XMission Wiki - User contributions [en]

Zimbra Archive and Discovery

2023-02-28T15:42:24Z

Arthur: /* Enabling Archiving For Your Accounts */

=Zimbra Archiving=
XMission Zimbra hosting now fully supports Archiving.
Zimbra Archiving is an optional feature that enables archiving of messages that were delivered to or sent by Zimbra Collaboration.

Archiving is setup on a per/account basis. When this feature is enabled for an account, a copy of all email from or to that account is forked at the MTA and a copy of the message is delivered to their archive mailbox.

Zimbra archiving can be set up to create archiving accounts that are maintained within Zimbra Collaboration or to work with third-party archiving systems using SMTP forwarding to send messages to a third-party archive server. For third-party archiving, Zimbra Collaboration is configured to act as the forwarding agent.

==Pricing==
The current rate of Archive licensed accounts is $1.50 per/month per/mailbox.
Additional quota is $0.10 per/gig of anything above 20GB.

==Enabling Archiving For Your Accounts==

You can enable Zimbra Archive two ways:

Please contact our helpful technical support department anytime 24/7 by phone at 801-539-0852, toll free at 877-964-7746, or by [https://xmission.com/livesupport Chat] to enable Zimbra Archiving features for any of your accounts.

Or you, as an admin can also enable it yourself for users within your domain:

In [https://wiki.xmission.com/Hosted_Email:_Admin_Panel Zimbra's admin interface],
# Search for the desired user you'd like to enable A&D for.
# Right-click their account, select '''edit'''
# In the left-hand column that features all their account options, select '''archiving''' and if their status displays "'''enable archiving: No'''" You can click on the button that says "'''Enable archiving'''"

You will also need to create the new target archive mailbox,
# Click "'''create'''" and it should automatically generate your new archiving account.
# Highlight that account in the list, and then click "'''Select'''"
# You should see the field "Currently archived to" be filled in with that newly created archive box. '''Save'''
After closing out of the account and when you search the user again, you should be able to see two entries in the search results; their regular account, and a separate archive account.

We recommend you verify archiving is working properly by sending a test message to their account, and then proxy the archive mailbox to ensure your test is dropped in there as well. You can proxy a mailbox by right-clicking on the highlighted account and selecting "View mail"

====Retention for Archived accounts====
Our mail retention policy remains the same even for archived accounts. If a archive mailbox is deleted, mailbox data will be purged 45 days after.

==Discovery==
If you are trying to locate specific messages across accounts or domains, our helpful support staff is available to conduct a cross-mailbox search for you.

You'll need to submit a support ticket via email to ''support@xmission.com'' for a request of a cross-mailbox search. You can also head to [http://xmission.com/support Support Resource Center] and under the section titled '''Other Useful Links''' click on '''Email Support/ Open Ticket'''

The criteria you'll want to include to our support staff when making this request would be anything that would help us get relevant hits in the search.
* Sender
* Recipient
* Potential dates of delivery
* If the message had any attachments or not.

Please note that at this time cross-mailbox search requests will not be handled via phone and chat, only through an emailed support ticket.

[[Category:Zimbra]]

Zimbra Archive and Discovery

2023-02-28T15:39:20Z

Arthur: /* Zimbra Archiving */

=Zimbra Archiving=
XMission Zimbra hosting now fully supports Archiving.
Zimbra Archiving is an optional feature that enables archiving of messages that were delivered to or sent by Zimbra Collaboration.

Archiving is setup on a per/account basis. When this feature is enabled for an account, a copy of all email from or to that account is forked at the MTA and a copy of the message is delivered to their archive mailbox.

Zimbra archiving can be set up to create archiving accounts that are maintained within Zimbra Collaboration or to work with third-party archiving systems using SMTP forwarding to send messages to a third-party archive server. For third-party archiving, Zimbra Collaboration is configured to act as the forwarding agent.

==Pricing==
The current rate of Archive licensed accounts is $1.50 per/month per/mailbox.
Additional quota is $0.10 per/gig of anything above 20GB.

==Enabling Archiving For Your Accounts==
In [https://wiki.xmission.com/Hosted_Email:_Admin_Panel Zimbra's admin interface],
# Search for the desired user you'd like to enable A&D for.
# Right-click their account, select '''edit'''
# In the left-hand column that features all their account options, select '''archiving''' and if their status displays "'''enable archiving: No'''" You can click on the button that says "'''Enable archiving'''"

You will also need to create the new target archive mailbox,
# Click "'''create'''" and it should automatically generate your new archiving account.
# Highlight that account in the list, and then click "'''Select'''"
# You should see the field "Currently archived to" be filled in with that newly created archive box. '''Save'''
After closing out of the account and when you search the user again, you should be able to see two entries in the search results; their regular account, and a separate archive account.

We recommend you verify archiving is working properly by sending a test message to their account, and then proxy the archive mailbox to ensure your test is dropped in there as well. You can proxy a mailbox by right-clicking on the highlighted account and selecting "View mail"

====Retention for Archived accounts====
Our mail retention policy remains the same even for archived accounts. If a archive mailbox is deleted, mailbox data will be purged 45 days after.

==Discovery==
If you are trying to locate specific messages across accounts or domains, our helpful support staff is available to conduct a cross-mailbox search for you.

You'll need to submit a support ticket via email to ''support@xmission.com'' for a request of a cross-mailbox search. You can also head to [http://xmission.com/support Support Resource Center] and under the section titled '''Other Useful Links''' click on '''Email Support/ Open Ticket'''

The criteria you'll want to include to our support staff when making this request would be anything that would help us get relevant hits in the search.
* Sender
* Recipient
* Potential dates of delivery
* If the message had any attachments or not.

Please note that at this time cross-mailbox search requests will not be handled via phone and chat, only through an emailed support ticket.

[[Category:Zimbra]]

Zimbra Connect

2023-02-28T15:32:05Z

Arthur: /* How to Enable Connect for Your Users */

=Zimbra Connect=
Zimbra Connect integrates a fully fledged corporate instant messaging platform inside the Zimbra WebClient, including Group and Corporate Messaging, File Sharing, Screen Sharing and Video Chat capabilities.

==Features==
* Message delivery and read awareness
* 1-to-1 Instant Messaging
* Group Messaging
* Corporate Messaging (Spaces and Channels)
* Group Video Calls
* Channel Video calls
* File Sharing
* Screen Sharing
* Emojis

==How to Enable Connect for Your Users==

Please contact our helpful technical support department anytime 24/7 by phone at 801-539-0852, toll free at 877-964-7746, or by [https://xmission.com/livesupport Chat] to enable Zimbra Connect features for any of your accounts.

==Troubleshooting==
A good place to verify settings is found in the actual mailbox by proxying the account, then selecting the Connect tab and then clicking on the gear sprocket icon to view settings.

[[File:Connect_prefs.png|450px]]

Under '''Meetings''', you can enable/disable the microphone and camera. This will likely be a large percentage of problems for accounts to be able to access audio and video for Connect meetings. Simply click on "Enable microphone" and "Enable camera" to select the desired devices for meetings.

[[File:Connect_settings.png|450px]]

If the audio or video is not working, verify the correct device for the microphone and camera are selected, as that will likely be a large percentage of problems for end-users to be able to access audio and video for connect meetings. This is usually determined by the browser. Below are links for where to find those settings for common browsers.

: https://support.google.com/chrome/answer/2693767?hl=en&co=GENIE.Platform%3DDesktop
: https://support.mozilla.org/en-US/kb/how-manage-your-camera-and-microphone-permissions
: https://support.apple.com/guide/safari/websites-ibrwe2159f50/mac

If you run into any other issues related to our Connect feature, please don't hesitate to reach out to our Technical Support department 24/7 for assistance.

[[Category:Zimbra]]

Zimbra Connect

2023-02-28T15:31:22Z

Arthur: /* Zimbra Connect */

=Zimbra Connect=
Zimbra Connect integrates a fully fledged corporate instant messaging platform inside the Zimbra WebClient, including Group and Corporate Messaging, File Sharing, Screen Sharing and Video Chat capabilities.

==Features==
* Message delivery and read awareness
* 1-to-1 Instant Messaging
* Group Messaging
* Corporate Messaging (Spaces and Channels)
* Group Video Calls
* Channel Video calls
* File Sharing
* Screen Sharing
* Emojis

==How to Enable Connect for Your Users==

Please contact our helpful technical support department anytime 24/7 by phone at 801-539-0852, toll free at 877-964-7746, or by chat [https://xmission.com/livesupport Livesupport] to enable Zimbra Connect features for any of your accounts.

==Troubleshooting==
A good place to verify settings is found in the actual mailbox by proxying the account, then selecting the Connect tab and then clicking on the gear sprocket icon to view settings.

