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All rights reserved. This product is protected by U. Zimbra is a registered trademark of Synacor, Inc. You may not alter or remove any trademark, copyright, or other notice from copies of the content. All other marks and names mentioned herein may be trademarks of their respective companies. The Zimbra Connector for Outlook ZCO provides real time, two-way synchronization of email messages, folders, tags, address books, tasks, and calendaring between Outlook and your Zimbra account.
This allows you to work with your data even when you are not connected to the Zimbra server. Outlook bit and bit editions of Microsoft Office, including Click to run. Outlook bit and bit editions of Microsoft Office, including Office and Click to run versions. Microsoft has stopped supporting Outlook as of Oct This chapter provides information about how to set up ZCO to access your Zimbra email account via Outlook. There are three stages:.
Start Outlook against the above profile. The time this takes varies with the amount of content in your account, the size of the Global Address List, the number of other users also synchronizing, and network conditions. If you must interrupt a sync in progress, it will later resume where it left off. When you start Outlook for the first time against a new profile, you should ensure that your computer is connected to the server using a reliable preferably wired connection so that initialization can take place quickly.
If you are running anti-virus software, it might slow down InitialSync, so, if possible, consider turning it off for the duration of the InitialSync.
The MSI can normally be obtained by browsing to:. Read the end-user license agreement and click I accept the terms in the License Agreement. When finished installing, the Installation Complete dialog displays. Click Close. Microsoft Outlook uses what is known as an Outlook or sometimes "MAPI" or "mail" profile to connect to your email account. The profile tells ZCO which email account is to be used, how to connect to the server as well as other configuration settings. Choose the profile called Zimbra.
Outlook displays the Zimbra Server Configuration Settings dialog. See the Advanced Profile Settings section below for more information on these. Click OK to start Outlook.
Outlook begins fetching your account data from the server and storing it in your ZDB. Select Manually Configure server settings or additional server types and click Next. If you want to manually configure proxy settings, you can enter an HTTP proxy and port number or select to use no proxy. Download Settings : This setting determines how messages are downloaded. To save storage space on your computer, you can configure ZCO to download only the email message header instead of the complete message.
The default is to download the complete message, including attachments. Data Files : These are the roaming profile settings for your account. Setting up a roaming profile lets you access your Outlook mail from more than one computer.
You store your Outlook profile information and settings on a remote machine. If your system administrator has installed a newer version of ZCO on the server, and if you already have a version of ZCO installed on your system, the next time you start Outlook you will be asked if you want to upgrade ZCO.
You can choose to upgrade, skip the version, or never upgrade. If you select Upgrade , the latest version downloads to your computer, Outlook restarts automatically and the upgrade begins. In some circumstances, for example before upgrading an existing Outlook installation to Outlook or later, you will need to uninstall ZCO. To do this, select the Programs and Features option from the Windows Control Panel and then double click on the Zimbra Connector entry in the list of installed programs.
The first time you open Outlook after ZCO is installed and configured, your Outlook mailbox automatically does an Initial Synchronization with the server. Initial synchronization can take a few minutes or longer, depending on the size of the mailbox, the network speed and other factors discussed in the previous section.
On slow networks, the initial synchronization of large mailboxes can take several hours. It is advantageous to install ZCO while connected to a fast and reliable company network. It is also strongly advised that Antivirus software is disabled during the initial sync, otherwise the Antivirus software can prolong the initialization by virus checking messages as they are placed in the ZDB.
In general, you can use Outlook during the synchronization because ZCO synchronizes in the background, but for the initial synchronization it is recommended that you wait for synchronization to complete.
ZCO synchronizes all of your folders including email in your Inbox, email you have filed to other folders, Sent Items, Drafts and Trash. It also synchronizes your Calendar, Contacts, Tasks and Notes folders. Your Zimbra mail folders display in the Navigation pane. You can view your calendar, contacts, and tasks by clicking the application bar below your mail folders, located at the lower left of the pane. The most recent email received displays in your Inbox in the Content pane.
The Content pane also displays the details of appointments, contacts, and tasks, depending on what application bar is active. Changes you make using either Outlook or the Zimbra Web Client are automatically synchronized to each other within approximately one minute. In such a scenario, when user launches Outlook, then a pop-up message "Your mailbox is too far out of date to be synchronized with the [ZIMBRA] server.
Do you want to download fresh mailbox data the next time you start Outlook? Just like configuring the new profile. Over time, the ZDB can become fragmented - taking more space than it needs, and affecting performance - particularly after the deletion of a large number of items.
It can, therefore, be beneficial to compact your ZDB periodically. Compacting every few months should be sufficient in most cases. Click Compact files. A progress window opens and then closes after the ZDB compaction completes.
When Outlook starts up, it connects to the server to verify your login credentials. This process is known as Authentication. The most common form of authentication wherein you enter your username and password to complete the verification process. Login requires no other information. If this is available in your organization, you will see a checkbox on the first Zimbra property page:. If your Zimbra server account has been set up to use Two-Factor Authentication, then you will be asked to provide a time-sensitive passcode during sign-in.
The passcode needs to be generated using a third-party app e. When entering the passcode, you will be given the option to Remember this device. If you select this option, you will not need to provide a code again for this account on your current machine for 30 days by default.
If your Zimbra server account is set up to use certificate authentication, then you need an appropriate certificate for your Zimbra account configured on your PC. You will then be prompted to select this certificate whenever you sign in to your Zimbra server account with Outlook.
Outlook Notes synchronize with the server where they appear within Briefcase folders. There, they can be viewed, but not edited with the Zimbra Web Client. Each Outlook Notes folder appears as a Briefcase folder. Briefcase folders created with the Zimbra Web Client do not appear in Outlook unless they contain Notes.
A Zimbra Persona allows you to create a separate email identity to manage different email accounts. By using a persona, you can specify a different From address and a Reply To address. All outgoing email displays the email address of the persona that you are using. Optional In the Personas Settings area, you can choose what appears in the From and Reply-to fields of email messages.
Uncheck the box Set the "Reply-to" field of email messages to: to set the same persona settings for new emails and replies. To have a different Reply-to information, check the box and enter a different From name and email address. When composing or replying to an email, you may need to sync your personas if you do not see them under Accounts Outlook and older or under From Outlook and newer. Confirm your account is in the Personas list. If your persona is not listed, you need to add a persona.
In Outlook, you can assign categories to email messages, contacts, tasks, and appointments. These categories are synchronized with your account and appear in Zimbra with colored labels known as tags. You can use categories to organize and find particular items. One item can belong to multiple categories. The mail appears grouped by category in the Content pane. A rule consists of one or more conditions that an email must satisfy, and one or more actions that will be applied when it does.
For example, you can select from the following actions:. Zimbra Server Rules are executed by the server even when your Outlook is not running.
For this reason, server rules are generally the preferred way to automate email management, and ZCO disables Outlook rules by default. In the Select condition s section, select the conditions that the message must match. As you select the conditions, they display in Edit the Rule Description section.
If the condition you selected requires a value, such as with specific words in the body , you must enter the values or parameters for the condition:. In the dialog that opens, enter, add, or select the value s or parameter s for the condition and click OK.