Frequently Asked Questions

General

    1. Click on the Preferences Tab.
    2. Click on the Mail option.
    3. Under the Displaying Messages section next to Message Preview, un-check the Display snippets of messages in email list.
  • Hover over of the tabs and icons with the mouse cursor to read a brief pop-up explanation. Use this technique whenever you forget what an icon or tab represents.
  • When using Mozilla Firefox, Google Chrome, Internet Explorer 11, or Safari, incorrectly spelled words will be shown underlined but will not be fixed automatically. You can right-click the word (Control (^) click on Mac) and select the correct spelling.

    You can also set mandatory spell checking to occur before sending a message in Zimbra:

    1.    Click on the Preferences Tab.

    2.    Select Mail from the left side navigation bar.

    3.    Under the Composing Messages section, click the checkbox next to Mandatory spell check before sending a message.

    4.    Click Save.

  • The Web clients for Zimbra 8 supports the latest stable release of Firefox, Safari, Internet Explorer and Chrome.
    • The advanced (AJAX) version is a rich client that accomodates "drag and drop" as well as many other rich user interface features over the standard (HTML) version. The advanced web client works with the newer browsers and the faster internet connections.
    • The standard "html" version is more suited for older browsers and slower internet connections, such as dial-up.
  • The Zimbra system will not update the sent email folder to reflect if a message has been opened by the recipient.
  • Retraction is not possible in Zimbra.
  • Click here for detailed documentation on exporting emails from Zimbra.

    PC Users

    You can also use Microsoft Outlook to archive your emails. Click here for instructions on archiving mail with Microsoft Outlook.

    Mac Users

    You can use Mac Mail to archive your emails. Click here for instructions on using Mac Mail to archive emails.

Account Access

  • Visit https://email.kennesaw.edu and log into your Zimbra account with your KSU NetID username and password. This is the same combination that you use to log into any KSU NetID service (like D2L Brightspace and Owl Express).

    1. Open your web browser to https://email.kennesaw.edu
    2. Enter your NetID in the Username field.
    3. Enter your NetID password in the Password field.
    4. Leave version set to Default.
    5. Click Log In.
  • Your username and password are the same as your current NetID login password, which is also used for campus PC's, Owl Express, D2L Brightspace, and OwlTrain.

Email Clients & Mobile Devices

Calendars & Appointments

  • 1.    Click the Calendar tab.

    2.    Click the Print Calendar button (printer icon).

    3.    The Print Calendar window opens. Click the checkbox of each calendar that you want included in the printout.

    4.    Select a date range for your printout.

    5.    Next to Print View, select a View for the view of the calendar(s) that you want printed (Day, Week, Month, etc).

    6.    Set the hours for your printout.

    7.    Click Print.

    8.    In the Print dialog box, select the printer you want to send the print job to.

    9.   Click OK.

  • When you create the appointment, click the Options icon in the appointment toolbar and make sure that the Request Responses option is selected. When recipients accept or decline the appointment, you will receive an email notifying you of which recipients accepted or declined your appointment.

  • The Zimbra Inbox or Calendar can be used to accept or reject a meeting invitation. In the Zimbra Calendar, meeting requests will appear in the boldest shade of your calendar’s default color until you acknowledge them.

    To Accept from Inbox
    Open the meeting invitation and click on the Accept, Tentative or Decline button.

    To Accept from Calendar
    To accept a meeting request from the Calendar: Right‐click on the meeting entry and select Accept, Tentative or Decline.

Contacts

    1. Click on the drop-down arrow that is to the right of the search field search Bar.
    2. Select University Contacts from the pull-down menu.
    3. Type in the name of the person you are looking for in the search bar.
    4. Click on the Search button to the right of the search bar.
    1. From the Contacts tab, click the New Contact button.
    2. In the New Contact window, enter contact information in the appropriate fields.
    3. Click the File As button and select how you want to file the contact in your list.
    4. Click the Location button and select the address book in which you want to store the contact.
    5. Click Save.
  • 1.    Select the Contacts tab. 