[[File:Connect_prefs.png|450px]]

Under '''Meetings''', you can enable/disable the microphone and camera. This will likely be a large percentage of problems for accounts to be able to access audio and video for Connect meetings. Simply click on "Enable microphone" and "Enable camera" to select the desired devices for meetings.

[[File:Connect_settings.png|450px]]

If the audio or video is not working, verify the correct device for the microphone and camera are selected, as that will likely be a large percentage of problems for end-users to be able to access audio and video for connect meetings. This is usually determined by the browser. Below are links for where to find those settings for common browsers.

: https://support.google.com/chrome/answer/2693767?hl=en&co=GENIE.Platform%3DDesktop
: https://support.mozilla.org/en-US/kb/how-manage-your-camera-and-microphone-permissions
: https://support.apple.com/guide/safari/websites-ibrwe2159f50/mac

If you run into any other issues related to our Connect feature, please don't hesitate to reach out to our Technical Support department 24/7 for assistance.

[[Category:Zimbra]]

Zimbra Connect

2023-02-01T00:26:06Z

Arthur: /* Zimbra Connect */

=Zimbra Connect=
Zimbra Connect integrates a fully fledged corporate instant messaging platform inside the Zimbra WebClient, including Group and Corporate Messaging, File Sharing, Screen Sharing and Video Chat capabilities.

<pre style="color: red">Please note for the time being that domain admins wont be able to manually enable Zimbra Connect and Archiving features. To enable them, please contact our technical support department anytime 24/7 at 801-539-0852. We apologize for any inconvenience.</pre>

==Features==
* Message delivery and read awareness
* 1-to-1 Instant Messaging
* Group Messaging
* Corporate Messaging (Spaces and Channels)
* Group Video Calls
* Channel Video calls
* File Sharing
* Screen Sharing
* Emojis

==How to Enable Connect for Your Users==
In the [https://wiki.xmission.com/Hosted_Email:_Admin_Panel Zimbra Admin console],
# search for the desired user you'd like to enable Connect for.
# Right-click their account, select '''edit'''
# In their '''general information''' settings change their Class of Service from what is currently listed to '''xmprofessional''' (which is a premium level mailbox + connect & archiving features)
# Next, from the left-hand column for mailbox edit options, select the section that says "'''Connect'''"
There you can enable and disable the Connect option for your user's mailbox. You can also set available Zimbra Connect parameters such as the ability to save all chat history, enabling video chat instead of audio only, etc.

==Troubleshooting==
A good place to verify settings is found in the actual mailbox by proxying the account, then selecting the Connect tab and then clicking on the gear sprocket icon to view settings.

[[File:Connect_prefs.png|450px]]

Under '''Meetings''', you can enable/disable the microphone and camera. This will likely be a large percentage of problems for accounts to be able to access audio and video for Connect meetings. Simply click on "Enable microphone" and "Enable camera" to select the desired devices for meetings.

[[File:Connect_settings.png|450px]]

If the audio or video is not working, verify the correct device for the microphone and camera are selected, as that will likely be a large percentage of problems for end-users to be able to access audio and video for connect meetings. This is usually determined by the browser. Below are links for where to find those settings for common browsers.

: https://support.google.com/chrome/answer/2693767?hl=en&co=GENIE.Platform%3DDesktop
: https://support.mozilla.org/en-US/kb/how-manage-your-camera-and-microphone-permissions
: https://support.apple.com/guide/safari/websites-ibrwe2159f50/mac

If you run into any other issues related to our Connect feature, please don't hesitate to reach out to our Technical Support department 24/7 for assistance.

[[Category:Zimbra]]

Zimbra Archive and Discovery

2023-02-01T00:26:03Z

Arthur: /* Zimbra Archiving */

=Zimbra Archiving=
XMission Zimbra hosting now fully supports Archiving.
Zimbra Archiving is an optional feature that enables archiving of messages that were delivered to or sent by Zimbra Collaboration.

Archiving is setup on a per/account basis. When this feature is enabled for an account, a copy of all email from or to that account is forked at the MTA and a copy of the message is delivered to their archive mailbox.

Zimbra archiving can be set up to create archiving accounts that are maintained within Zimbra Collaboration or to work with third-party archiving systems using SMTP forwarding to send messages to a third-party archive server. For third-party archiving, Zimbra Collaboration is configured to act as the forwarding agent.

<pre style="color: red">Please note for the time being that domain admins wont be able to manually enable Zimbra Connect and Archiving features. To enable them, please contact our technical support department anytime 24/7 at 801-539-0852. We apologize for any inconvenience.</pre>

==Pricing==
The current rate of Archive licensed accounts is $1.50 per/month per/mailbox.
Additional quota is $0.10 per/gig of anything above 20GB.

==Enabling Archiving For Your Accounts==
In [https://wiki.xmission.com/Hosted_Email:_Admin_Panel Zimbra's admin interface],
# Search for the desired user you'd like to enable A&D for.
# Right-click their account, select '''edit'''
# In the left-hand column that features all their account options, select '''archiving''' and if their status displays "'''enable archiving: No'''" You can click on the button that says "'''Enable archiving'''"

You will also need to create the new target archive mailbox,
# Click "'''create'''" and it should automatically generate your new archiving account.
# Highlight that account in the list, and then click "'''Select'''"
# You should see the field "Currently archived to" be filled in with that newly created archive box. '''Save'''
After closing out of the account and when you search the user again, you should be able to see two entries in the search results; their regular account, and a separate archive account.

We recommend you verify archiving is working properly by sending a test message to their account, and then proxy the archive mailbox to ensure your test is dropped in there as well. You can proxy a mailbox by right-clicking on the highlighted account and selecting "View mail"

====Retention for Archived accounts====
Our mail retention policy remains the same even for archived accounts. If a archive mailbox is deleted, mailbox data will be purged 45 days after.

==Discovery==
If you are trying to locate specific messages across accounts or domains, our helpful support staff is available to conduct a cross-mailbox search for you.

You'll need to submit a support ticket via email to ''support@xmission.com'' for a request of a cross-mailbox search. You can also head to [http://xmission.com/support Support Resource Center] and under the section titled '''Other Useful Links''' click on '''Email Support/ Open Ticket'''

The criteria you'll want to include to our support staff when making this request would be anything that would help us get relevant hits in the search.
* Sender
* Recipient
* Potential dates of delivery
* If the message had any attachments or not.

Please note that at this time cross-mailbox search requests will not be handled via phone and chat, only through an emailed support ticket.

[[Category:Zimbra]]

Hosted Email: Admin Panel

2023-01-27T23:00:15Z

Arthur: /* Overview/Logging In */

==Overview/Logging In==
The Zimbra domain administration console is the browser-based user interface used to centrally manage user accounts and most settings.

As a domain administrator, you will be able to create and maintain the following:

*[https://wiki.xmission.com/Hosted_Email:_Admin_Panel#Creating_an_Email_Account Email accounts]
*[https://wiki.xmission.com/Hosted_Email:_Admin_Panel#Creating_an_Alias Mailbox aliases]
*[https://wiki.xmission.com/Hosted_Email:_Admin_Panel#Creating_a_Distribution_List Distribution lists]
*[https://wiki.xmission.com/Zimbra_Archive_and_Discovery#Zimbra_Archive_and_Discovery Zimbra Archive & Discovery]
*[https://wiki.xmission.com/Zimbra_Connect#Zimbra_Connect Zimbra Connect]
*Resources

To login to the domain administration console, go to https://zimbraadmin.xmission.com/ and login with your administrative username and password. Domain administrators can also login from the dropdown menu next to your mailbox name in the top right corner of the webmail session. Click on 'Admin Console' to proceed.

==Domain Administrator Responsibilities==

It is important to understand that as domain administrators you are responsible for changing passwords, creating distribution lists, setting email forwards, managing mailboxes, training on phishing, and etc. Our support policy for email is clearly outlined at: https://xmission.com/legal_policies#emlsup We require domain administrators be added as Technical contacts on your billing account in order to receive advanced assistance from our support staff. Please keep contacts up-to-date in the [https://xmission.com/control account management portal] or contact [https://xmission.com/contact XMission Billing] for assistance.

Phishing and email scams are on the rise. It is important to educate yourself and your mailbox holders on how to avoid it. Reference this guide on
[https://wiki.xmission.com/Phishing_and_Email_Scams understanding phishing].

==Email Domain Health==

An important part of effective business email mean protecting your domain with some simple settings to improve delivery and reduce fraud.

XMission advises implementing SPF and DKIM on domains. These are two simple methods domain owners have of "authorizing" specific email servers to send mail on their behalf and prevent abuse. [https://wiki.xmission.com/SPF_and_DKIM How to configure SPF and DKIM]

==About the Administrative Console==

The area above the '''Content''' pane includes the '''Search''' and '''Help''' functions.

