Account aliases can be selected for the From name of messages sent from that persona account and a specific signature can be set for the persona account. The number of personas that can be created is configurable depending on your requirements. The minimum is 0, and the default is 20 (zimbraIdentityMaxNumEntries). See COS → Features → Mail Features container in the Admin Console.
Maximum length of mail signature	The maximum number of characters that can be in a signature. The default is 1024 characters. The number of signatures users can create is configured in zimbraSignatureMaxNumEntries. See COS → Preferences → Composing Mail container in the Admin Console.
Advanced search	Allows users to build a complex search by date, domain, status, tags, size, attachment, Zimlets, and folders. See COS → Features → Search Features container in the Admin Console.
Saved searches	Users can save a search that they have previously executed or built. See COS → Features → Search Features container in the Admin Console.
Initial search preference	When enabled, the default search mailbox can be changed. See COS → Features → General Options container in the Admin Console.
External POP access	When enabled, users can retrieve their POP accounts' email messages directly from their {product-short} account. They add the external account address to their account settings. See COS → Features → Mail Features container in the Admin Console.
External IMAP Access	When enabled, users can retrieve their IMAP accounts' email messages directly from their {product-short} account. They can add the external account address to their account settings. See COS → Features → Mail Features container in the Admin Console.
Aliases for this account	You can create aliases for the account. Users cannot change this.
Mail filters	Users can define a set of rules and corresponding actions to apply to incoming and outgoing mail and calendar appointments. When an incoming email message matches the conditions of a filter rule, the corresponding actions associated with that rule are applied. Note Spam check on a received message is completed before users' mail filters are run. Message identified as spam are moved to the junk folder. To avoid having mail incorrectly marked as spam, users can create a spam whitelist from the Preferences Mail folder to identify email addresses that should not be marked as spam. See COS → Features → Mail Features container in the Admin Console.
Flagging	Users can create flags and assign them to messages, contacts, and files in Briefcase folders. See COS → Features → Mail Features container in the Admin Console.
Enable keyboard shortcuts	Users can use keyboard shortcuts within their mailbox. The shortcut list can be viewed in the {web-client} from the Username drop-down menu. See COS → Preferences → General Options container in the Admin Console.
Global Address List (GAL) access	Users can access the company directory to find names for their email messages. See COS → Features → General Features container in the Admin Console.
Autocomplete from GAL	When enabled, users enter a few letters in their compose header and names listed in the GAL are displayed ranked by usage. See also Autocomplete Ranks Names. See COS → Features → General Features container in the Admin Console.
Offline support for {web-app-term}	When enabled, users can use the offline mode to access their data without network connectivity when using the {product-short} {either-web-client}. See also Offline Mode. See COS → Features → General Features container in the Admin Console.
IMAP access	Users can use third party mail applications to access their mailbox using the IMAP protocol. You can set the polling interval from the COS or Account Advanced page, Data Source → IMAP polling interval section. The polling interval is not set by default. See COS → Features → Mail Features container in the Admin Console.
POP3 access	Users can use third party mail applications to access their mailbox using the POP protocol. When they retrieve their POP email messages, the messages and attachments are saved on the Zimbra server. Users can configure from their Preferences → Mail page How messages are downloaded. Whether to include their junk messages. Junk messages are downloaded to their Inbox. How to delete messages from their POP account. You can set the polling interval from the COS or Account Advanced page, Data Source → POP3 polling interval section. The polling interval is not set by default. See COS → Features → Mail Features container in the Admin Console.

Autocomplete Ranks Names

The autocomplete feature displays names ranked with the most frequently recalled contact listed at the top. If the contact name that appears first should not be listed at the top, the user can click Forget and the contact names are re-ranked.

Email Preferences that Users Manage

The default behavior for many of the preferences listed in this section can be set from either the COS or the Accounts Preferences page. Users can modify the following mail preferences from their account Preferences in the {either-web-client}.

• How often, in minutes, that the Web Client checks for new messages:

  Check for new mail every…​

• Set or change email message alerts. Alerts can be set up to play a sound, highlight the Mail tab when a message arrives, and flash the browser.

• Set the display language for the {both-web-clients}. If more than one language locale is installed on {product-name}, users can select a locale that is different from the browser language settings.

• Whether to save copies of outbound messages to the Sent folder.

• Whether to save a local copy of a message that is forwarded or to have it deleted from their mailbox.

• Whether to compose messages in a separate window.

• Whether to view mail as HTML for messages that include HTML or to view messages as plain text.

• Whether to send a read receipt when it is requested.

• Adjust the default font size for printed messages. The default is 12 points.

• Users can set up their own Spam mail options of whitelist and blacklist email addresses that are used to filter incoming message from their Preferences Mail folder. The default maximum number of whitelist and blacklist addresses is 100 on each list. This value can be changed using CLI zmprov for accounts and COS. The attributes are zimbraMailWhitelistMaxNumEntries and zimbraMailBlacklistMaxNumEntries.

