Zimbra Mail FAQ's
Zimbra Calendar FAQs

Q. How do I check my email?
A. The webmail address is:  zmail.umd.umich.edu; Users must authenticate with their UMICH Kerberos password.

Q. Why doesn’t my previous email password work with the new email system?
A. Users must now authenticate with their UMICH Kerberos password. This is the same password used to authenticate to CTools, Wolverine Access, and Home Directories. Users can reset their UMICH Kerberos password by going to directory.umd.umich.edu, click on MY ACCOUNT, authenticate with the Dearborn Password and choose the Password option from the menu at left.  You must know your Dearborn Password to reset UMICH Kerberos.

Q. Can I use an email client, such as Thunderbird or Outlook to check my email?
A. Although Zimbra is the preferred option, you can set up any email client to access your email. The protocol is IMAP. The incoming server is zmail.umd.umich.edu, port 993 SSL and the outgoing server, depending on the email client your using, is smtp.umd.umich.edu, port 587 TLS, or port 465 SSL.

Q. What are the Incoming and Outgoing servers for Zimbra Email?
A. Server type is IMAP,  The incoming server is zmail.umd.umich.edu, port 993 SSL. Tthe Outgoing server is smtp.umd.umich.edu, port 587 TLS or 465 SSL, whichever works with your mail client. 

Q. How do I get more than 25 messages to show on the page?
A. Go to Preferences, Mail and from the Display drop down, choose the number of messages you wish to show. There is a maximum.

Q. How do I change my Inbox to sort my messages other than the Date format?
A. You can sort messages by From, Subject and Date by clicking on the column headers.

Q. How do I sort my sent mail?
A. Just like sorting mail in the Inbox, click on the header (To, From, Sent, etc.)

Q. I would prefer my messages open in a separate window.  How do I do this?
A. Select the View option and click on Reading Pane.  When checked, the message will appear below.  When unchecked, messages will open in another window.  The separate window option will not allow you to link dates to the Calendar. Also, under Preferences, Mail, there is an option to check that will insure double-clicking on an email will open that email in a separate window. 

Q. I’m getting a message that says “Oops Popup Blocker” when I try to open a message in a separate window
A. When the popup blocker appears, click on the options button that appears and select “Allow popups for Zimbra”

Q. How do I compose an email in a separate window?
A. Click on New Message.  On the far right side, just above the TO: line is a small window.  Click on this to compose a message in a separate window.  To set this option permanently, go to Preferences, Composing, and check the box “Always compose in new window”

Q. How do I get more than one To: or CC: to appear so I can add more than one person to a messages? 
A. In Zimbra you only have one To: and one CC: field. You can still add more than one person but they will all appear in the same To: or CC: field. Each address will be separated by a semi-colon.

Q. How do I make the BCC field show with the TO and FROM fields?
A. When composing an email, click the "Options" button (not to be confused with the Options tab), and select "Show BCC field".  When composing in a separate window, the Bcc option shows to the right.  Click on the link and the BCC line will appear

Q. How do I get to the address book when composing a message?
A. In Zimbra you can't access the address book directly from the Compose, Reply, or Forward screens. You can only get addresses by typing in the name in the To: or CC" field so the system can search the UMD address book and your personal address book.  If you wish to work directly from the address book, you must open the address book first, find the address that you wish to use, right-click on the address and select New Email.

Q. Will pinpoint addressing or auto address fill-in for UMD addresses?
A. Yes.  When you type the last name of the person, a list of possible addresses will appear in a drop down list.  Choose the appropriate person and the full email address will appear.

Q. How do I change the priority on an email?
A. When composing a message, the priority tab is located on the far right side of the subject line. 

Q. How do I save a message as a draft?
A. You can enable a preference to automatically save your email as a draft while you are composing the message by going to Preferences, Composing and enable Automatically Save Drafts option.  Messages you compose are automatically saved as a draft every few minutes and will remain until you send or delete the message. To save a message manually, click Save Draft from the new message window.