'''Search''' allows you to quickly find accounts, aliases, distribution lists and resources for editing.

'''Help''' utilizes Zimbra’s wiki, forums, and documentation. This is a powerful unified search to quickly find answers to common questions.

[[Image:1zimbraadminpanel.png]]

The '''Navigation''' pane on the left includes the following sections:

*'''Home:''' At any time, clicking here will return you to the administrative Home options.

*'''Manage:''' Clicking here will permit you to create and edit any accounts, aliases, distribution lists, and resources for your domain(s).

*'''Help:''' utilizes Zimbra’s wiki, forums, and documentation. This is a powerful unified search to quickly find answers to common questions.

[[Image:4zimbraadminpanel.png]]

Alternatively, you can also click on the arrow beside the "Home" button. This will give you the same options listed above, as well as recent searches and the options available under "Manage." In this example, the recent search was for "xdesign.com."

[[Image:2zimbraadminpanel.png]]

Clicking on "Manage" either way will permit you to make changes to your existing accounts, aliases, distribution lists, and resources.

*'''Accounts:''' Lists all accounts. In the Accounts folder, you create and manage end-user accounts, setting options, class of service, passwords and aliases for an account.

*'''Aliases:''' Lists all aliases that have been created in Accounts. You can use the Move Alias feature from the toolbar to move an alias from one account to another.

*'''Distribution Lists:''' Lists all distribution lists. You can create new distribution lists and add or delete members of a distribution list.

*'''Resources:''' This lists locations or equipment that can be scheduled from your Calendar. Here is where you can create new resources and set the scheduling policy for the resource.

[[Image:3zimbraadminpanel.png]]

==Creating an Email Account==
Select '''Manage''' and then '''Accounts''' section. Click on the gear icon [[Image:gear_icon.png]] and select '''New'''. This will open a dialogue asking for information about the email mailbox you are about to create. Enter the following required information:

* '''Account Name''': This will be the mailbox account that you are about to create. In this example, we are creating "bobdobbs@xdesign.com."
* '''First Name''': The first name of the email user.
* '''Last Name''': The last name of the email user.
[[Image:1zimbraaddaccount.png]]

When creating a new mailbox account you will set the Class of Service (CoS) under '''General Information / Account Setup / Class of Service'''. Don't forget to deselect the "[ ] auto" box to enter the class type.

You may mix and match Class of Service (CoS) for mailbox accounts in your domain to maximize benefits for your organization. Details below.

Something to note, XMission identifies a billable Zimbra account as mailbox with a physical email Inbox and typically belonging to one person. So even if it is not "active" but still provisioned, it will count toward billing. Example, a mailbox set to "closed" or "maintenance" status remains billable.

==Class of Service==

To '''upgrade''' an existing account, or to change existing accounts, simply log in to the admin interface, click on '''"Manage"''' and select the user by double-clicking on the name. Inside the '''"General Information"''' pane you will see '''"Account Setup"''' in the middle of the page. In this area you will find '''"Class of Service"''' with an input box next to it and the "[x] auto" box checked. Deselect the "[ ] auto" box and type '''"xmpremium"''' or '''"xmbase"''' in the field and then hit '''"Save"''' towards the top right of the window. Your account is now set to the selected service level with all the features and storage associated with the account type.

Click the '''"Finish"''' button. You will be returned to the main admin screen, and the new account will have been created at the established service level.

NOTE: If the "Class of Service" field is not available to you, you may need to add your admin account's email address to the "admins" distribution list on your domain and wait up to fifteen minutes. Some older accounts do not have this setup automatically. See [https://wiki.xmission.com/Zimbra_Hosting_Admin#Granting_Domain_Administrator_Access Granting Domain Administrator Access] for more details.

==Updating Account Information==
To add, change, or remove information from an account, simply double-click the account you want to edit. Alternatively, you can right-click the account you wish to update and choose "Edit" from the pop-up menu.

==Change Password==

All Zimbra domain administrator should read this quick blog post on email security: https://xmission.com/blog/2017/10/17/best-practices-for-zimbra-email-security

Changing your end-user mailbox password through the Zimbra [https://zimbraadmin.xmission.com domain admin control panel] is easy, but first let's review XMission password best practices.

'''XMission Zimbra Password requirements:'''

XMission recommends secure passphrases consisting of five to six words, with a few special characters and numbers, since they can be much easier to remember.

* Ideally it is best to use longer, more complex passphrases to properly protect your mailboxes, and your company, from hackers. Our Zimbra system supports passwords up to 128 characters. We advise using a minimum passphrase length of 12-15 characters with 25-28 characters providing very reasonable security.
* Shorter passwords require use of at least 1 of the following: UPPER CASE letter, lower case letter, special characters, and a numeral to meet minimum security requirements.
* Passwords expire after 1 year and must be changed at that time. Changing more frequently is advised.
* You cannot re-use your current password.
* Please allow 15 minutes for the new password to propagate through the system.
* Write credentials down in a secure place until you memorize it then destroy the note.
* Here is a quick and easy to understand visual tutorial on password security: [https://xmission.com/blog/2017/10/17/best-practices-for-zimbra-email-security | https://xkcd.com/936/ ]

'''Three ways to change passwords from domain admin control panel:'''
* Inside the control panel main page click on "Manage" in left column. Right-mouse click on the mailbox name to reveal a drop down menu, select "Change password."
* Inside the control panel main page click on "Manage" in left column and highlight a mailbox. Now right-mouse click on the gear icon in the top right corner. Select "Change password".
* Inside the control panel main page click on "Manage" in left column and double click on the desired mailbox. When it opens the settings page of the mailbox use the "Password" area to change the password.

NOTE: XMission Zimbra servers will allow a password as short as 12 characters. Short passwords are poor security. Please take the time to protect your company email data buy using a passphrase in the 25-28 character length.

==Password Expiration and Failed Login Attempts==
Please note the following details about XMission's email password expiration and failed login attempts policy.

Should you ever have an end-user mailbox that is not allowing login there are two primary reasons for this.
* The password has expired.
* There have been too many failed login attempts to the account causing it to be temporarily suspended.

==== Expired Password ====

All XMission email passwords must be changed once yearly. XMission sends email notices to the user mailbox 2 (two) weeks before expiration. Please ask your mailbox owners to change their password in a timely manner.

Domain administrators are *not* emailed about the user mailbox need to change their password. Repeat, domain administrators are not emailed about password expirations.

==== Failed Login Attempt - Mailbox Access Suspension ====

Failed login attempt account suspension practices are a way to safeguard mailboxes from brute force attacks where a bad actor is trying to access the sensitive information inside. XMission protects customer mailboxes by temporarily suspending mail accounts with too many failed login attempts. This prevents new logins and halts all access on active mail sessions. Incoming email is not restricted.

If you, or another entity, are trying to access the account with too many failed password attempts within the monitoring cycle, the system blocks access for a short period of time, after which you can again attempt to authenticate with correct credentials.

'''Failed login attempt definition:''' Improper entry of a password for a valid mailbox.

'''How failed login attempts are measured and enforced:''' When the first failed login attempt occurs, the monitoring cycle begins. Thereafter, each time a unique wrong password fails, that adds to the count.

It is important to note that when the ''same'' wrong password is used, from any number of IP addresses or devices, it only counts as one (1) failed login attempt.

During the monitoring cycle, if additional failed login attempts are made using a different password from the original attempt, it add to the failed login attempt total. IE: Bad password "A" activates monitoring period. A second unique password "B" is used bringing the total to two (2) failed attempts. If password "A" is used again, it counts as another new unique password totaling three (3) failed attempts.

Once the maximum number of failed attempts is reached, access to the mailbox is temporarily suspended.

==== Troubleshooting ====

Mailbox accounts having failed login issues appear to have the same symptoms as an expired password. The way to test is to access webmail, https://zimbra.xmission.com, with your credentials. If the password is expired it will prompt you to set a new password immediately. If the account is locked out, it will simply not validate with the credentials until the suspension period ends.

If an account is temporarily suspended for too many failed password attempts you need to either wait for the suspension period to pass, reset the mailbox status to active in the domain admin panel, or contact XMission Support to have the suspension manually removed.

Domain administrators can change mailbox status and passwords via the domain admin interface.

NOTE: Use of Two-Factor Authentication (2FA) does not prevent account suspension due to failed authentication attempts.

==Mailbox locked for abuse==

A user mailbox can also be locked for abuse. This abuse can be due to any of the following reasons;
* Successfully compromised by a phishing attempt and shared their password with someone they shouldn't have.
* Use of a previously compromised password on another Internet site or service.
* Malware on a computer or device.
* Rootkit on the computer.

