PWA Support

You can set the HTML editor as your default editor and set the default font settings (including style, size and color) using the Composing Messages area of the Preferences > Composing tab.

Using Spell Check

To check the spelling of your message:

1. Click on the toolbar. Words in the email message that are unknown to the spell checker are highlighted.
2. Right-click on a highlighted word. A drop-down menu displays suggested corrections.
3. Select the correct word. The word is highlighted in another color.
4. Click Resume Editing at the top of the body to accept your changes and close the spell checker.

Before you close the spell checker you can change a corrected word back to the original spelling. Click on the highlighted word and select the initial spelling from the top of the pop-up.

Adding an attachment

Email messages can include attachments. You can attach documents, spreadsheets, pictures, slide shows, and other types of files.

To attach a file to a message:

1. Compose the email message.
2. Click Add Attachment The Attach File(s) dialog appears.
3. Click Browse to locate the file.
4. Select the file and click Open. The file name appears in the Attach File 1 field.
5. Click Add More Attachments to attach another file.
6. Repeat steps 3 and 4 for each attachment.
7. Click Attach. The compose window appears with the attachment(s) in the header.
8. Click Send to send the message and the attachment(s).

Creating a signature

Use the Preferences > Signatures tab.

• Type an identifiable name in the Signature Name field. You can create multiple signatures, so using an identifiable name here is important.
• Type the signature text exactly as you want it to appear in the text box.
• Specify where you want your signature displayed in the Using Signatures section.
  • Select Above included messages to add your signature at the end of the your composed, replied to, or forwarded text.
  • Select Below included messages to add your signature at the end of the message.
• Click Add Signature.

To apply this signature as the default signature for your account name:

1. Use the Preferences > Accounts tab.
2. Select the signature name from the Signature drop down menu at the bottom of the screen.

Undeliverable email

Sometimes a message bounces, meaning it cannot be delivered for a reason such as:

• Recipient is not a valid or existing email address. Verify that you have the correct email address.
• Recipient’s email system rejects the email for one reason or another.
• Recipient’s mailbox is full.
• If a message is rejected, you will receive an undeliverable mail message that includes:
• At least part of the contents of your original message
• Some system‐generated error messages that provide more information as to why the email has bounced.

Try to correct the problem and re‐send the email. If the email bounces due to a bad email address, but you are certain that the address is valid:

• Contact the recipients using other means.
• Have the recipients resolve the issue with their system administrators.

Contact your administrator if:

• Every email message you try to send is rejected.
• Email bounces with user unknown or bad address messages for addresses that you used from your corporate address list.
• You start receiving bounce messages for email you did not send.

Setting a forwarding address

You can identify an email address to forward your messages to and choose to retain the message in your mailbox or automatically delete the message when forwarded.

To forward your email:

1. Use the Preferences > Mail tab. Scroll down to the Receiving Messages section.
2. Type a complete forwarding address in the When a message arrives: Forward a copy to field.
3. If you want to automatically delete the email from your account, enable Don’t keep a local copy of messages.
4. Click Save.

Organizing your mail

To create a new folder, either:

1. Click New Folder at the top of the Overview pane, or Right‐click in the Overview pane in the folders list, and select New Folder. A Create New Folder dialog appears.
2. Type the folder name into the Name field. Select where to place the new folder. Either:
   1. Click Folders to have the new folder displayed at the top of the list.
   2. Click an existing folder to place your new folder within that folder.
3. Click Ok.

Renaming a Folder:

1. To rename a user-defined folder:
2. Right‐click on the folder, and choose Rename Folder.
   A Rename Folder dialog appears.
3. Type the new name for the folder into the New name field.
4. Click Ok .

Folder names can have any character except:
: (colon)
/ (forward slash)
” (double quotes)

Deleting a Folder

To delete a user-defined folder, either:

1. Drag the folder to the Trash.
2. Right‐click the folder, and choose Delete.

When you delete a folder, its contents are moved to the Trash. You can recover contents from the Trash by dragging and dropping them to another folder. If you want to save some of the messages in a folder before you delete the folder, move the messages to another folder.

The Trash folder is purged on a regular basis, which is set by your administrator, so items in the Trash do not stay there forever.

Creating mail filters

Creating a Filter from the Mail Filters Tab

To create a new filter using the Preferences > Mail Filters tab:

1. Select the Preferences > Mail Filters tab.
2. Click New Filter . The Add Filter dialog displays.
3. Type the name for the rule into the Filter Name field.
4. In the If the following conditions are met area, choose a grouping preference.
   • Any means that if any of the conditions in the filter are met, apply the action.
   • All means that all of the conditions in the filter must be met to apply the filter action.

   Steps 5-11 can be repeated to set up multiple conditions and actions within a single filter:

5. Select from the first drop-down list which part of the email to filter. For example, choose an email field, a portion of an email message, or an email address.
6. Choose a comparison method. The options shown depend on your choice in the previous step.
7. Enter a word or phrase to compare against in the text field. For example, enter Staff Meeting to filter all messages containing Staff Meeting in the Subject.
8. Click + to add more conditions, if needed. You can continue to add more conditions or proceed to add one or more actions.
9. Choose an action from the drop‐down list in the Perform the following actions area.
10. Specify a folder or tag name, if necessary. What you specify depends on the action you chose in the previous step.
11. Check Active (upper right corner of Add Filter box) to turn on the filter rule.
12. Click + to add more actions or click OK to finish. The filter will be applied automatically to all new incoming email messages as they arrive.