Q. How do I add a contact directly from a received email message?
A. If it is a contact that appears in an incoming email, simply click on the email address and select "Add as Contact". The contact screen will appear with the person's name and email address filled in. If there is other information that you wish to add, you can fill it in. 

Q. How do I add a contact directly in the address book?
A. Click on Address Book in the menu, then click on "New". The New Contact page will open and you can fill in the necessary information. Once the page is complete, click the "Save" icon.

Q. How do I add images to my email?
A. To add images to your Zimbra emails, you attach the images by clicking "Add Attachment" in the menu,  browsing for the image, Clicking the box that says "Show Image in Body of Message", and clicking OK. You can size the image after you have added it, if it is too big. Reducing the size of the image after it is placed in your email, does not reduce the actual size of the overall image file. If the image is too large to be an attachment, you will have to reduce its size via Photoshop or Microsoft Photo Manager before adding to your email.

Q. How do I attach a file to my email message?
A. With the new message open, click Add Attachment.  An Attach field appears under the subject line.  Click Browse to locate the file, select the file and click Open.  Repeat the steps to attach additional files.

Q. Why aren’t my links highlighted when I read mail from a separate window?
A. Links for adding dates to the Calendar and for the web are not highlighted in the popup window.  Click on View and choose the pane option to view messages below.  Links will now be highlighted.

Q.  How do I know when a message arrives?
A. Under Preferences, select the Mail tab, scroll down to “When a Message Arrives.”  There are three options:  Play Sound, Highlight Mail Tab and Flash Browser Title.

Q. How do I set an Auto Reply, such as for a Vacation message?
A. Under Preferences, select the Mail tab, scroll down to the bottom to “When a Message Arrives.”  Check the “Send auto-reply message” box.  Under Zimbra, you can set a start and end date as well.

Q. How do I forward my email to another email address?
A. Under Preferences, select the Mail tab, scroll down to the bottom to “When a Message Arrives.”  Check the “Forward a Copy To” box.  This will forward the message and keep a message in Zimbra.  To forward only - Check the “Don’t keep a copy of local messages” box.

Q. How do I create a new folder for storing messages?
A. Click on the New Folder tab above the folder menu list to the left.  Enter the name of the new folder and then click OK.

Q. How do I move messages to other folders?
A. Either choose the Move option from the toolbar or right click the message and choose the Move option.  A small menu will appear listing all folders.  Choose the folder you wish to move the message to and click OK.

Q. What is a flag and how do I set one?
A. The flag icon is an indicator that can be used to “flag” a message to highlight it from a large number of other items of lesser importance.  To set a flag, click on the flag from the tool bar and click again next to the message to be flagged.   To turn the flag off, click once directly over the flag icon.

Q. What is a tag?
A. Tagging is similar to flagging, except you can create and apply multiple tags in order to classify it under several categories simultaneously.  After creating a tag, you can apply it to conversations, messages or contacts.  Messages can be in different folders.  You can search for a tag and all messages with that tag are displayed, no matter which folder they are in.

Q. How do I create a tag?
A. With an email highlighted you can choose the tag option from the tool bar or right click on the message and choose tag message to bring the tag menu up.  When the new tag dialog appears, enter a name and click OK.  The new tag will be listed under Tags and can be applied to any mail messages or contacts.

Q. How do I apply a tag?
A. Choose the tag option from the tool bar, or right click the message to chose Tag Message and choose the tag you wish to apply.  You can apply multiple tags to messages.

Q. How do I search for tagged messages?
A. Directly below the list of email folders  there is a list of Tags. Click on the Tag to see the emails with that particular Tag attached.

Q. What is the Junk folder? 
A. The Junk folder is another name for a Spam folder.  Although our system tries to define and stop spam/junk messages from reaching your Inbox, some items may slip through the system.  If you receive messages that you wish to treat as junk or Spam, highlight the message and Click the Junk icon in the toolbar.