''Symptoms of abuse:''

Domain administrators often ask why a mailbox was locked for a spam run when they do not see evidence of malicious messages in the Sent folder. The primary reason for this is because the spammers use SMTP mail applications that do not sync the Sent mail folder. Only messages sent via the Zimbra webmail interface, via Outlook with the Zimbra Connector, or sent via ActiveSync (Exchange) configuration on mobile devices, will sync Sent messages to the mail system. So a bad actor can send copious amounts of unwanted email quickly and with no trace the end user can see. However, XMission has logs for all messages sent which we use to identify and lock accounts as well as to train system rules to prevent future abuse.

Determining why a mailbox has been locked for abuse can be difficult. XMission will do their best to provide data on what was compromised and how. In some cases this is possible, in others it is not. Most often phishing and re-used passwords are the primary attack vector resulting in a locked user mailbox.

"The remedy:"

Regardless of the "how" all compromised mailbox users are required to change their password immediately to continue using the service. It is imperative that domain administrators do not re-use passwords or set poor temporary passwords.

We strongly advise in the use of long passwords (pass phrases) and password managers such as BitWarden, Keepass, and similar.

Additional compromises of the same mailbox will result in a small fine which we hope is just enough to encourage proper mailbox security. You can read about this policy here: https://xmission.com/blog/2019/05/14/our-new-compromised-email-policy

==Creating an Alias==
Select '''Manage''' and then '''Aliases''' section. Click on the gear icon [[Image:gear_icon.png]] and select '''New'''. This will open a dialogue asking for information about the email alias you wish to create. Enter the following required information:

*'''Alias''': This is the aliased address you will create. In this example, we are adding "bob.dobbs@xdesign.com."
*'''Target Account''': This is the actual email box that will receive any emails directed to the aliases address.
[[Image:1zimbraaddalias.png]]

Click "Ok" to add your new alias.

==Updating Alias Information==
To add, change, or remove information from an alias, simply double-click the alias you want to edit. Alternatively, you can right-click the alias you wish to update and choose "Edit" from the pop-up menu.

==Creating a Distribution List==
Select '''Manage''' and then '''Distribution Lists''' section. Click on the gear icon [[Image:gear_icon.png]] and select '''New'''. This will open a dialogue asking for information about the distribution list you wish to create. Enter the following required information:

* '''List Name''': This will be the email address for the mailing list.
* '''Display Name''': This can be a descriptive name for the list.

[[Image:1zimbraaddlist.png]]

To add email addresses to the list, scroll a bit to the right and you will see a "Search" button below the '''Add Members to this list''' section. If you want add email addresses that are withing your Zimbra package, search for the appropriate domain name(s). In this case, we searched for "xdesign.com." Highlight any results you would like to be added to the list.

[[Image:1zimbraaddmembers.png]]

Using the scroll bar on the right, scroll down and click the "Add Selected" button.

[[Image:2zimbraaddmembers.png]]

If you want to manually add addresses or need to add addresses that are not within Zimbra's search function, you can type the email addresses in the box pictured below. In this case, we are adding two email addresses to the list -- "bobdobbs@gmail.com" and "bigguyjake@xmission.com." Once you've typed in the email addresses you want added to your list, simply click the "Add" button below.

[[Image:3zimbraaddmembers.png]]

''Notes:''

You can make lists members of other lists. This is a handy way to create umbrella lists. For example, if you wanted a staff list, but had various departments, you could add your employees to the departmental list, and then subscribe the departmental lists to the staff lists. This way, an account is only entered once, rather than adding an account to each list individually.

Distribution Lists can also be used to forward domain based emails. For example, you may need to forward ''project@yourdomain.com'' to ''address@someotherdomain.com''. This does not require a Zimbra account for the primary domain email address.

==Updating Distribution List information==
To add, change, or remove information from a list, simply double-click the list you want to edit. Alternatively, you can right-click the list you wish to update and choose "Edit" from the pop-up menu.

==Forwarding Email to Another Address==
If you wish to forward emails sent to your hosted email to another email address, first select '''Manage''' and then '''Accounts.''' Double-click the account you wish to edit or right-click and choose '''Edit''' from the pop-up menu.

To add a forward, click on the '''Forwarding''' section on the left-hand column.

[[Image:1zimbraforward.png]]

Enter the following required information:

* '''User-specified forwarding address''': This will be the email account that emails are forwarded to that the account owner is aware of. In the example below, we will be forwarding emails to "bob.dobbs@xmission.com."

[[Image:2zimbraforward.png]]

Don't forget to choose "Save" near the upper right hand corner after you've added the forwarding address!

* '''Forwarding addresses hidden from the user''': This can be a list of email accounts that emails are forwarded to that the account owner is unaware of. To do this, first click the "Add" button located below the '''Forwarding addresses hidden from the user''' box. It will prompt you to enter an email address. After you've done so, simply click "Ok." In the example below, we will be forwarding messages to "bobdobbs@xmission.com."

[[Image:3zimbraforward.png]]

NOTE: You may also use Distribution Lists to forward domain based emails without needing an account for the specific address. For example, you may need to forward ''project@mydomain.com'' to ''johndoe@someotheremail.com''. The advantage of using a Distribution List is that you eliminate the costs associated with maintaining an account just for forwarding.

==Granting Domain Administrator Access==

To grant an existing mailbox domain administrator privileges start by logging in to the admin interface. Next, select their account then double click to edit. Inside the General Information area, the second category down is "Account Setup." Check the "Administrator" checkbox below "Class of Service." Once checked, a field will appear below, "Administrator role." Enter "admins@yourdomain.com", replacing yourdomain.com with the domain you are granting access rights for. This will add the user to a distribution list, "admins", on your domain, which grants the privileges.

Click "Save" near top-right corner to complete the assignment of rights.

Note that if the "Administrator" checkbox does not exist, you may need to add yourself to the "admins" distribution list manually and wait up to fifteen minutes.

==Importing Accounts from Exchange==

This article has moved: https://wiki.xmission.com/Zimbra_Migration:_Exchange_Import_Wizard

==Deleting a Zimbra Mailbox==

There are two fairly simple ways to properly delete a Zimbra mailbox from the XMission system.

* Log into the Zimbra domain administration panel https://zimbraadmin.xmission.com and select the "Manage" area on the left. Once in the management area you simply highlight the mailbox and then right-mouse click to show the option menu. Select "Delete" and confirm the mailbox deletion request.

* From inside the domain administration panel you may also highlight the mailbox name and then click on the gear wheel in the top right corner of the browser screen to display an options menu. Inside this menu select "Delete" and confirm the deletion request.

Notes:
* Changing mailbox status is not the same as deletion. All provisioned mailboxes are billable.
* Deletion of a mail domain cannot be completed via the domain admin interface and requires contacting XMission billing department.
* Be certain not to delete resource accounts such as galsync or distribution lists unless you know they are no longer needed. Doing so can impact mail performance.

== Zimbra Themes ==

You can see all the themes [https://wiki.xmission.com/Hosted_Email:_Admin_Panel/Zimbra_Themes here]

[[Category:Zimbra|Admin Panel]]

{{footer}}

Zimbra Domain Email and Collaboration Suite

2023-01-27T22:58:29Z

Arthur: /* Zimbra Support Documentation */

==Zimbra Support Documentation==

*[[General_Email_Settings|Quick Setup and Server Information]]
*[[Zimbra_Email_Client_Configurations|Configure your favorite email client for use with the XMission Zimbra Collaboration Suite]]
*[[Zimbra_Basics#Change_Password|Change your Zimbra mailbox password]]
*[[Zimbra Spam Filtering]]
*[[Zimbra_Basics|Zimbra Basics]]
*[[Zimbra_Connect|Zimbra Connect]]
*[[Zimbra_Archive_and_Discovery|Zimbra Archive & Discovery]]
*[[Zimbra_Two-Factor_Authentication|Zimbra Two-Factor Authentication]]
*[[Zimbra_Hosting_Admin|Zimbra Administration]]
*[[Migration_to_XMission_Zimbra|Migration to XMission Zimbra]] How to migrate your mail domain to XMission Zimbra.
*[https://zimbra.xmission.com/zimbra/help/en_US/advanced/zimbra_user_help.htm Zimbra user guide - HTML version]
*Zimbra video tips: https://wiki.zimbra.com/wiki/Help/videos/8x



