Zimbra ™ Collaboration Suite Appliance Administrator’s Guide Release 6.0.7 July 2010 Legal Notices Copyright 2010 Zimbra. All rights reserved. No part of this document may be reproduced, in whole or in part, without the express written permission of Zimbra. Zimbra, a division of VMware, Inc. 3401 Hillview Avenue Palo Alto , California 94304 USA www.Zimbra.com ZCS 6.0.7 7/27/2010 Zimbra Collaboration Suite Appliance iii Table of Contents Chapter 1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Core Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Core Zimbra Server Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Zimbra License Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Available Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Support and Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Chapter 2 Working in the Administration Console. . . . . . . . . . . . . . . . . . . 9 Logging Into the Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Setting Up the Administrator Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Changing Administrator Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Zimbra Status Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Anti-spam Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Anti-virus Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Convertd Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 LDAP Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Mailbox Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 MTA Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Spell Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Stats Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Disk Space Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Monitoring ZAP Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Navigating the Administration Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Working in the Dashboard Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Working in the Settings Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Working in the Advanced Tools Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Managing Network Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Updating ZCA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Chapter 3 Managing ZCA Configuration . . . . . . . . . . . . . . . . . . . . . . . . . 19 Changing General Information about your Default Domain . . . . . . . . . . . . . 19 Default Domain Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Setting the Maximum Size of Uploads to Briefcase . . . . . . . . . . . . . . . . 20 Setting Up Relay MTA for External Delivery. . . . . . . . . . . . . . . . . . . . . . 20 Configuring Rules for Receiving Attachments to Email . . . . . . . . . . . . . . . . 20 Managing the Zimbra License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Managing Your Self-Signed or Commercial Certificates . . . . . . . . . . . . . . . 22 Requesting a Commercial Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Viewing the SSL Certificate Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Setting Up Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Configuring General Information Settings. . . . . . . . . . . . . . . . . . . . . . . . 25 Setting Up Your Global Address List (GAL) . . . . . . . . . . . . . . . . . . . . . . 27 Setting Up Account Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Setting UP Virtual Hosts for Your Domain . . . . . . . . . . . . . . . . . . . . . . . 31 Setting up Zimbra Free/Busy Interoperability . . . . . . . . . . . . . . . . . . . . 32 Managing Zimlets on the Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 iv Zimbra Collaboration Suite Appliance Administrator’s Guide Customizing Themes for Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Chapter 4 Customizing Profiles and Setting Up Mail Policy Rules . . . . . 37 Setting Up Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 ZCA Features to Configure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Email messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Briefcase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Other Feature Configuration Settings for Accounts . . . . . . . . . . . . . . . . . . . 45 Enabling Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Disabling Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Zimbra Mobile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Configuring Advanced Tap Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting Account Quotas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting Password Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting Failed Login Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Setting Session Timeout Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Setting Email Retention Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Other Account Configuration Preferences . . . . . . . . . . . . . . . . . . . . . . . 50 About Zimbra Web Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Chapter 5 Creating Accounts on ZCA. . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Before Creating Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Password Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Creating User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Creating a Single Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Importing Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Migrating Accounts and Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Chapter 6 Managing Accounts, Resources and Distribution Lists. . . . . . 63 Managing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Changing Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 View an Account’s Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Reindexing a Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Changing an Account’s Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Deleting an Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Managing Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Using Distribution Lists for Group Sharing . . . . . . . . . . . . . . . . . . . . . . . 65 Managing Aliases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Managing Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Chapter 7 Managing Zimbra Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Setting Up Mobile Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Setting up Mobile Device Security Policies . . . . . . . . . . . . . . . . . . . . . . . . . 70 Setting Mobile Device Policies Attributes . . . . . . . . . . . . . . . . . . . . . . . . 