Creating a Filter from an Email Message

To create a new filter from an email message:

1. Right‐click on the message and choose New Filter.
2. The Edit Filter dialog displays with From, To, and Subject set with this information from the email message.
3. If the filter conditions are correct, enter a name in the Filter Name field and click OK .

You can change the conditions and actions as necessary using the drop down menus in the Edit Filter dialog.

Editing a Filter

To edit a filter:

1. Select the Preferences > Mail Filters tab
2. Click Edit Filter. The Edit Filter dialog displays.
3. Use the drop‐down menus and fields to edit the filter as necessary.
4. Click OK .

Filter Conditions and Actions Supported

Conditions

Comparison fields include those in the following table.

Comparison Field	Description
From	Use this to specify a From name in an email message.
To	Same as From, but looks for specified names in the To header.
CC	Same as From, but looks in the Cc header.
Subject	Looks in the messageʹs Subject header.
Header Named	When this option is selected, an additional text input field appears before the comparison operator (the contains portion). This option allows you to specify any email header. You can specify the standard fields of To or From and Date, Reply‐To, or other custom fields that may be included in the message header. You could use this option to filter out email messages that have malformed headers, meaning they do not contain certain information that is normally considered standard for an email message. Sometimes spam, which is automatically generated, omits information such as the Sender or Reply‐To fields. Use the second text field (the field immediately to the right of the comparison operator) to specify the header to test for.
Size	Use this to select email messages that are larger or smaller than a specified size, including any file attachments. You can use this to discard email messages that are too large.
Date	Use this option to specify email messages sent before or after a specified date.
Body	The options for Body are Contains and Does not contain. This allows you to specify matching words in the body of the email. You cannot filter for words in file attachments.
Attachments	You can filter for email messages with or without attachments.
Address In	Tests for an address in your contacts and allows you to specify an address.

Comparison operators include those in the following table.

Comparison Operator	Description
Matches exactly/does not match exactly	Specifies an exact match. For example, specifying Subject matches exactly Banana would only match Banana and not Bananas or A truck full of banana leaves.
Contains/does not contain	Specifies that the subject line must contain the specified substring. For example, specifying Subject contains Banana would match Iʹm going bananas.
Matches wildcard condition/does not match wildcard condition	Specifies that the subject must match the specified string, which includes wildcards. For example, specifying bana* would match banana and banana tree but not free bananas. The wildcard * is a character used in the email filter comparison field to represent one or more characters in the filter.
Exists/does not exist	Matches if the specified field is present in the message. Used with the Header Named and Attachment fields.
Under/not under, over/not over	Used for comparison against the Size field.
Before/not before, after/not after	Used for comparison against the Date field.
In/not in	Used to test for presence of an address in your contacts.

Filter wildcards

Wildcards can be used in comparisons that use the Matches pattern comparison operator. The two wildcard characters are * and ?

Asterisk (*)

The asterisk is a placeholder for zero or more characters of any type.

Example Match

Subject–line search string:
banana*float

Subject lines such as bananafloat, bananas, banana–leaf casserole float but not super–banana–float

Subject–line search string:
w*bandanna

Subject lines such as white bandanna or whose bandanna but not whose bandanna is this?

Question Mark (?)

The question mark is a placeholder for exactly one character.

Example Match

Subject–line search string:
banana?boat

Subject lines such as bananasboat, banana-boat, banana!boat, or banana boat

Escape Character is Slash: \

There may be times that you want to specify an exact match on a string that contains characters that normally are considered wildcards.

For example, you might want to specify a match on a subject line where the main heading is surrounded on both sides by three asterisks, such as:

• ***MORE MONEY!!!***
• ***FREE GIFT***

To specify a wildcard as itself rather than a substitution for other characters, use the backslash \ immediately before the character. For example the comparison string \*\*\**\*\*\* specifies a subject with three asterisks before and after any string in the middle (including spaces).

Actions

Available actions include those in the following table.

Action	Description
Keep in Inbox	Saves email to Inbox. If none of the filter rules match an email message, this action takes place by default.
File into Folder	Moves the email to a specified folder.
Discard	Deletes the email message without delivering it. The message is not in any of your folders, not even Trash.
Forward To	Forwards email to the address you specify.
Stop Evaluation	This action prevents subsequent filter rules from being applied to any message that matches the current one.
Mark	Select as Read or as Flagged.
Tag with	You can tag matching messages with a selected tag.

Multiple Actions

A filter rule can specify multiple actions. The combinations of actions are interpreted as described in the following table.