==Helpful Tips Posted On Our Transmission Blog==

*[https://transmission.xmission.com/?s=zimbra+email&searchsubmit=Search Read the latest Zimbra articles on our XMission blog]
*[https://xmission.com/blog/2015/09/09/migrate-your-email-from-google-apps-to-zimbra-collaboration Migrate from Google Apps to Zimbra Collaboration]
*[https://xmission.com/blog/2017/02/08/6-steps-to-zimbra-two-factor-authentication-with-yubikey Zimbra two-factor authentication with external physical security key]
*[https://xmission.com/blog/2016/11/09/easily-encrypt-sign-email-with-zimbra-and-openpgp Encrypt & Sign your Zimbra email with OpenPGP]
*[https://xmission.com/blog/2016/10/28/four-quick-steps-use-outlook-for-mac-with-zimbra-at-xmission Using Outlook for Mac with your Zimbra email]
*[https://xmission.com/blog/2014/12/03/improve-sales-and-retention-in-2-steps-with-send-later-in-zimbra How to use the Zimbra "Send Later" feature]
*[https://xmission.com/blog/2014/06/12/zimbra-filter-trick-texts-you-when-important-emails-arrive Have Zimbra text you when important message arrives]

*[https://transmission.xmission.com/2014/05/21/zimbra-calendar-problem-try-this-easy-fix-for-shared-caldav-calendars Fix write issues with CalDAV Zimbra calendars for mobile and iCal]
*[https://transmission.xmission.com/2014/01/28/see-how-a-simple-brings-unlimited-flexibility-to-your-xmission-email Expand addresses using "+" in your existing email address. Suffix support is easy and flexible.]
*[https://transmission.xmission.com/2013/12/05/use-zimbra-persona-settings-to-easily-manage-emails-and-control-costs How to use Zimbra Persona settings]
*[https://transmission.xmission.com/2013/09/11/zimbra-power-tip-improve-your-day-and-your-inbox-with-filters Improve accuracy with Zimbra filter settings.]
*[https://transmission.xmission.com/2013/03/21/8-easy-steps-to-integrate-zimbra-with-ms-outlook-2013 Integrate Zimbra with Outlook 2013]
*[https://transmission.xmission.com/2012/01/30/zimbra-power-tip-using-distribution-lists-and-contact-groups Using Zimbra distribution lists and contact groups]
*[https://transmission.xmission.com/2009/04/30/everyone-likes-a-free-email-client Meet Zimbra Desktop, a free and useful Open Source based email client.]
*[https://transmission.xmission.com/2008/09/19/power-tips-for-xmission-zimbra-collaboration-suite-users-shortcuts/ Keyboard Shortcuts]
*[https://transmission.xmission.com/2008/09/30/power-tips-for-xmission-zimbra-collaboration-suite-clients-zimbra-storage-as-remote-drive/ Remote Drive Mapping of Zimbra Directory]
*[https://transmission.xmission.com/2008/10/10/zimbra-tips-drag-and-drop-zimlet-for-xmission-zimbra-users-via-firefox Drag & Drop with Firefox Zimlet]
*[https://transmission.xmission.com/2008/10/17/zimbra-tip-calendar-sharing/ Sharing Calendars]
*[https://transmission.xmission.com/2008/10/24/zimbra-tip-contacts-management Contacts Management]
*[https://transmission.xmission.com/2009/02/09/why-imap-rules The Benefits Of Using IMAP With Zimbra]
*[https://xmission.com/blog/2015/04/30/zimbra-server-admin-tip-mailbox-password-migration-and-server-settings-comparison Zimbra mailbox password migration and server setting comparison]

==Advanced Zimbra Topics==

*[[Email attachments | Security: Why certain email attachments are blocked by XMission.]]
*[[LDAP/Active Directory | Authenticating XMission hosted Zimbra with customer LDAP/Active Directory.]]
*[[Customer-initiated Zimbra Account Backups]]
*[[Zimbra S/MIME Encryption]]
*[[Customer branded Zimbra webmail]]
*[[Custom Zimbra login url]]

== Find Additional Email Help ==

Follow this link to request additional support via live chat or phone: [http://xmission.com/support XMission Support Options]

== Zimbra Licensing For Mail Servers ==

*[[Purchasing Zimbra Licensing and Support]] for end-user mail servers
*[[Optimize Your Official Zimbra Support Experience]] Primer on how to have the best experience with official Zimbra Support

==Legacy Email Services==

For Virtual Mail setup information, please see [[Mailcenter & Virtual Mail]]

[[Category:Zimbra]]

Zimbra Archive and Discovery

2023-01-25T22:16:59Z

Arthur:

'''Zimbra Archiving'''

XMission Zimbra hosting now fully supports Archiving.
Zimbra Archiving is an optional feature that enables archiving of messages that were delivered to or sent by Zimbra Collaboration.

Archiving is setup on a per/account basis. When this feature is enabled for an account, a copy of all email from or to that account is forked at the MTA and a copy of the message is delivered to their archive mailbox.

Zimbra archiving can be set up to create archiving accounts that are maintained within Zimbra Collaboration or to work with third-party archiving systems using SMTP forwarding to send messages to a third-party archive server. For third-party archiving, Zimbra Collaboration is configured to act as the forwarding agent.

'''Enabling Archiving For Your Accounts'''

In Zimbra's admin interface, search for the desired user you'd like to enable A&D for. Right-click their account, select 'edit' and in the left-hand column that features all their account options, select 'archiving' and if their status displays "enable archiving: No" You can click on the button that says "Enable archiving"

You will also need to create the new target archive mailbox, so click "create" and it should automatically generate your new archiving account.
Highlight that account in the list, and then click "Select" and then you should see the field "Currently archived to" be filled in with that newly created archive box.
Save, close out of the account and when you search the user again, you should be able to see two entries in the search results; their regular account, and a separate archive account.

We recommend you verify archiving is working properly by sending a test message to their account, and then proxy the archive mailbox to ensure your test is dropped in there as well. You can proxy a mailbox by right-clicking on the highlighted account and selecting "View mail"

'''Discovery'''

If you are trying to locate specific messages across accounts or domains, our helpful support staff is available to conduct a cross-mailbox search for you.
You'll need to submit a support ticket via email to support@xmission.com for a request of a cross-mailbox search. You can also head to [http://xmission.com/support Support Resource Center] and under the section titled 'Other Useful Links' click on 'Email Support/ Open Ticket'

The criteria you'll want to include to our support staff when making this request would be anything that would help us get relevant hits in the search. Sender/Recipient, potential dates of delivery, as well as if the message had any attachments or not.

Please note that at this time cross-mailbox search requests will not be handled via phone and chat, only through an emailed support ticket.

'''Pricing'''

The current rate of Archive licensed accounts is $1.50 per/month per/mailbox.
Additional quota is $0.10 per/gig of anything above 20GB.

'''Retention for Archived accounts'''

Our mail retention policy remains the same even for archived accounts. If a archive mailbox is deleted, mailbox data will be purged 45 days after.

Zimbra Archive and Discovery

2023-01-25T21:33:05Z

Arthur:

'''Zimbra Archiving'''

XMission Zimbra hosting now fully supports Archiving.
Zimbra Archiving is an optional feature that enables archiving of messages that were delivered to or sent by Zimbra Collaboration.

Archiving is setup on a per/account basis. When this feature is enabled for an account, a copy of all email from or to that account is forked at the MTA and a copy of the message is delivered to their archive mailbox.

Zimbra archiving can be set up to create archiving accounts that are maintained within Zimbra Collaboration or to work with third-party archiving systems using SMTP forwarding to send messages to a third-party archive server. For third-party archiving, Zimbra Collaboration is configured to act as the forwarding agent.

'''Enabling Archiving For Your Accounts'''

In Zimbra's admin interface, search for the desired user you'd like to enable A&D for. Right-click their account, select 'edit' and in the left-hand column that features all their account options, select 'archiving' and if their status displays "enable archiving: No" You can click on the button that says "Enable archiving"

You will also need to create the new target archive mailbox, so click "create" and it should automatically generate your new archiving account.
Highlight that account in the list, and then click "Select" and then you should see the field "Currently archived to" be filled in with that newly created archive box.
Save, close out of the account and when you search the user again, you should be able to see two entries in the search results; their regular account, and a separate archive account.

We recommend you verify archiving is working properly by sending a test message to their account, and then proxy the archive mailbox to ensure your test is dropped in there as well. You can proxy a mailbox by right-clicking on the highlighted account and selecting "View mail"

'''Pricing'''

The current rate of Archive licensed accounts is $1.50 per/month per/mailbox.
Additional quota is $0.10 per/gig of anything above 20GB.

'''Retention for Archived accounts'''

Our mail retention policy remains the same even for archived accounts. If a archive mailbox is deleted, mailbox data will be purged 45 days after.

Hosted Email: Admin Panel

2023-01-13T20:31:01Z

Arthur:

==Overview/Logging In==
The Zimbra domain administration console is the browser-based user interface used to centrally manage user accounts and most settings.