• Users can modify the following mail preferences under Signatures:

  • Whether to automatically append a signature to outgoing messages.

  • Preferences for how signatures are applied to messages that are replied to or forwarded.

Using Import and Export to Save User’s Data

From the Preferences Import/Export page in the {web-client} users may export all of their account data, including mail, contacts, calendar, and tasks. By selecting export options, they can export specific items in their account and save the data to their computer.

The account data is saved as a tar-gzipped (.tgz) archive file so that it can be imported to restore their account. Individual contacts are saved as .csv files, and individual calendar files are saved as .ics files. The data are copied, not removed from the user’s account.

The exported account data file can be viewed with an archive program such as WinZip. Any of these files can be imported into their account from the same page.

You can turn the Import/Export feature off from the COS or Account Features page, General Features section.

Setting Up RSS Polling Intervals

Users can subscribe to Websites that provide RSS and podcast feeds and receive updated information directly to their mailboxes. The maximum number of feeds that can be returned is 50. RSS feeds count against users' account quota.

The default is to update the RSS data every 12 hours. Users can right-click on an RSS feed folder to manually load new feed.

You can change the polling interval from the Administration Console the COS or Account Advanced page, Data Source → RSS polling interval section.

Contacts Features

{product-short} Contacts allows users to create multiple contact lists and add contact names automatically when mail is received or sent. Users can import contacts into their Address Book.

Important

To allow users to share their mail folders, address books, and calendars, enable Sharing on the General Features container: Home → Configure → Class of Service → COS → Features → General Features

Table 2. Address Book Features

Feature	Description	COS/Account Tabs
Address Book	Users can create personal contacts lists. By default, a "Contacts" list and "Emailed Contacts" list are created.	Features
Address book size limit	Maximum number of contacts a user can have in all address books. 0 means unlimited.	Advanced

Users can modify the following Address Book preferences from their account Preferences Address Book page.

To set default behavior:

Admin Console:

Home → Configure → Class of Service → COS → Preferences
Home → Manage → Accounts → account → Preferences

• Enable auto adding of contacts to automatically add contacts to their Emailed Contact list when they send an email to a new address.

• Enable the ability to use the Global Access List when using the contact picker to look up names.

• Enable the options to include the GAL addresses and names in shared address books when using autocomplete to address a message.

Calendar Features

Zimbra Calendar lets users schedule appointments and meetings, establish recurring activities, create multiple calendars, share calendars with others, and delegate manager access to their calendars. They can subscribe to external calendars and view their calendar information from the {product-short} {either-web-client}. They can also use search for appointments in their calendars.

Important

To allow users to share their calendars, address books, and Briefcase files, enable Sharing in the General Features container.

Admin Console:

Home → Configure → Class of Service → COS → Features → General Features

Table 3. Calendar Features

Calendar Feature	Description	COS/Account Tabs
Calendar	Lets users maintain their calendar, schedule meetings, delegate access to their calendar, create multiple personal calendars, and more.	Features
Group Calendar	When Group Calendar is not checked, users can create personal appointments and accept invitations to meetings only. The Find Attendees, Schedule and Find Resources tabs are not displayed.	Features
Nested Calendars	Calendars can be nested within {product-short} folders like Mail, Contact, and Calendar folders. The administrator creates a nested list of calendars using CLI. A nested calendar grouping can be imported through migration as well. See example below.
Time zone	Sets the time zone to use for Calendar scheduling. Domain admins set this in the Accounts, General Information page.	Preferences
Forward calendar invitation to specific addresses	You can specify email addresses to forward a user’s calendar invitations. Users can also specify forwarding address from the Preferences Calendar folder. The account the invitation is forwarded to must have admin privileges on the shared calendar to reply to the invitation.	Accounts Forwarding

Create a calendar nested under the "Calendar Name" folder:

zmmailbox -z -m user1 cf -V appointment "/Calendar Name/Sub Calendar"

Troubleshooting Calendar Appointment Problems

Use the zmcalchk command to check for discrepancy between different users' calendars for the same meeting, and send an email notification regarding the discrepancies.

You can also use this command to notify the organizer and/or all attendees when an appointment is out of sync.

Changing Remote Calendar Update Interval

Remote calendars are updated every 12 hours, by default. The frequency can be modified at the Admin Console.

To modify the frequency of calendar updates in the Admin Console go to the desired COS or Account Advanced page, Data Source → Calendar polling interval field.

