Compose a new message
To compose a new email message, either:
- Click New on the toolbar.
- Right‐click on a sender (in the From column) in the Inbox, and select.
A blank compose page opens.
Depending on your email preferences, the blank compose page opens in the Zimbra content
pane (as shown above) or opens as a separate compose window.
To complete the email:
- Enter the email address of the person or persons to whom you are sending the message in the To and Cc fields. Either type the address into the field, or click To: to search through your contacts or the global address list.
- Add Bcc addresses (if necessary) by clicking Options > Show BCC Field on the compose toolbar.
- Enter the subject of the email in the Subject: field.
- Type the body of the email in the text area below the formatting icons from the compose toolbar:
- Click Spell Check to check the spelling in the message
- Click Add Attachment to add an attachment.
- Click Send to send the email.
- Click Save Draft to save the message as a draft (to send later). The message is saved in the Drafts folder.
- To retrieve a draft, open the Drafts folder and click on the message. You can compose and send the completed message as normal. When sent, the message is removed from the Drafts folder.
- Click Signature to select a signature you have defined for use in this message.
If you have more than one email identity (also known as a persona) configured, a From drop‐down list will be displayed. Choose the identity to use for this message from the From drop‐down list.
If you supply a first and last name that is not in the form of a valid Internet address (firstname.lastname@example.org), a confirmation dialog appears advising you that the address does not appear to be valid. You can choose to send the email anyway, even though it may not be deliverable.
Cc and Bcc Addresses
The abbreviations Cc and Bcc stand for Carbon Copy and Blind Carbon Copy, respectively.
- Cc. Lets you send a copy of a message to someone who’s interested but is not the primary recipient. All Cc’ed recipients see the entire list of addressees when they read the message.
- Bcc. Lets you send a copy of an email message to someone without their address appearing in the copies of the message sent to other recipients.
You can send a message without any addresses in the To field, as long as there is at least one address in either the Cc or Bcc fields.
Replying to a message
To reply to a message:
- Select the email you want to reply to.
- Click Reply or Reply to All in the control bar. A new compose window is displayed with the address(es) in the header and the original message in the body.
- Type your reply.
- Click Options on the toolbar if you want to change how the original message is included in the reply. The options include:
- Don’t Include Original Message
- Include Original As Attachment
- Include Original
- Include Original With Prefix
- Include Last Message Only
- Your default option is marked but you can change it for this email only.
- Click Send.
Forwarding a message
To forward a message:
- Select the email you want to forward.
- Click Forward on the toolbar. A compose window opens. The text of the forwarded message appears in the body unlexss you have chosen to forward messages as attachments using the Preferences > Mail tab.
- Enter addressees in the To, Cc, or Bcc fields.
- Add a few lines of new text at the top of the message to let the recipient know why you decided to forward the message.
- Click Send .
Using HTML Editor
You can compose your messages using HTML as the rich-text editor. Messages created using HTML can have text formatting, numbering, bullets, colored background, tables, and links which can make messages easier to read.
To quickly change the format for this message only:
- Click Options > Format As HTML to format your message with different font styles, tables, color, etc.
- Click Options > Format As Plain Text to produce text with no style or formatting.
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:
- Click on the toolbar. Words in the email message that are unknown to the spell checker are highlighted.
- Right-click on a highlighted word. A drop-down menu displays suggested corrections.
- Select the correct word. The word is highlighted in another color.
- 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:
- Compose the email message.
- Click Add Attachment The Attach File(s) dialog appears.
- Click Browse to locate the file.
- Select the file and click Open. The file name appears in the Attach File 1 field.
- Click Add More Attachments to attach another file.
- Repeat steps 3 and 4 for each attachment.
- Click Attach. The compose window appears with the attachment(s) in the header.
- 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:
- Use the Preferences > Accounts tab.
- Select the signature name from the Signature drop down menu at the bottom of the screen.
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:
- Use the Preferences > Mail tab. Scroll down to the Receiving Messages section.
- Type a complete forwarding address in the When a message arrives: Forward a copy to field.
- If you want to automatically delete the email from your account, enable Don’t keep a local copy of messages.
- Click Save.
Organizing your mail
To create a new folder, either:
- 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.
- Type the folder name into the Name field. Select where to place the new folder. Either:
- Click Folders to have the new folder displayed at the top of the list.
- Click an existing folder to place your new folder within that folder.