As a domain administrator, you will be able to create and maintain the following:

*[https://wiki.xmission.com/Hosted_Email:_Admin_Panel#Creating_an_Email_Account Email accounts]
*[https://wiki.xmission.com/Hosted_Email:_Admin_Panel#Creating_an_Alias Mailbox aliases]
*[https://wiki.xmission.com/Hosted_Email:_Admin_Panel#Creating_a_Distribution_List Distribution lists]
*[https://wiki.xmission.com/Zimbra_Archive_and_Discovery#Zimbra_Archive_and_Discovery Zimbra Archive & Discovery]
*Resources

To login to the domain administration console, go to https://zimbraadmin.xmission.com/ and login with your administrative username and password. Domain administrators can also login from the dropdown menu next to your mailbox name in the top right corner of the webmail session. Click on 'Admin Console' to proceed.

==Domain Administrator Responsibilities==

It is important to understand that as domain administrators you are responsible for changing passwords, creating distribution lists, setting email forwards, managing mailboxes, training on phishing, and etc. Our support policy for email is clearly outlined at: https://xmission.com/legal_policies#emlsup We require domain administrators be added as Technical contacts on your billing account in order to receive advanced assistance from our support staff. Please keep contacts up-to-date in the [https://xmission.com/control account management portal] or contact [https://xmission.com/contact XMission Billing] for assistance.

Phishing and email scams are on the rise. It is important to educate yourself and your mailbox holders on how to avoid it. Reference this guide on
[https://wiki.xmission.com/Phishing_and_Email_Scams understanding phishing].

==Email Domain Health==

An important part of effective business email mean protecting your domain with some simple settings to improve delivery and reduce fraud.

XMission advises implementing SPF and DKIM on domains. These are two simple methods domain owners have of "authorizing" specific email servers to send mail on their behalf and prevent abuse. [https://wiki.xmission.com/SPF_and_DKIM How to configure SPF and DKIM]

==About the Administrative Console==

The area above the '''Content''' pane includes the '''Search''' and '''Help''' functions.

'''Search''' allows you to quickly find accounts, aliases, distribution lists and resources for editing.

'''Help''' utilizes Zimbra’s wiki, forums, and documentation. This is a powerful unified search to quickly find answers to common questions.

[[Image:1zimbraadminpanel.png]]

The '''Navigation''' pane on the left includes the following sections:

*'''Home:''' At any time, clicking here will return you to the administrative Home options.

*'''Manage:''' Clicking here will permit you to create and edit any accounts, aliases, distribution lists, and resources for your domain(s).

*'''Help:''' utilizes Zimbra’s wiki, forums, and documentation. This is a powerful unified search to quickly find answers to common questions.

[[Image:4zimbraadminpanel.png]]

Alternatively, you can also click on the arrow beside the "Home" button. This will give you the same options listed above, as well as recent searches and the options available under "Manage." In this example, the recent search was for "xdesign.com."

[[Image:2zimbraadminpanel.png]]

Clicking on "Manage" either way will permit you to make changes to your existing accounts, aliases, distribution lists, and resources.

*'''Accounts:''' Lists all accounts. In the Accounts folder, you create and manage end-user accounts, setting options, class of service, passwords and aliases for an account.

*'''Aliases:''' Lists all aliases that have been created in Accounts. You can use the Move Alias feature from the toolbar to move an alias from one account to another.

*'''Distribution Lists:''' Lists all distribution lists. You can create new distribution lists and add or delete members of a distribution list.

*'''Resources:''' This lists locations or equipment that can be scheduled from your Calendar. Here is where you can create new resources and set the scheduling policy for the resource.

[[Image:3zimbraadminpanel.png]]

==Creating an Email Account==
Select '''Manage''' and then '''Accounts''' section. Click on the gear icon [[Image:gear_icon.png]] and select '''New'''. This will open a dialogue asking for information about the email mailbox you are about to create. Enter the following required information:

* '''Account Name''': This will be the mailbox account that you are about to create. In this example, we are creating "bobdobbs@xdesign.com."
* '''First Name''': The first name of the email user.
* '''Last Name''': The last name of the email user.
[[Image:1zimbraaddaccount.png]]

When creating a new mailbox account you will set the Class of Service (CoS) under '''General Information / Account Setup / Class of Service'''. Don't forget to deselect the "[ ] auto" box to enter the class type.

You may mix and match Class of Service (CoS) for mailbox accounts in your domain to maximize benefits for your organization. Details below.

Something to note, XMission identifies a billable Zimbra account as mailbox with a physical email Inbox and typically belonging to one person. So even if it is not "active" but still provisioned, it will count toward billing. Example, a mailbox set to "closed" or "maintenance" status remains billable.

==Class of Service==

To '''upgrade''' an existing account, or to change existing accounts, simply log in to the admin interface, click on '''"Manage"''' and select the user by double-clicking on the name. Inside the '''"General Information"''' pane you will see '''"Account Setup"''' in the middle of the page. In this area you will find '''"Class of Service"''' with an input box next to it and the "[x] auto" box checked. Deselect the "[ ] auto" box and type '''"xmpremium"''' or '''"xmbase"''' in the field and then hit '''"Save"''' towards the top right of the window. Your account is now set to the selected service level with all the features and storage associated with the account type.

Click the '''"Finish"''' button. You will be returned to the main admin screen, and the new account will have been created at the established service level.

NOTE: If the "Class of Service" field is not available to you, you may need to add your admin account's email address to the "admins" distribution list on your domain and wait up to fifteen minutes. Some older accounts do not have this setup automatically. See [https://wiki.xmission.com/Zimbra_Hosting_Admin#Granting_Domain_Administrator_Access Granting Domain Administrator Access] for more details.

==Updating Account Information==
To add, change, or remove information from an account, simply double-click the account you want to edit. Alternatively, you can right-click the account you wish to update and choose "Edit" from the pop-up menu.

==Change Password==

All Zimbra domain administrator should read this quick blog post on email security: https://xmission.com/blog/2017/10/17/best-practices-for-zimbra-email-security

Changing your end-user mailbox password through the Zimbra [https://zimbraadmin.xmission.com domain admin control panel] is easy, but first let's review XMission password best practices.

'''XMission Zimbra Password requirements:'''

XMission recommends secure passphrases consisting of five to six words, with a few special characters and numbers, since they can be much easier to remember.

* Ideally it is best to use longer, more complex passphrases to properly protect your mailboxes, and your company, from hackers. Our Zimbra system supports passwords up to 128 characters. We advise using a minimum passphrase length of 12-15 characters with 25-28 characters providing very reasonable security.
* Shorter passwords require use of at least 1 of the following: UPPER CASE letter, lower case letter, special characters, and a numeral to meet minimum security requirements.
* Passwords expire after 1 year and must be changed at that time. Changing more frequently is advised.
* You cannot re-use your current password.
* Please allow 15 minutes for the new password to propagate through the system.
* Write credentials down in a secure place until you memorize it then destroy the note.
* Here is a quick and easy to understand visual tutorial on password security: [https://xmission.com/blog/2017/10/17/best-practices-for-zimbra-email-security | https://xkcd.com/936/ ]

'''Three ways to change passwords from domain admin control panel:'''
* Inside the control panel main page click on "Manage" in left column. Right-mouse click on the mailbox name to reveal a drop down menu, select "Change password."
* Inside the control panel main page click on "Manage" in left column and highlight a mailbox. Now right-mouse click on the gear icon in the top right corner. Select "Change password".
* Inside the control panel main page click on "Manage" in left column and double click on the desired mailbox. When it opens the settings page of the mailbox use the "Password" area to change the password.

NOTE: XMission Zimbra servers will allow a password as short as 12 characters. Short passwords are poor security. Please take the time to protect your company email data buy using a passphrase in the 25-28 character length.

==Password Expiration and Failed Login Attempts==
Please note the following details about XMission's email password expiration and failed login attempts policy.

Should you ever have an end-user mailbox that is not allowing login there are two primary reasons for this.
* The password has expired.
* There have been too many failed login attempts to the account causing it to be temporarily suspended.

==== Expired Password ====

All XMission email passwords must be changed once yearly. XMission sends email notices to the user mailbox 2 (two) weeks before expiration. Please ask your mailbox owners to change their password in a timely manner.

Domain administrators are *not* emailed about the user mailbox need to change their password. Repeat, domain administrators are not emailed about password expirations.

==== Failed Login Attempt - Mailbox Access Suspension ====

Failed login attempt account suspension practices are a way to safeguard mailboxes from brute force attacks where a bad actor is trying to access the sensitive information inside. XMission protects customer mailboxes by temporarily suspending mail accounts with too many failed login attempts. This prevents new logins and halts all access on active mail sessions. Incoming email is not restricted.

If you, or another entity, are trying to access the account with too many failed password attempts within the monitoring cycle, the system blocks access for a short period of time, after which you can again attempt to authenticate with correct credentials.