Q. How do I move messages to the Junk folder?
A. Highlight the message you wish to move to junk and click on the Junk icon from the toolbar.   You can empty the junk folder by right-clicking on the folder and selecting Empty Junk.

Q. What are filters?
A. Filters allow you to define rules to manage incoming email.  Filters automatically sort your incoming messages according to the rules you set up.  Messages can be sorted automatically into folders, be forwarded, tagged or discarded.  Filters can also be used to move junk mail directly to the Trash folder.

Q. How do I set a filter?
A. Click on Preferences, Filters, then New Filter.  Provide a name for the filter, then set the filter conditions and the actions to perform to messages that meet those conditions.  To establish a Filter for junk mail, right-click on the message and select New Filter the system will automatically set-up the filter. For more step-by-step assistance, click on Help, Search and type Filters in the search box.

Q. If I'm backspacing in the compose screen when a message arrives Zimbra drops the compose screen to the task bar and I accidentally delete the new message. How can I stop this from happening?

A. This happens if the 'play a sound' option in Preferences/Mail is turned on. Go to Preferences>Mail and uncheck the 'play a sound" option. Click the Save button and this option will be turned off.

Q. How do I access my calendar?
A. To open the Calendar view, select the Calendar Tab from the toolbar.  The Work Week view is the default view and is displayed when Calendar is opened the first time.

Q. How do I change the view in Calendar?
A. You can change which view is displayed when Calendar is opened from the Preferences, Calendar tabs.  You can change your view from the Calendar toolbar to see activities for a day, work week, full week or month.  Changing the Calendar view from the toolbar only changes the view for that session.

Q. How do I set my Calendar Preferences?
A. Select the Preferences, Calendar tabs to change your personal options in Calendar.  This option allows you to set the Calendar View, specify which day of the week should be the first day of the week in your calendar, specify whether the mini-calendar is displayed at the bottom of the Overview pane, show reminders, and add permissions. Be sure to click SAVE to save any changes you make to your preferences.

Q. How do I create different Calendars for different kinds of appointments?
A. From the Calendar tab, you can either click on New Calendar from the top of the Calendar Menu on the left, or choose New Calendar from the New drop down menu.  Enter the name you wish to assign to the Calendar, then choose the color.   You can select the option to exclude the Calendar from reporting your free/busy times (in the case of a personal Calendar, for example), and choose whether to synchronize your calendar entries from a remote calendar.  Entries in your Calendar will be identified by the colors chosen.

Q. How do I share my calendar with others?
A. You can share your calendar with internal users or groups with selected types of privileges.   Viewer grants access to  activities posted to your calendar and the status of meeting requests, but cannot make any changes to your calendar. Manager allows the grantee to create meetings, accept or decline invitations and edit and delete activities from your calendar. Admin allows the grantee to create meetings, accept for decline invitations and edit and delete activities from your calendar, share your calendar with others and revoke calendar shares. None is an option to temporarily disable access to a grantor’s shared calendar without revoking the share privileges.  The grantee still has the calendar in their calendar list, but cannot view or manage activities on the shared calendar. To share your calendar,  right-click on the calendar to share and select Share Calendar.  On the Share Properties dialog, select whom to share with.  You can edit or revoke permissions at any time.  Right-click a shared calendar, click Edit Properties.  Users sharing the folder are listed.  Click Edit to change permissions or click Revoke to remove permissions.  Select whether a message describing the change should be sent.  Click OK.

Q. How do I prevent others from seeing my private appointments in my shared Calendar?
A. When you share your calendar, you can select the check box to allow internal users or groups to see your private appointments.  They will be able to see details of the appointment.  If you do not check the box, the calendar shows only that you are busy during a private appointment time.