72 Users’ Mobile Device Self Care Features. . . . . . . . . . . . . . . . . . . . . . . . 72 Changing Mobile Device Password Policy . . . . . . . . . . . . . . . . . . . . . . . . . 73 Zimbra Collaboration Suite Appliance ZCA 6.0.7 5 Chapter 1 Introduction Zimbra is the leader in open source, Web 2.0 collaboration and messaging software for enterprises, service providers, educational institutions, and government agencies. The Zimbra Collaboration Suite Appliance is your email and collaboration cloud delivered as a virtual appliance for faster provisioning and easier administration than traditional solutions. This guide is intended for system administrators responsible for creating and maintaining accounts. Administrators centrally manage the appliance from the administration console. Core Functionality The Zimbra Appliance is an innovative messaging and collaboration application that offers the following state-of-the-art messaging and collaboration solutions: • Intuitive message management and search • Personal and shared calendars • Multiple address books • Task management tool • Collaboration tools for online document authoring Zimbra offers two browser based web clients, Advanced Zimbra Web Client that offers a state-of-the-art Ajax web client; and Standard Zimbra Web Client as an HTML client. Some of the features that can be found in the web client include: • Compose, read, reply, forward, and use other standard mail features • View mail by conversation threads • Tag mail to easily group messages for quick reference • Perform advanced searches • Save searches • Use the Calendar feature to schedule appointments • Create address books 6 ZCA 6.0.7 Zimbra Collaboration Suite Appliance Administrator’s Guide • Share calendars, email folders, address book lists with others • Set mailbox usage preferences, including defining mail filtering options • Use the Tasks feature to create to-do lists and manage tasks through to completion • Create, share and publish rich documents online Core Zimbra Server Functionality The core Zimbra server functionality includes: • Mail delivery and storage • Indexing of mail messages upon delivery • Mailbox server logging • IMAP and POP support • Directory services, including the ability to use Microsoft Active Directory • Anti-spam protection • Anti-virus protection Task-Based Administration Console The Zimbra Appliance is managed from a task based administration console. The console offers the following management features: • Dashboard with task based management features. • Create and mange user accounts, distribution lists, resources, domains and aliases • Maintain profiles for feature based administration • Mobile device policy management • Color scheme configuration options of the Zimbra Web Client interface • Advanced tools for migration and interoperability • Exchange migration tools • Exchange interoperability for free/busy, Global Address List (GAL) and external authentication • LDAP interoperability for GAL and external authentication • Self-signed and commercial SSL certificate management • Zimbra license management • Service status overviews • Automatic update mechanism • Service level control with status • Diagnostic tools to log file downloads Zimbra Collaboration Suite Appliance ZCA 6.0.7 7 Introduction Zimbra License Requirements A Zimbra license is required in order to create accounts. When you installed ZCA, a trial license was automatically installed. This trial license is good for 60 days. You will need to purchase a Zimbra regular license in order to create accounts after the trial license expires. This license is encrypted with the number of Zimbra accounts (seats) you have purchased, the effective date, and expiration date of the regular license. Available Documentation The following documentation is available: • Administrator Guide. This guide provides a product overview, and a description of administration tasks and configuration options. • Zimbra administration console Help. The help topics describes how to perform tasks required to centrally manage mailbox accounts from the administration console. • Zimbra Web Client Help. The help topics describe how to use the features of the Zimbra Web Client. • Release Notes. Late-breaking news for product releases and upgrade instructions are contained in the release notes. The latest notes can be found on the Zimbra website, www.zimbra.com. Support and Contact Information Visit www.Zimbra.com to join the community and to be a part of building the best open source messaging solution. We appreciate your feedback and suggestions. • Contact sales@Zimbra.com to purchase Zimbra Collaboration Suite • Contact support@zimbra.com for support issues. For information about the Zimbra support program, see the Zimbra website, http://www.zimbra.com/support/support_overview.html If you encounter problems with this software, go to http://bugzilla.Zimbra.com to submit a bug report. Make sure to provide enough detail so that the bug can be easily duplicated. 8 ZCA 6.0.7 Zimbra Collaboration Suite Appliance Administrator’s Guide Zimbra Collaboration Suite Appliance ZCA 6.0.7 9 Chapter 2 Working in the Administration Console This chapter describes the components of the Zimbra Collaboration Suite Appliance (ZCA) administration console. The administration console is the browser-based user interface the ZCA administrator uses to centrally manage ZCA. The administration console consists of the following four main tabs. • Zimbra Status tab. This shows the status of the ZCA services. • Zimbra Administration tab. This tab opens the admin dashboard used to manage accounts and domains. • Network tab. This tab shows the network status, address settings, and proxy server settings, if they are configured. • Update tab. This tab is used when a ZCA version is updated. The administrator can download and install the update from this tab. Logging Into the Console To log into the administration console open your browser and type the Zimbra Appliance host name URL as https://xxx.xxx.xxx.xxx:5480 You can find the IP address on the vSphere Client, Zimbra Collaboration Suite Appliance summary tab. 10 ZCA 6.0.7 Zimbra Collaboration Suite Appliance Administrator’s Guide • The user name is vmware. • The password is the password of the VMware virtual machine set during the installation of ZCA. Note: When you log in to the ZCA administration console the first time, if an untrusted connection warning displays, ignore the warning and select the option to continue. The Zimbra Status tab opens and