'''Failed login attempt definition:''' Improper entry of a password for a valid mailbox.

'''How failed login attempts are measured and enforced:''' When the first failed login attempt occurs, the monitoring cycle begins. Thereafter, each time a unique wrong password fails, that adds to the count.

It is important to note that when the ''same'' wrong password is used, from any number of IP addresses or devices, it only counts as one (1) failed login attempt.

During the monitoring cycle, if additional failed login attempts are made using a different password from the original attempt, it add to the failed login attempt total. IE: Bad password "A" activates monitoring period. A second unique password "B" is used bringing the total to two (2) failed attempts. If password "A" is used again, it counts as another new unique password totaling three (3) failed attempts.

Once the maximum number of failed attempts is reached, access to the mailbox is temporarily suspended.

==== Troubleshooting ====

Mailbox accounts having failed login issues appear to have the same symptoms as an expired password. The way to test is to access webmail, https://zimbra.xmission.com, with your credentials. If the password is expired it will prompt you to set a new password immediately. If the account is locked out, it will simply not validate with the credentials until the suspension period ends.

If an account is temporarily suspended for too many failed password attempts you need to either wait for the suspension period to pass, reset the mailbox status to active in the domain admin panel, or contact XMission Support to have the suspension manually removed.

Domain administrators can change mailbox status and passwords via the domain admin interface.

NOTE: Use of Two-Factor Authentication (2FA) does not prevent account suspension due to failed authentication attempts.

==Mailbox locked for abuse==

A user mailbox can also be locked for abuse. This abuse can be due to any of the following reasons;
* Successfully compromised by a phishing attempt and shared their password with someone they shouldn't have.
* Use of a previously compromised password on another Internet site or service.
* Malware on a computer or device.
* Rootkit on the computer.

''Symptoms of abuse:''

Domain administrators often ask why a mailbox was locked for a spam run when they do not see evidence of malicious messages in the Sent folder. The primary reason for this is because the spammers use SMTP mail applications that do not sync the Sent mail folder. Only messages sent via the Zimbra webmail interface, via Outlook with the Zimbra Connector, or sent via ActiveSync (Exchange) configuration on mobile devices, will sync Sent messages to the mail system. So a bad actor can send copious amounts of unwanted email quickly and with no trace the end user can see. However, XMission has logs for all messages sent which we use to identify and lock accounts as well as to train system rules to prevent future abuse.

Determining why a mailbox has been locked for abuse can be difficult. XMission will do their best to provide data on what was compromised and how. In some cases this is possible, in others it is not. Most often phishing and re-used passwords are the primary attack vector resulting in a locked user mailbox.

"The remedy:"

Regardless of the "how" all compromised mailbox users are required to change their password immediately to continue using the service. It is imperative that domain administrators do not re-use passwords or set poor temporary passwords.

We strongly advise in the use of long passwords (pass phrases) and password managers such as BitWarden, Keepass, and similar.

Additional compromises of the same mailbox will result in a small fine which we hope is just enough to encourage proper mailbox security. You can read about this policy here: https://xmission.com/blog/2019/05/14/our-new-compromised-email-policy

==Creating an Alias==
Select '''Manage''' and then '''Aliases''' section. Click on the gear icon [[Image:gear_icon.png]] and select '''New'''. This will open a dialogue asking for information about the email alias you wish to create. Enter the following required information:

*'''Alias''': This is the aliased address you will create. In this example, we are adding "bob.dobbs@xdesign.com."
*'''Target Account''': This is the actual email box that will receive any emails directed to the aliases address.
[[Image:1zimbraaddalias.png]]

Click "Ok" to add your new alias.

==Updating Alias Information==
To add, change, or remove information from an alias, simply double-click the alias you want to edit. Alternatively, you can right-click the alias you wish to update and choose "Edit" from the pop-up menu.

==Creating a Distribution List==
Select '''Manage''' and then '''Distribution Lists''' section. Click on the gear icon [[Image:gear_icon.png]] and select '''New'''. This will open a dialogue asking for information about the distribution list you wish to create. Enter the following required information:

* '''List Name''': This will be the email address for the mailing list.
* '''Display Name''': This can be a descriptive name for the list.

[[Image:1zimbraaddlist.png]]

To add email addresses to the list, scroll a bit to the right and you will see a "Search" button below the '''Add Members to this list''' section. If you want add email addresses that are withing your Zimbra package, search for the appropriate domain name(s). In this case, we searched for "xdesign.com." Highlight any results you would like to be added to the list.

[[Image:1zimbraaddmembers.png]]

Using the scroll bar on the right, scroll down and click the "Add Selected" button.

[[Image:2zimbraaddmembers.png]]

If you want to manually add addresses or need to add addresses that are not within Zimbra's search function, you can type the email addresses in the box pictured below. In this case, we are adding two email addresses to the list -- "bobdobbs@gmail.com" and "bigguyjake@xmission.com." Once you've typed in the email addresses you want added to your list, simply click the "Add" button below.

[[Image:3zimbraaddmembers.png]]

''Notes:''

You can make lists members of other lists. This is a handy way to create umbrella lists. For example, if you wanted a staff list, but had various departments, you could add your employees to the departmental list, and then subscribe the departmental lists to the staff lists. This way, an account is only entered once, rather than adding an account to each list individually.

Distribution Lists can also be used to forward domain based emails. For example, you may need to forward ''project@yourdomain.com'' to ''address@someotherdomain.com''. This does not require a Zimbra account for the primary domain email address.

==Updating Distribution List information==
To add, change, or remove information from a list, simply double-click the list you want to edit. Alternatively, you can right-click the list you wish to update and choose "Edit" from the pop-up menu.

==Forwarding Email to Another Address==
If you wish to forward emails sent to your hosted email to another email address, first select '''Manage''' and then '''Accounts.''' Double-click the account you wish to edit or right-click and choose '''Edit''' from the pop-up menu.

To add a forward, click on the '''Forwarding''' section on the left-hand column.

[[Image:1zimbraforward.png]]

Enter the following required information:

* '''User-specified forwarding address''': This will be the email account that emails are forwarded to that the account owner is aware of. In the example below, we will be forwarding emails to "bob.dobbs@xmission.com."

[[Image:2zimbraforward.png]]

Don't forget to choose "Save" near the upper right hand corner after you've added the forwarding address!

* '''Forwarding addresses hidden from the user''': This can be a list of email accounts that emails are forwarded to that the account owner is unaware of. To do this, first click the "Add" button located below the '''Forwarding addresses hidden from the user''' box. It will prompt you to enter an email address. After you've done so, simply click "Ok." In the example below, we will be forwarding messages to "bobdobbs@xmission.com."

[[Image:3zimbraforward.png]]

NOTE: You may also use Distribution Lists to forward domain based emails without needing an account for the specific address. For example, you may need to forward ''project@mydomain.com'' to ''johndoe@someotheremail.com''. The advantage of using a Distribution List is that you eliminate the costs associated with maintaining an account just for forwarding.

==Granting Domain Administrator Access==

To grant an existing mailbox domain administrator privileges start by logging in to the admin interface. Next, select their account then double click to edit. Inside the General Information area, the second category down is "Account Setup." Check the "Administrator" checkbox below "Class of Service." Once checked, a field will appear below, "Administrator role." Enter "admins@yourdomain.com", replacing yourdomain.com with the domain you are granting access rights for. This will add the user to a distribution list, "admins", on your domain, which grants the privileges.

Click "Save" near top-right corner to complete the assignment of rights.

Note that if the "Administrator" checkbox does not exist, you may need to add yourself to the "admins" distribution list manually and wait up to fifteen minutes.

==Importing Accounts from Exchange==

This article has moved: https://wiki.xmission.com/Zimbra_Migration:_Exchange_Import_Wizard

==Deleting a Zimbra Mailbox==

There are two fairly simple ways to properly delete a Zimbra mailbox from the XMission system.

* Log into the Zimbra domain administration panel https://zimbraadmin.xmission.com and select the "Manage" area on the left. Once in the management area you simply highlight the mailbox and then right-mouse click to show the option menu. Select "Delete" and confirm the mailbox deletion request.

* From inside the domain administration panel you may also highlight the mailbox name and then click on the gear wheel in the top right corner of the browser screen to display an options menu. Inside this menu select "Delete" and confirm the deletion request.

Notes:
* Changing mailbox status is not the same as deletion. All provisioned mailboxes are billable.
* Deletion of a mail domain cannot be completed via the domain admin interface and requires contacting XMission billing department.
* Be certain not to delete resource accounts such as galsync or distribution lists unless you know they are no longer needed. Doing so can impact mail performance.