Multiple Action	Description
Discard	If combined with other actions, discard is ignored and the other actions take place.
Stop Evaluation	Actions specified after this one are ignored.
File into folder	Multiple file into actions results in multiple copies of the message being stored in different folders. If a specified folder does not exist, the message is saved to the Inbox.
Tag/Mark	These actions apply to the message returned from the nearest preceding action. In the case of multiple file into actions, this could result in some copies of the message stored without a tag, and others stored with a tag.
Keep in Inbox	Multiple keep actions can be specified, but only one copy of the message is saved to the Inbox.

Setting new mail notifications

You can configure your email options to notify you at another email address when you receive email to your Zimbra mailbox. This feature may be useful if you do not receive a lot of email to your Zimbra account, but when you do receive email, it’s important enough to require a timely response.

To set notification:

1. Select the Preferences Mail tab, and scroll to the Receiving Messages area. Check Send a notification message to.
2. Enter the email address.
3. Click Save.

Creating an away message

This feature is also known as an out-of-office auto-reply message.

• You can set an away message that automatically replies to people who send you messages when you are out of the office for an extended period of time.
• The auto–reply message is sent to each recipient only once, regardless of how many messages that person sends you during the designated vacation period.

To set an away message:

1. Select the Preferences > Mail tab, and scroll to the Receiving Messages area.
2. Check Send auto-reply message.
3. Enter the message to be sent in the text box, such as the message shown above.
4. Click Save.

Remember to turn off the away message when you return. To turn off the away
message, uncheck Send auto–reply message. The away message is disabled
immediately.

Adding an external account

To add an external account to your PWA account:

1. Select the Preferences > Accounts tab. Your default account and persona
   information is shown at the top of the tab. In this example, a persona has already
   been created.
2. Click Add External Account . A new external account name is added to your accounts,
   and the External Accounts Settings area appears.
3. Complete the fields in the External Accounts Settings area
4. Enter the exact email address of the external account in the Email Address field.
5. Enter a name to identify this account into Account Name field in the External
   Account Settings section. You can select this account name from the From address
   list when you compose new email messages.
6. Check the Account type: POP or IMAP.
7. Enter the name of this email account into the Username of Account field.
8. Enter the email server host name into the Email server field.
9. Enter the password you use to log on to this external account in the Password field.
   To see that the password you typed is correct, check Show password.
10. If you service provider uses a different port then the default, change it in the
    Advanced Settings area. If you use a secure connection, enable Use an encrypted
    connection (SSL) when accessing this server.
11. Select where the messages should be saved using the Download messages to
    section. The default is to create a new folder and enable it to receive the messages.
    But if you want the messages in your Inbox, select Inbox.
12. Enable Delete messages on the server after downloading them if you want the
    message deleted from your external account when it is sent to your ZWC account.
13. Type the name that should appear in the From field of your outgoing email
    messages (for example, John). This is the friendly name that is shown before your
    email address.
14. Check Reply–to if replies should be sent to a name and address different from that
    which you configured in From. Enter the name and address that should receive
    replies for this identity. For example, replies to training messages sent by John
    should be sent to Team Training at training@example.com.
15. Select a signature for this external account using the Signature drop–down menu.
    • If you have not created the signature, you can come back and edit this external
      account later.
    • If you do not want the signature to be applied automatically, select Do Not
      Attach Signature from the menu.
16. Click Save  on the toolbar to save your new external account settings.

Mailbox quotas

To keep disk and resource usage to a manageable level, your administrator may enforce
quotas to limit the amount of disk space your mailbox can consume.

The display banner under your name in the shows a bar showing how much of your quota
you have used.

If you are over quota, the following things may happen:

• You receive an email notification.
• Your email interface displays a notification when you log in.
• Email sent to you may be returned (bounced), along with a notification that your
  mailbox is full.

To reduce the size of your mailbox:

• Delete old messages that are no longer needed.
• Look for and delete messages with large file attachments. Save the file attachments
  locally if you want to preserve them.
• Delete Documents notebooks, pages, images and attachments that are no longer
  needed.
• Empty the Trash and/or Sent folders.

Adding a new contact

Adding  a new contact from the toolbar

1. Click the arrow next to New  on the toolbar, and select New Contact.
2. Enter the contact information, and upload a photo of this contact, if desired.
3. Click Save on the toolbar.

Adding a new contact from an existing email message:

1. Open the email message, the header is displayed in gray at the top of Message the
   Detail pane. You can add email addresses from the Sent By, To, Cc, and Bcc fields.
2. Right–click the name to add to your contact list and choose Add to Contacts.
3. The New Contact form opens pre–populated with whatever information was
   available from the email header. Add additional information and check the pre–
   populated fields for accuracy.
4. Select the following
   • With File As, select how you want to file the name. The default is to file the
     contact by last name, first name.
   • With Address Book select the address book to which you want to save the
     name.
5. Click Save on the toolbar.

Importing an address book

You can import contact lists and address books that are saved in a comma–separated (.csv) text
file format.
To import an address book:

1. Select the Preferences > Address Book tab.
2. Click Browse in the Import / Export area to locate the .csv file to import.
3. Browse to the .csv file you want to import.
4. Double–click the .csv file in the File Upload dialog.
5. Click Import .CSV File. The Choose Address Book dialog appears with a list of your
   address books.
6. Select the address book to import into or create a new address book.
7. Click OK.