shows that status of all services. When all services are green, click the Zimbra Administration tab. This opens the administration dashboard where you manage ZCA accounts and domains. Setting Up the Administrator Account One administrator account can be created in ZCA and this account is created during the installation of ZCA. This admin account is the first account provisioned on the server and allows you to log on to the administration account using the password that was created at the same time. Initial administrative tasks for this account may include setting up the administrator mailbox to create aliases and forwarding addresses needed for the administrator’s working environment. Two aliases for the administrator account are created during install: • Postmaster. The postmaster address is displayed in emails that are automatically generated from the mail transfer agent (MTA) and sent to the sender when messages cannot be sent. If users reply to this postmaster address, the message is forwarded to the administrator mailbox. • Root. This address is where notification messages from the operating system are sent. If you did not change the default settings during the installation, the anti-virus notification is sent directly to the admin account. Other appliance reports may be sent to the admin account as well. You should log on to this account frequently. Changing Administrator Passwords The administrator password is created when ZCA is set up during installation. The password can be changed at any time from the Accounts toolbar. Select the administrator account and change the password. Zimbra Status Tab When you log on to ZCA, the first page that is displayed shows the Zimbra services. Services that are not running display in red. This tab also shows the amount of free mail storage disk space remaining. [...]... become available Zimbra Collaboration Suite Appliance ZCA 6.0.7 17 Administrator’s Guide 18 ZCA 6.0.7 Zimbra Collaboration Suite Appliance Chapter 3 Managing ZCA Configuration ZCA settings are configured during the initial installation of the application and can be modified from the administration console You can manage these tasks from the administration console: • Install and manage your Zimbra license... sn=*%s*)( gn=*%s*)( mail=*%s*)( zimbraMailDeliveryAddress=*%s*) ( zimbraMailAlias=*%s*)( zimbraMailAddress=*%s*)) (|( objectclass=zimbraAccount)( objectclass=zimbraDistributionList))) This filter example combines the basic search filters using the Boolean operation OR to first search the various attributes (cn, gn, etc.), and then verifies that the entry matched is either a Zimbra account or distribution... policy for attachments received with email messages Zimbra Collaboration Suite Appliance ZCA 6.0.7 13 Administrator’s Guide • Advanced Tools, used to manage the Zimbra Appliance license and certificates This tab includes tools for migrating and importing accounts Tasks Managed from the Administration Tab Some of the tasks that are performed from the administration console include: • Managing your domain... user name must be provisioned in the account attribute zimbraForeignPrincipal for all ZCA users This is required only if there is Zimbra Appliance to Exchange free/busy replication Configuring Free/Busy on Zimbra Appliance The Exchange server settings are configured from the Domain>Interop tab on the administration console dashboard tab 32 ZCA 6.0.7 Zimbra Collaboration Suite Appliance Managing ZCA Configuration... information from the address book for this name • com _zimbra_ url URL link to quickly go to the website specified in an email message Zimbra Collaboration Suite Appliance ZCA 6.0.7 33 Administrator’s Guide • com _zimbra_ phone Phone numbers to quickly place a call VOIP software, such as Skype or Cisco VOIP phones must be installed on the user’s computer • com _zimbra_ ymemotiocons Emotiocons, to add a textual... A number of Zimbra themes are included with Zimbra Appliance Some of these themes, such as Lemongrass, Hot Rod, Waves and Yahoo, have been designed with graphics or color codes that are not changed when you change the base color You may want to disable those themes from user’s Theme preferences selection Zimbra Collaboration Suite Appliance ZCA 6.0.7 35 Administrator’s Guide 36 ZCA 6.0.7 Zimbra Collaboration... performed The GAL search options are as follows: • Internal The Zimbra LDAP server is used for directory lookups Zimbra Collaboration Suite Appliance ZCA 6.0.7 27 Administrator’s Guide • External External directory servers are used for GAL lookups You can configure multiple external LDAP hosts for GAL All other directory services use the Zimbra LDAP service (configuration, mail routing, etc.) When you... alerting that a mail message with a virus was not delivered Zimbra Collaboration Suite Appliance ZCA 6.0.7 11 Administrator’s Guide The anti-virus protection is enabled for each server during installation By default, the Zimbra MTA checks every two hours for any new anti-virus updates from ClamAV Anti-virus protection is enabled for each server when the Zimbra software is installed During ZCA installation,... is found, the authentication is completed against that domain Virtual hosts are configured from the administration console Domains>Virtual Host tab The virtual host requires a valid DNS configuration with an A record Zimbra Collaboration Suite Appliance ZCA 6.0.7 31 Administrator’s Guide Setting up Zimbra Free/Busy Interoperability When ZCA is deployed in a with Microsoft Exchange servers and, you... the spell checker service used for Zimbra Web Client (ZWC) to check the spelling when an email message is composed 12 ZCA 6.0.7 Zimbra Collaboration Suite Appliance Working in the Administration Console Stats Service This service maintains statistics about the operation of the application The information is not available for administrator’s review, but is available for Zimbra support to troubleshoot issues . Collaboration Suite Appliance (ZCA) administration console. The administration console is the browser-based user interface the ZCA administrator uses to centrally manage ZCA. The administration console. become available. 18 ZCA 6.0.7 Zimbra Collaboration Suite Appliance Administrator’s Guide Zimbra Collaboration Suite Appliance ZCA 6.0.7 19 Chapter 3 Managing ZCA Configuration ZCA settings are configured. documentation is available: • Administrator Guide. This guide provides a product overview, and a description of administration tasks and configuration options. • Zimbra administration console Help. The