Disabling Attendee Edits to Appointments

Attendees can edit appointments in their calendars, but their changes do not affect anyone else. If the appointment organizer makes changes, these changes overwrite the attendees edits. You can modify the COS attribute zimbraPrefCalendarApptAllowAtendeeEdit to prevent attendees from editing appointments in their calendar.

zmprov mc <cosname> zimbraPrefCalendarApptAllowAtendeeEdit FALSE

Setting Other User Calendar Preferences

Users can modify the Calendar preferences listed in the Calendar Preference table. You can set the default behavior in the COS or Accounts Preferences page.

Calendar Preference	Description
Time zone	Time zone displayed in the user’s Preferences. See Setting Default Time Zone. If the time zone is configured in the COS, the time zone configured in the domain is ignored.
Number of minutes before an appointment to show reminder	Sets the minutes before the meeting to send a reminder notice.
Initial calendar view	Sets the default view. Options are Day, Work Week, 7-Day Week, Month, List, or Schedule.
First day of the week	Sets the default first day of a user’s work week.
Default appointment visibility	Options are Public or Private. Sets the default visibility options on the new appointment page. The default is Public, appointments details can be viewed by others. When the default is Private, all incoming calendar invites are marked as private on the user’s calendar and details are hidden when the calendar is shared.
Use iCal delegation model for shared calendars for CalDAV	Apple iCal can be configured to access users' calendars using the CalDAV protocol. When enabled, shared calendars are displayed in users' iCal account’s Delegation tab and they can delegate access to their calendars. For automatic polling, the polling interval can be set up in the COS or Account Advanced page, Data Source → CalDAV polling interval field.
Enable past due reminders	Users log into the {either-web-client}, the reminder notifications for the last two weeks pop up for meeting reminders that were not dismissed. When this is disabled, {product-name} silently dismisses the old reminders.
Enable toaster notification for new calendar events	A popup displays in the {web-client} when new calendar events are received.
Allow sending cancellation email to organizer	When users receive an invitation they cannot attend at the scheduled time, they have the option to click Propose New Time and select another time. The meeting organizer receives an email with the proposed time.
Automatically add invites with PUBLISH method	A calendar invitation email should have method=REQUEST in the calendar object but some third-party email clients incorrectly set method=PUBLISH. These emails are not processed as invitations by default. You can relax the rules by enabling this option.
Automatically add forwarded invites to calendar	Invites that have been forwarded to users are automatically added to the forwarded recipient’s calendar.
Flash browser title on appointment reminder	When appointment reminders pop up, the browser flashes until the user closes the pop-up.
Enable audible appointment notification	When an appointment reminder pops up, users can be notified by a beep on their computer. Users must have either QuickTime or Windows Media installed.
Auto-decline invites from users who are denied from inviting this user	Users can configure who can send them calendar invites. When enabled, an auto-reply message is sent to those users to let them know they do not have permission to invite the user.
Automatically add appointments when invited	When enabled, appointments are automatically added to user’s Primary calendar.
Show declined meetings	When enabled, declined appointments display on the {web-client} calendar in a faded view.
Notify of changes made via delegated access	Users that delegated their calendar are notified of changes made to an appointment by a delegated access grantee.
Always show the mini-calendar	The mini-calendar automatically displays in the Calendar view.
Use the QuickAdd dialog when creating new appointments	When is enabled, the QuickAdd dialog displays when users double-click or drag on the calendar in the {product-short} {web-client}.
Show time zone list in appointment view	When enabled, a time zones list displays in the event editor along with event time, giving them the opportunity to change time zones while making appointments.

Setting Up Zimbra Tasks

Zimbra Tasks lets users create to-do lists and manage tasks through to completion.

Important

To allow users to share their Task lists, enable Sharing in the Features page. Task lists can be shared with individuals, groups, and the public.

To enable or disable the Tasks feature:

Admin Console:

Home → Configure → Class of Service → COS → Features
Home → Manage → Accounts → account → Features

{product-short} {web-client} User Interface Themes

The appearance of the {product-short} {web-client} user interface can be changed. A number of Zimbra themes are included with {product-abbrev}, and you can create others. You can select a theme to be the default and the themes that users can select to customize their user experience. To develop themes, see [Color and Logo Management].

The following theme usage options can be configured either from COS or by individual accounts.

• Limit users to one theme

  On the Features page, remove the check mark from Change UI Themes. The {web-client} theme is the theme listed in Current UI theme field on the Themes page.

• Let users access any of the installed Zimbra themes

  If the Change UI Themes is checked, users can access any of the themes that are listed in the Available UI themes list.

Two Factor Authentication

The Two Factor Authentication (2FA) function allows you to configure a secondary set of security requirements that may be applicable to any or all critical mailboxes or users in the environment. You can set 2FA for user accounts and/or class of service.

2FA for New User Account

In the Wizard setup for a new user account, you will find settings for 2FA with other Advanced options.

Admin Console:

Home → 3 Add Accounts → 1. Add Account
 — Next until Advanced, scroll down to Two Factor Authentication

See Two Factor Authentication Parameters for parameter descriptions.