    2.    Click on the drop-down arrow on the New Contact button and choose Contact Group

    3.    Type a name for your group in the Group Name field.

    4.    Select the address book to which you want to add the Contact Group from by clicking the Location drop-down list. 

    5.    Enter a name in the Find field. 

Signatures

    1. Click on the Preferences tab.
    2. Select the Signatures option from the left navigation bar.
    3. Click on the New Signature button.
    4. In the Name field, type in a name for your signature (e.g. "formal signature" or "casual signature").
    5. Type your signature in the larger box below.
    6. Select Format As HTML from the Format As drop-down to enable the format options toolbar.
    7. Click on the Save button.
    1. Click on the Preferences tab.
    2. Select the Signatures option from the left navigation bar.
    3. Click on the New Signature button.
    4. In the Name field, type in a name for your signature (e.g. "formal signature" or "casual signature").
    5. Type your signature in the larger box below.
    6. Click Save on the toolbar.
    7. Repeat these steps to create multiple signatures.
  • 1.    Click on the Preferences Tab.

    2.    Select the Signatures option from the left navigation bar.

    3.    In the Using Signatures section, select the signature you wish to use for New Messages and for Replies & Forwards from the respective drop-down menus.

    4.    Next to Signature Placement, choose to display the message Above or Below the included messages.

    5.    Click Save on the toolbar.

Spam

  • Zimbra uses an automatic filter which will eventually label messages in the Junk folder as spam. Spam emails received in your inbox should be moved to the Junk folder. To do this, click and hold on an email and drag it to the Spam folder.

    Note: Do not put legitimate emails in the spam folder as they will be labeled SPAM by the Zimbra system.

  • The Zimbra system should be notified if an email is mistakenly listed as spam and placed in the Junk folder. To do this:

    1. Open the Junk folder to view the emails listed as spam
    2. Left-click once on the email you wish to report as not spam
    3. Click the Not Spam button on the toolbar above the list of emails

    Please contact the Service Desk if the email continues to be labeled SPAM.

Sending/Receiving Emails

  • To send an email to a group created in Zimbra without showing any of the recipients' emails, you can add the name of the group to the BCC field instead of the To field.
    1. Click on the Preferences tab.
    2. Click on the Mail option from the left navigation bar.
    3. Under Display Mail, select the "As HTML (when possible)" radio button.
  • Zimbra is not the tool to reach all employees on campus. Please use KSU Inform. You can post your campus announcements at https://inform.kennesaw.edu.

  • UITS recommends not to attach any file larger than 20mb. For files that exceed this please use files.kennesaw.edu and create a link. Click here for detailed instructions on sharing files using files.kennesaw.edu.

Resource/Proxy & Shared Accounts

  • Resource and proxy accounts are now standalone email accounts in Zimbra.

    The person who “owns” the resource/proxy account has the authority to share access to the folders, address books, calendars and task lists.

    Note: Shared users can only send emails on behalf of the shared account.

    To access your resource/proxy account, go to https://email.kennesaw.edu and log in using the username and password assigned to the account.

  • Sharing Items

    The procedure is the same for sharing folders, address books, calendars, and task lists in Zimbra.

    1.    Click the appropriate Application tab for the type of item you want to share (e.g. Contact). 

    2.    In the Overview Pane, right‐click the item that you want to share. (Mac users: hold the Control key and select the item you wish to share).

    3.    Click Share (Item) on the pop‐up menu. 

    4.    The Share Properties window will open. Enter the email address of the person(s) with whom you are sharing in the Email box. 

    5.    In the Role area, click the radio button next to the permissions that you want to set for the share. 

    6.    In the Message area, click the drop-down and select the type of message that you want to send to those with whom you are sharing the item. 

    7.    Click OK.

    Accepting Access to a Shared Item

    If you receive an email notice that you have been granted access to share another person's calendar, folder, or address book for instance, you can accept or reject the shared item. If you accept the shared item, the item displays in your item list.

