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Zimbra: Faculty/Staff Email

10 Ways To Be More Productive using Zimbra

1. Make Use of Folders

There is no limit to the number of folders that you can create in Moodle to help organize your incoming mail. By default there is your Inbox, Sent, Drafts and Trash folders. Clicking the folder icon next to the header at the top left of your page enables you to create new folders. Right clicking on the new folder name enables you to edit the new folder's properties and edit its properties, such as assigning it a different color to help it stand out. Once created, you can drag and drop any messages you wish into the new folder, removing it from the inbox and relocating if appropriately. You can also create filters to move things automatically based upon various conditions that you can define. (see next item to learn about Filters)

2. Create and Utilize Filters

All incoming mail be default goes to the inbox. Filters enable you to create a set of conditions to be applied to all incoming messages to determine where they should go if not the inbox. There are several ways to create filters, but the most basic method is by using the Filters page found in Preferences/Mail/Filters. Watch a two minute video demo: Creating Filters in Zimbra

3. Archive and Delete Mail

At the top left of your page you see your Quota bar. It seems to move very quickly from green to yellow. Hovering over it will reveal the % of your quota that has been used and what that looks like in MB. Trying to keep your quota manageable is an ongoing task of deleting unwanted mail. But at some point in might be necessary to remove from your live Zimbra mail site anything that is no long needed while saving it off site in case it is ever needed again. This is called archiving.

Archiving combines the use of folders with downloading files. For example, if you create a folder for May 2013, at some point you could move all messages from May 2013 that you may sometime need or wish to reference in the future into that folder.

Then in Preferences/Import/Export you could locate the source file "May 2013 and Export it to your computer. When the export is complete, it will be stored as a backup on your computer, and if needed can be uploaded and restored on the same page using the Import button.

Once the mail has been exported, you can safely delete the folder and its content from your Zimbra page, freeing up some of your quota for new mail.

4. Inbox and Popup Windows

You may sometimes find yourself in a situation where it might be very useful to be able to keep an email message open while you navigate others screens. Imagine an email with containing a list of email addresses that you need to copy to a page on a website. If you open the message and then utilize the "launch is separate window" icon above it in the tool bar, the message will be detached as a floating popup window that you can move around your screen at will. This can save a lot of opening and closing of windows and inadvertent loss of information. All of the important functions are still available in the popup window, and it can just be closed when no longer in use.

5. Make Use of Colorful Tags

Tags can be created and managed in a number of ways. For example, from the New menu you can select New Tag, decide upon its purpose, give it a name and a color. For example a Red tag might be named VERY IMPORTANT. Now when you open a message that you feel needs to be so identified, you can click on the message, right click, select Tag message, and select the appropriate tag. Or if you are setting up filters, on action that can be assigned a filter it to apply a tag. This way certain messages will appear in your inbox automatically tagged based upon the settings in a filter.

6. Make Use of the Sort and Search Tools


7. Use the Zimbra Calendar and Invitations


8. Sync Zimbra with your Mobile Phone

Opening Zimbra in Safari on a mobile device such as an iPad or iPhone is not the most effective way of reading or writing email. You can set up Zimbra to open through the native Mail App by following these steps:

  1. Open Settings
  2. Open Mail, Contacts, Calendars...
  3. Select "Add an Account"
  4. Select "Microsoft Exchange"
  5. For Server enter:
  6. For your email address be sure to use your address
  7. Enter your Zimbra username and password
  8. Leave the Domain blank
  9. Done

If you have other email accounts you can set them up in Mail as well, and when you open Mail, you will be given a choice of opening any one of the email accounts or all. Although your Zimbra mail will look quite different, it will be fully functional. If you need access to your Zimbra calendar, open the Calendar App, your contacts, open the Contacts App.

You can also view your Zimbra in Safari, but you should select the Mobile version prior to logging in.

9. Share Calendars and Lists


10. Utilize the Tasks Feature


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