2FA for Existing User Account

For an existing user account, you can apply 2FA settings from the Advanced options.

Admin Console:

Home → Manage → Accounts

Locate the Two Factor Authentication container within the editable configurations for an account:

1. Select an account from the list of accounts.

2. Select Edit from the Gear icon.

    —  The General Information for the account is now displayed.

3. Select Advanced from the left panel.

4. Scroll down to the Two Factor Authentication container in the main panel.

See Two Factor Authentication Parameters for parameter descriptions.

2FA for Class of Service

Parameters you can use to set up 2FA for a Class of Service are included with other Advanced features.

To apply 2FA to a class of service, use the Two Factor Authentication container to set parameters.

Admin Console:

Home → Configure → Class of Service → COS → Advanced → Two Factor Authentication

See Two Factor Authentication Parameters for parameter descriptions.

Table 4. Two Factor Authentication Parameters

Parameters	Description
Enable two factor authentication	Enable (check) or disable (un-check) this function for the selected COS account.
Require two-step authentication	Enable (check) or disable (un-check) mandatory use of this function for the selected COS account.
Number of one-time codes to generate	Value to assign maximum number of 6-digit passcodes that may be viewed/used by the account when attempting to access the system. The passcode is presented to the account once the initial login credentials are accepted. Each passcode has a 15-second life cycle.
Enable application passcodes	Users can generate exception codes for legacy applications that do not support two-factor authentication.

Other Configuration Settings for Accounts

Enable Sharing

When the Sharing feature is enabled, users can share any of their folders, including their mail folders, calendars, address books, task lists, and Briefcase folders.

A users specifies the type of access permissions to give the grantee. They can share with internal users who can be given complete manager access, external guests who must use a password to view the folder content, as well as public access so that anyone who has the URL can view the folder’s content.

When internal users share a mail folder, a copy of the shared folder is put in the grantee’s folder list on the Overview pane. Users can manage their shared folders from their {web-client} Preferences Sharing page.

Configure SMS Notification

The {web-client} Preferences → Notification page lets users configure an email address or SMS alert to their mobile device to receive a reminder message for a task or a meeting on their calendar. Notification by SMS is disabled by default.

SMS notification can be configured by domain, COS or for individual accounts. SMS notification set in a COS overrides SMS notifications set on a domain. In the Administration Console, this is set on the domain, COS or account’s Feature page.

Users select a region and a carrier when setting up their SMS alert. The list of SMS/email gateways is in ZmSMS.properties. You can customize this list to add SMS/email gateways that are not listed.

Configure Attachment Viewing

You can set attachment viewing rules as a global setting, by COS, or for a specific account. The global setting takes precedence over COS and account Settings. You can select from four options.

Table 5. Attachment Viewing Features

Feature Name	Description	COS/Account Tabs
Disable attachment viewing from web mail UI	Attachments cannot be viewed. This can also be set as a global setting.	Advanced
Attachments can be viewed in HTML only	Attachments received in another format are opened in HTML view.	Advanced
Attachments can be viewed in their original format only	Note Users might not be able to open attachments that require a specific application that is not on their computer.	Advanced
Attachments can be viewed in HTML and their original format	Users can select to open either in the original format or as HTML.	Advanced

Display a Warning When Users Try to Navigate Away

Users can click the Back and Forward arrows in the browser, or close their browser without logging out of their account.

• If this preference is checked, users are asked to confirm that they want to navigate away from their account.

• If this preference is not checked, the question is not asked.

Enabling the Check Box for the Web Client

If Show selection checkbox for selecting email, contact, voicemail items in a list view for batch operations is enabled, when users view email messages,contacts, and tasks lists in the Content pane, a check box displays for each item. Users can select items and then perform an action such as mark as read/unread, move to a specific folder, drag and drop to a folder, delete, and tag for all those selected items.

Preferences Import/Export

From the Preferences Import/Export page in the {web-client} users may export all of their account data, including mail, contacts, calendar, and tasks. By selecting export options, they can export specific items in their account and save the data to their computer.

The account data is saved as a tar-gzipped (.tgz) archive file so that it can be imported to restore their account. Individual contacts are saved as .csv files, and individual calendar files are saved as .ics files. The data are copied, not removed from the user’s account.

The exported account data file can be viewed with an archive program such as WinZip. Any of these files can be imported into their account from the same page.

You can turn the Import/Export feature off from the COS or Account Features page, General Features section.

Adding Words to Spell Dictionary

If {web-client} users frequently use words, abbreviations or acronyms that are marked as spelling errors during a {web-client} spell check, you can update the COS or domain attribute zimbraPrefSpellIgnoreWord with the words that should be ignored when spell check is run.

To configure words to ignore for a domain:

zmprov md example.com +zimbraPrefSpellIgnoreWord <word> +zimbraPrefSpellIgnoreWord <word2>