    1.    Open the email message that contains the Shared Item information. 

    2.    Click on Accept Share at the top of the email message.

    3.    The Accept Share window opens and describes the role granted to you. 

    4.    Before you accept, you can customize the item name and select a color for the item.     

    5.    Check the Send mail about this share to send a confirmation back to the Grantor. 

    6.    Click Yes. The new shared item is added to your list.

    Note: Clicking Decline Share will bring up the Decline Share window where you can send a response to the Grantor that you are declining the share.  

    Revoking a Shared Item

    1.    To remove access, right-click on the shared item and left click on Edit Properties. (Mac users: hold the Control key, select the folder, click on Edit Properties).

    2.    The Folder Properties window will open. Click Revoke next to the share you wish to revoke.  

    3.    The Revoke Share window opens. You can choose to send an email that informs the person that the shared item has been revoked.

    Note: The owner can also share the password for the resource account. In this case, every one that logs in using the resource name and password will have complete access to the account.

    Modifying a Shared Item

    1.    To edit access, right-click on the shared item and left click on Edit Properties. (Mac users: hold the Control key, select the folder, click on Edit Properties).

    2.    The Folder Properties window will open. Click Edit next to the share you wish to edit.

    3.    The Share Properties window will open. Make any changes necessary and click OK.  

  • The owner of the Shared Account logs into the account and sends and receives email just like any other Zimbra email account. The shared users’ emails will state “on behalf of <Resource Account Owner>". The users with whom the account is shared can only reply and forward.
  • Zimbra does not have a Proxy feature. Instead, information sharing is done by setting up Shares.

    To access a folder or a calendar in another account, you must ask the account holder to share the item with you. The procedure is the same for sharing folders, address books, calendars, and task lists in Zimbra. (See steps listed above to share items)

    Once a share has been created for you, you will receive an email notice that you have been granted access to share another person's calendar. You can accept or reject the shared item. If you accept the shared item, the item displays in your item list. (See steps listed above to share items)

Advanced Features

  • Email filtering allows you to define rules to manage incoming email. Filtering applies a set of rules to incoming email and then executes a specified action.

    To create a filter:

    1. Click the Preferences tab on the main toolbar.
    2. Select Filters from the left navigation bar .
    3. In the Filters window, click Create Filter.
    4. The Add Filter window appears. Enter a descriptive name for the filter in the Filter Name field.
    5. Next to If any/all of the following conditions are met, select either any or all.
    6. Click the Subject button and select the field to use in the condition.
    7. Click the Contains button and select the "operator" to use in the condition.
    8. In the blank box, enter the text or number to be used to compare with that of incoming messages.
    9. If you need to create additional conditions, click the "+" button and repeat steps 6 through 8.
    10. Under Perform the following actions, click the Keep in Inbox (actions) button and select the action that you want the filter to execute. Some actions require an additional selection to be made, such as selecting the folder into which to move items.
    11. If you need to create additional actions, click the "+" button and repeat step 10.
    12. Click OK.
  • No, Zimbra does not have the new email notification capability. However, you can set action to occur when new email arrives.

    1. Click on the Preferences tab.
    2. Select the Mail option from the left navigation bar.
    3. Under the Receiving Messages section, select your preference next to Message Arrives.
    1. Begin composing a new email message.
    2. Click the Options button on the top right of the message composing window. 
    3. Select Format As HTML. HTML formatting options are now available in this email message.

    You can also set your preferences to automatically compose a new email in HTML.

    1. Click on the Preferences tab.
    2. Click on the Mail option from the left navigation bar.
    3. Under Composing Messages next to Compose, select the As HTML radio button.
    1. Click on the Preferences tab.
    2. Select the Mail option from the left navigation bar.
    3. Under the Displaying Messages section next to Check New Mail, click on the drop-down arrow to select desired increment

 

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