Q. How do I accept access to a shared calendar?
A. Click Accept Share in the email.  The Accept Share dialog opens and describes the role granted to you.  Before you accept, you can customize the calendar name and select a color for messages to be display.  Check the Send Mail About This Share to send a confirmation back to the Grantor (optional).  Click Yes.

Q. How do I decline an invitation to a shared calendar?
A. The email message gives you the option to decline the invitation.  Select Decline Share and the dialog displays.  You can decline and not send a message, or you can send a reply and explain why you are declining.

Q. How do I delete a calendar?
A. Open the Calendar tab,  choose the calendar you with to delete from the menu at left and choose the option Delete Calendar.

Q. How do I schedule an appointment?
A. There are two ways to schedule an appointment.  Under the Calendar Tab, click on New which opens the Appointment Details box where you enter the subject and select the date and time options. The Zimbra Calendar also has a QuickAdd feature which makes it easy to quickly create an appointment.  On your calendar, select a start time on the chosen day, double-click or drag through the time and the QuickAdd Appointment dialog opens. In both instances, set the reminder notice for when you wish to be reminded of the meeting start time.  Click OK and the appointment displays on the calendar.

Q. How do I delete an appointment?
A. Only the originator of an appointment can cancel an appointment.  Click on the appointment to delete.  Right-click and select Delete.  If the appointment is a recurring series, you can delete an instance of the series or the complete series.

Q. How do I mark an appointment as private?
A. Under the Appointment Details tab, select Private under Details

Q. How do I schedule recurring appointments or meetings?
A. You can schedule meetings or appointments to repeat daily, weekly, monthly or yearly.  In any view except the preferences view, click the arrow next to New and select Appointment.  The subject field is required.  Enter the location and select the date and time.  You can either enter the date or click the down arrow to display a calendar and pick a date.  Select the end date. Click Repeat to view the recurrent patterns:  daily, weekly, monthly, yearly or custom.  The meeting or appointment will be scheduled in the recurring pattern from the specified start date and time.  Custom repeat lets you schedule more specific patterns.   In Reminder, you can select how many minutes before the meeting you will be notified about the meeting.

Q. How do I change or delete a recurring appointment or meeting?
A. To make a change, double-click on the meeting.  Select whether to open only the selected date or to open the series.  The Appointment page opens.  Make your changes.  You can change the schedule, the attendees, add an explanation in the Text field and add an attachment. To delete, right click on the appointment or meeting and select Delete.  Select whether to delete the instance or to delete the series.

Q. How do I schedule an all day event?
A. From the New Appointment tab and Appointment Details, mark the All Day Event box.   Or, using QuickAdd, you can double-click in the box just below the day for a single day, or drag across several days.

Q. How do I invite attendees to a meeting or event?
A. From Appointment Details, there is a box to enter names of those you wish to invite.  Type a person’s name, last name, or email address and the Calendar will search both the campus address book and any personal address books.  Choose from the list provided.   Or you can enter email addresses separated by a semicolon (;).  To see the free/busy schedules for attendees, click the Schedule tab.  As you enter attendees’ names and email addresses, if attendees’ schedules are known, availability appears in horizontal bars next to the names.  Return to the Appointment Details tab when the list is complete. There is a check box below that allows you to request responses.

Q. How do I respond to a meeting invitation?
A. When you receive an email notification for a meeting, the meeting is added to your default Calendar and marked New.  You can quickly respond to the invitation either from the email inbox or from the Calendar List pane.  Open the message that contains the meeting request, in either the inbox or right-click the appointment in the Calendar List.  To respond, click Accept, Tentative or Decline.  A reply is automatically sent but you can add comments before you send your response.   To add comments to a reply from the Calendar View,  right-click the invitation and select Edit Reply.  Meetings are automatically saved to the default Calendar.  If you wish to save to another Calendar, select the calendar you wish before sending your response.  Declined appointments display on your Calendar in a faded view as a reminder you have declined the invitation.