== Zimbra Themes ==

You can see all the themes [https://wiki.xmission.com/Hosted_Email:_Admin_Panel/Zimbra_Themes here]

[[Category:Zimbra|Admin Panel]]

{{footer}}

Zimbra Connect

2023-01-13T20:26:51Z

Arthur:

'''Zimbra Connect'''

Zimbra Connect integrates a fully fledged corporate instant messaging platform inside the Zimbra WebClient, including Group and Corporate Messaging, File Sharing, Screen Sharing and Video Chat capabilities.

'''Features'''

Message delivery and read awareness

1-to-1 Instant Messaging

Group Messaging

Corporate Messaging (Spaces and Channels)

Group Video Calls

Channel Video calls

File Sharing

Screen Sharing

Emojis

'''How to Enable Connect for Your Users'''

In the Zimbra Admin console, search for the desired user you'd like to enable Connect for. Right-click their account, select 'edit' and in their 'general information' settings change their Class of Service from what is currently listed to 'xmprofessional' (which is a premium level mailbox + connect & archiving features)

Next, from the left-hand column for mailbox edit options, select the section that says "Connect"
There you can enable and disable the Connect option for your user's mailbox. You can also set available Zimbra Connect parameters such as the ability to save all chat history, enabling video chat instead of audio only, etc.

'''Troubleshooting'''

A good place to verify settings is found in the actual mailbox by proxying the account, then selecting the Connect tab and then clicking on the gear sprocket icon to view settings.

[[File:Connect_prefs.png]]

Verify the correct device for the mic and camera are selected, as that will likely be a large percentage of problems for accounts to be able to access audio and video for Connect meetings. Simply click on "Enable microphone" and "Enable camera" to select the desired devices for meetings.

[[File:Connect_settings.png]]

If you run into any other issues related to our Connect feature, please don't hesitate to reach out to our Technical Support department 24/7 for assistance.

File:Connect settings.png

2023-01-13T20:25:05Z

Arthur:

File:Connect prefs.png

2023-01-13T20:24:53Z

Arthur:

Zimbra Connect

2023-01-13T20:24:38Z

Arthur: Created page with "'''Zimbra Connect''' Zimbra Connect integrates a fully fledged corporate instant messaging platform inside the Zimbra WebClient, including Group and Corporate Messaging, File..."

'''Zimbra Connect'''

Zimbra Connect integrates a fully fledged corporate instant messaging platform inside the Zimbra WebClient, including Group and Corporate Messaging, File Sharing, Screen Sharing and Video Chat capabilities.

'''Features'''

Message delivery and read awareness

1-to-1 Instant Messaging

Group Messaging

Corporate Messaging (Spaces and Channels)

Group Video Calls

Channel Video calls

File Sharing

Screen Sharing

Emojis

'''How to Enable Connect for Your Users'''

In the Zimbra Admin console, search for the desired user you'd like to enable Connect for. Right-click their account, select 'edit' and in their 'general information' settings change their Class of Service from what is currently listed to 'xmprofessional' (which is a premium level mailbox + connect & archiving features)

Next, from the left-hand column for mailbox edit options, select the section that says "Connect"
There you can enable and disable the Connect option for your user's mailbox. You can also set available Zimbra Connect parameters such as the ability to save all chat history, enabling video chat instead of audio only, etc.

'''Troubleshooting'''

A good place to verify settings is found in the actual mailbox by proxying the account, then selecting the connect tab and then clicking on the gear sprocket icon to view settings.

[[File:Connect_prefs.png]]

Verify the correct device for the mic and camera are selected, as that will likely be a large percentage of problems for accounts to be able to access audio and video for connect meetings.

[[File:Connect_settings.png]]

If you run into any other issues related to our Connect feature, please don't hesitate to reach out to our Technical Support department 24/7 for assistance.

File:Admin Discovery.png

2023-01-13T19:54:14Z

Arthur:

Zimbra Archive and Discovery

2023-01-13T19:54:00Z

Arthur: Created page with "'''Zimbra Archiving''' XMission Zimbra hosting now fully supports Archiving & Discovery (A&D). Zimbra Archiving and Discovery is an optional feature that enables archiving of..."

'''Zimbra Archiving'''

XMission Zimbra hosting now fully supports Archiving & Discovery (A&D).
Zimbra Archiving and Discovery is an optional feature that enables archiving of messages that were delivered to or sent by Zimbra Collaboration. It also gives domain administrators the ability to cross-search mailboxes for specific messages.

Archiving is setup on a per/account basis. When this feature is enabled for an account, a copy of all email from or to that account is forked at the MTA and a copy of the message is delivered to their archive mailbox.

Zimbra archiving can be set up to create archiving accounts that are maintained within Zimbra Collaboration or to work with third-party archiving systems using SMTP forwarding to send messages to a third-party archive server. For third-party archiving, Zimbra Collaboration is configured to act as the forwarding agent.

'''Enabling A&D For Your Accounts'''

In Zimbra's admin interface, search for the desired user you'd like to enable A&D for. Right-click their account, select 'edit' and in their 'general information' settings change their Class of Service from what is currently listed to either 'archive_xmbase' or 'archive_xmpremium'.
In the left-hand column that features all their account options, select 'archiving' and if their status displays "enable archiving: No" You can click on the button that says "Enable archiving"

You will also need to create the new target archive mailbox, so click "create" and it should automatically generate a name+numericalsequence@domain.archive account.
Highlight that account in the list, and then click "Select" and then you should see the field "Currently archived to" be filled in with that newly created archive box.
Save, close out of the account and when you search the user again, you should be able to see two entries in the search results; their regular account, and a separate archive account.

We recommend you verify archiving is working properly by sending a test message to their account, and then proxy the archive mailbox to ensure your test is dropped in there as well. You can proxy a mailbox by right-clicking on the highlighted account and selecting "View mail"

'''Discovery'''

The discovery feature of Archiving and Discovery is used to search across live and archive mailboxes for email messages and attachments. The discovery tool can be run from the Administration Console and the results are copied to a target mailbox that you specify.

You can search outgoing and incoming email by date, from, to, cc, subject, keywords, and attachments. You can also create queries to search by name, dates and time ranges, distribution list, aliases.

Search results are placed in a target mailbox. You can organize your search results by creating different target mailboxes or by creating individual folders within a target mailbox for each search you run. X-zimbra-Source header information is added to each message header that is copied to the targeted mailbox. This header label includes the account ID, the account name, and the server that the account resides on.

You can see the results of the search by logging on to the target mailbox address.

'''How to Search via Discovery'''

In Zimbra Admin, click on 'tools' and then 'search mail'
Over in the right-hand corner, click on the gear sprocket and select 'new'

This will load a blank slate for search parameters. You can specify multiple options such as basic to and from data/date/time to get more granular in your search.

[[File:Admin_Discovery.png]]

Make sure to specify the server, as well as the target mailbox for search results. If any messages are found with the specified parameters, it will drop them in the specified Mail folder for results.

'''Pricing'''

The current rate of A&D licensed accounts is $1.50 per/month per/mailbox.
Additional quota is $0.10 per/gig of anything above 20GB.

'''Retention for Archived accounts'''

Our mail retention policy remains the same even for archived accounts. If a archive mailbox is deleted, mailbox data will be purged 45 days after.

Email

2023-01-13T19:23:22Z

Arthur:

<h3>Information</h3>
*[[Zimbra Domain Email and Collaboration Suite|Zimbra Email and Collaboration Suite]]
*[https://xmission.com/blog/?s=zimbra Zimbra power tips on our XMission blog]
*[[Hosted_Email:Zimbra_Self-Service_Account_Recovery|Zimbra Self-Service Account Recovery]]
*[[Zimbra_Two-Factor_Authentication| Zimbra Two-Factor Authentication]]
*[[Zimbra Archive and Discovery]] - A&D mail retention and search solutions
*[[Zimbra Connect]] - Zimbra's video chat and meeting solution
*[[Zimbra Cloud]] Supported by XMission

<h3>Setup Instructions</h3>
*[[Client_Configuration_for_%40XMission.com_Email|XMission.com Email Configuration Instructions]]
*[[Zimbra_Email_Client_Configurations|Zimbra Email Configuration Instructions]]
*[[General Email Settings]]
*[[New_Webmail_Interface|XMission webmail help for @xmission.com email accounts]]

<h3> Miscellaneous</h3>
*[[Delist Request | Request delisting from XMission RBL blocklist.]]
*[[Suffix_support | Suffix support adds unlimited address options to your XMission email]]
*[[Email attachments | Security: Why certain email attachments are blocked by XMission.]]
*[[LDAP/Active Directory | Authenticating XMission hosted Zimbra with customer LDAP/Active Directory.]]
*[[Phishing_and_Email_Scams | Protect yourself from phishing.]]

[[Category:Email]]