- Click Ok.
Renaming a Folder:
- To rename a user-defined folder:
- Right‐click on the folder, and choose Rename Folder.
A Rename Folder dialog appears.
- Type the new name for the folder into the New name field.
- Click Ok .
Folder names can have any character except:
/ (forward slash)
” (double quotes)
Deleting a Folder
To delete a user-defined folder, either:
- Drag the folder to the Trash.
- 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:
- Select the Preferences > Mail Filters tab.
- Click New Filter . The Add Filter dialog displays.
- Type the name for the rule into the Filter Name field.
- 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:
- 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.
- Choose a comparison method. The options shown depend on your choice in the previous step.
- 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.
- Click + to add more conditions, if needed. You can continue to add more conditions or proceed to add one or more actions.
- Choose an action from the drop‐down list in the Perform the following actions area.
- Specify a folder or tag name, if necessary. What you specify depends on the action you chose in the previous step.
- Check Active (upper right corner of Add Filter box) to turn on the filter rule.
- 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:
- Right‐click on the message and choose New Filter.
- The Edit Filter dialog displays with From, To, and Subject set with this information from the email message.
- 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:
- Select the Preferences > Mail Filters tab
- Click Edit Filter. The Edit Filter dialog displays.
- Use the drop‐down menus and fields to edit the filter as necessary.
- Click OK .
Filter Conditions and Actions Supported
Comparison fields include those in the following table.
||Use this to specify a From name in an email message.
||Same as From, but looks for specified names in the To header.
||Same as From, but looks in the Cc header.
||Looks in the messageʹs Subject header.
||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.
||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.
||Use this option to specify email messages sent before or after a
||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.
||You can filter for email messages with or without attachments.
||Tests for an address in your contacts and allows you to specify an address.
Comparison operators include those in the following table.
|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.
||Used to test for presence of an address in your contacts.
Wildcards can be used in comparisons that use the Matches pattern comparison operator. The two wildcard characters are * and ?
The asterisk is a placeholder for zero or more characters of any type.
Subject–line search string:
Subject lines such as bananafloat, bananas, banana–leaf casserole float but not super–banana–float
Subject–line search string:
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.
Subject–line search string:
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).
Available actions include those in the following table.
|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.
||Deletes the email message without delivering it. The message is not in any of your folders, not even Trash.
||Forwards email to the address you specify.
||This action prevents subsequent filter rules from being applied to any message that matches the current one.
||Select as Read or as Flagged.
||You can tag matching messages with a selected tag.
A filter rule can specify multiple actions. The combinations of actions are interpreted as described in the following table.
||If combined with other actions, discard is ignored and the other actions take place.
||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.
||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:
- Select the Preferences Mail tab, and scroll to the Receiving Messages area. Check Send a notification message to.
- Enter the email address.
- 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:
- Select the Preferences > Mail tab, and scroll to the Receiving Messages area.
- Check Send auto-reply message.
- Enter the message to be sent in the text box, such as the message shown above.
- 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
Adding an external account
To add an external account to your PWA account:
- 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
- Click Add External Account . A new external account name is added to your accounts,
and the External Accounts Settings area appears.
- Complete the fields in the External Accounts Settings area
- Enter the exact email address of the external account in the Email Address field.
- 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.
- Check the Account type: POP or IMAP.
- Enter the name of this email account into the Username of Account field.
- Enter the email server host name into the Email server field.
- 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.
- 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.
- 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.
- 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.
- 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
- 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 email@example.com.
- 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
- If you do not want the signature to be applied automatically, select Do Not
Attach Signature from the menu.
- Click Save on the toolbar to save your new external account settings.
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
- Empty the Trash and/or Sent folders.
Adding a new contact
Adding a new contact from the toolbar
- Click the arrow next to New on the toolbar, and select New Contact.
- Enter the contact information, and upload a photo of this contact, if desired.
- Click Save on the toolbar.
Adding a new contact from an existing email message:
- 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.
- Right–click the name to add to your contact list and choose Add to Contacts.
- 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.
- 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
- 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
To import an address book:
- Select the Preferences > Address Book tab.
- Click Browse in the Import / Export area to locate the .csv file to import.
- Browse to the .csv file you want to import.
- Double–click the .csv file in the File Upload dialog.
- Click Import .CSV File. The Choose Address Book dialog appears with a list of your
- Select the address book to import into or create a new address book.
- Click OK.