Best Practices

In order to assist faculty and staff to make the best use of our Zimbra email system, Information Technology Services is instituting "Zimbra Best Practices". We will regularly post helpful suggestions.

We hope you find these tips and guidelines to be beneficial.

Large Attachments

Sending large attachments (over 4 MB) to distribution lists is not recommended. Your message may get rejected by the mail server.

You have the options of either reducing the size of the attachment or sharing it via

Please contact the Service Desk if you need any additional assistance at 470-578-6999 or

Sending Emails to Large Distribution Lists

Please use bcc when sending email to large distribution list to avoid large “reply-to-all” situations.

Replying to Mass Emails

When replying to a mass email, please use “Reply”.

Sending and Receiving Event Announcements

Sending an Announcement

Whenever you need to send an announcement to a distribution list about an upcoming event, it is best to send the announcement as an email message, rather than an "appointment". When you send an appointment, it is tentatively placed on the calendar of each recipient, and remains on the calendar as a faint image even if the recipient declines the appointment or deletes the appointment message.

To completely remove the "ghost" appointment, the recipient must go to the calendar and delete the appointment itself. Obviously, if announcements are repeatedly sent to faculty and staff in this manner, it can cause unnecessary clutter, and even place erroneous appointments in everyone’s calendar.

Receiving an Announcement

When you receive an announcement about an event, it is very convenient to turn the email message into an appointment on your calendar by simply dragging and dropping the message onto a date on the Mini Calendar in the lower left-hand corner of the Zimbra screen. The announcement is then converted into an appointment, BUT EVERYONE WHO WAS COPIED ON THE ORIGINAL EMAIL MESSAGE WILL NOW RECEIVE AN APPOINTMENT FROM YOUR ACCOUNT.

Since you want to make this an appointment for YOURSELF ONLY, you must remove the names located in the box labeled "Attendees" in the appointment window.

Click here for detailed instructions on how to convert an email into an appointment.

Email Security

Email is a critical tool in the daily operations at KSU. Even so, it also carries some unique challenges to the security of university information. The UITS Information Security Office recommends the following practices for email security:

  • Avoid using your KSU email address for non-university business.
  • Delete any unsolicited (SPAM) messages that you may receive in your KSU email inbox. Report SPAM by clicking the Junk button in Zimbra or right-click the message and mark it as Junk in Outlook.
  • Avoid opening unsolicited attachments. Malware often spreads by email attachments.
  • Avoid participating in email chain letters or emails asking you to forward something to every-one in your contact list.
  • UITS will never ask for your password or other personal information via email. If you have a concern regarding the validity of an email or communication, we encourage you to contact the KSU Service Desk for assistance.
  • Avoid clicking on hyperlinks in email messages. Instead, if you trust the source, copy and paste the address into your internet browser. This will prevent possible virus/malware corruption.
  • If you receive an email that does not have the "spam" indicator, but you suspect it to be phishing, please forward to service ( for validation.

Managing Mailbox Size

To stay organized and to stay within quota limits, regularly delete or archive older email messages.

Shared Task Lists for completed items

When you create a task list, especially an active one you may be sharing with other team members, consider changing the Name to Name-open, and creating a second task list called Name-closed. i.e.: Mailing Projects-open & Mailing Projects-closed.

When tasks are complete in the Name-open task list, you may then drag-and-drop them into the Name-closed task list to remove them from Name-open, and yet still keep a record of what was accomplished.