Mail

This section familiarizes you with Zimbra 9’s email interface.

Figure 2. Email interface

This page is the first thing you see when you log in to check your emails. It has

1. A left sidebar.
   
2. An email pane.
   
3. A reading pane located to the right or below the email pane. The reading pane can be disabled from Settings.
   

You can drag to change the width of each pane.

Left Sidebar

The left pane of the email window contains the following folders.
Inbox
Whenever someone sends you an email, it comes straight to your Inbox. Click this folder to view your incoming emails. You can also right-click this folder to create subfolders.
Drafts
Mails that you have written and saved — or which Zimbra 9 saved while you were composing them — but not yet sent appear under drafts folder.
Sent
When you send an email to someone, it appears in your sent folder. You can right-click this folder to create subfolders.
Junk
Zimbra 9 moves all the unwanted or spam emails here to keep them out of your Inbox.
Trash
All deleted emails are moved to this folder until you Empty the Trash, permanently delete, or restore them.
Folders
Sometimes, you may want a folder for storing specific emails. All such folders are listed here.
Tags
It also lists your saved searches and tags that other emails may carry. Clicking a tag lists all emails in the email pane, carrying that tag. You can also create a custom tag.

Email Pane

This pane displays emails from your Inbox by default.
Event invitations appear with

. This icon helps set an invitation apart from an email.
Clicking a folder in the Left Sidebar lists its contents in this pane.

Reading Pane

When an email is selected, this pane shows its contents.
A toolbar displays some quick actions regarding an email.

These buttons become functional after you select an email and view its contents in the reading pane.

Click

to reply to the person who sent this email.
Click

to reply to everyone whose email address appears in To or Cc fields.

Any attachment in the original email is not included in Reply or Reply All functions.

Click

to forward this email to others.
It is especially helpful in sending a received attachment to others.

archives your emails and saves space.
Archived emails do not appear in Inbox or any of the folders, but you can search for them using Email Search box.

removes emails from the current folder and moves them to a folder chosen from the drop-down.

deletes emails.
The deleted emails appear in the Trash* folder.

marks emails as spam and moves them to the Junk folder.

reveals further actions to take on emails like marking an email as read or unread, or mark an email with a

for it to stand out, and blocking a contact from sending you emails.

Keyboard Shortcuts

Zimbra 9 supports keyboard shortcuts; to see what shortcuts are defined, type Ctrl+Q. The available keyboard shortcuts are context-sensitive. Ctrl+Q displays different shortcuts depending on whether you have selected mail, calendar, or contacts.
Kbd:[Shift] and Ctrl help you select contiguous or non-contiguous emails, respectively.

Keyboard Shortcuts During Input

While providing input, e.g. "Add Event" dialog:

• Tab moves to next element
  
• Shift+Tab moves to previous element
  
• Command+C or Ctrl+C to Copy
  
• Command+X or Ctrl+X to Cut
  
• Command+V or Ctrl+V to Paste
  
• Commmand+Z or Ctrl+Z to Undo
  
• Commmand+Shift+Z or Ctrl+Shift+Z to Redo
  

Mac users should consider enabling full keyboard access See Use your keyboard like a mouse with Full Keyboard Access

Tags

Tags help classify and organize email messages or conversations. Tags also help sort emails and make searches easy. You can also apply multiple tags to an email.

Create a Tag

1. In the Left Sidebar, hover on Tags and click .
2. Enter the new Tag name and select a color for the tag.
   

   Tag names can include any character except a colon (:), forward-slash (/), and quotation mark (").

3. Click Save.
   

You can also create tags when applying them.

1. In the Email Pane, right-click an email.
   
2. From the context menu, select Tag.
   
3. Choose Add a Tag.
4. Enter the new Tag name and select a color for the tag.
   
5. Click Save.
   

The new tag now appears under Tags.

Assign a Tag to an Email

You can assign multiple tags to an email to classify it under different categories.

1. In the Email Pane, right-click an email.
   
2. From the context menu, select Tag.
   
3. From the Tags modal, choose an already created tag or create a new one.
   
4. Click Save to apply the tag.
   You can create tags while applying them.
   

The new tag is now listed and ready to be applied.

Remove a Tag

1. Right-click an email that you have tagged.
   
2. From the context menu, select Tag.
   
3. From the pop-up that appears, uncheck the box against a tag to remove it from the email.
   
4. Click Save to apply the tag.
   

Display Messages with a Specific Tag

1. In the Left Sidebar, click before Tags to list all created tags.
2. Click a tag to list all emails with the selected tag in the Email Pane.
   

Edit a Tag

1. In the Left Sidebar, click before Tags to list all created tags.
2. Right click a tag and choose Edit from the context menu.
   
3. Change the name and color associated with a tag.
   
4. Click Save.
   

Delete a Tag

1. In the Left Sidebar, click before Tags to list all created tags.
2. Right-click a tag and choose Delete from the context menu.
   
3. Choose Continue from the confirmation popup.
   
4. The selected tag is deleted and cleared off from all emails marked with that tag. The emails stay safe in their respective folders.
   

Import Email Folders

You can import email folders directly in Zimbra 9, provided the folders to import are in .tgz format.

1. In the Left Sidebar, right-click a folder under which you prefer to import your email folder.
   
2. From the context menu, choose Import.
   
3. From the Import modal, click Choose File.
   
4. From the file browser window, choose the .tgz file to import.
   
5. Click Import to begin the import process.
   
6. The imported folder appears under the selected folder after the process completes.
   

Export Email Folders

You can export email folders directly in Zimbra 9 in .tgz format.

1. In the Left Sidebar, right-click a folder to export.
   
2. From the context menu, choose Export.
   
3. From the file browser window, choose a location to save the .tgz file.
   
4. The exported folder downloads at the specified location.
   

Share Email Folders

You can share your email folders with others and grant them controlled access.

1. In the Left Sidebar, right-click a folder to share.
   
2. From the context menu, choose Share.
   
3. Choose appropriate permissions from the Sharing Permissions drop-down.
   View Users can view all emails under the shared folder but cannot make changes to that folder.
   View, edit, add, and remove Users have permission to view and edit the contents of a folder, create new subfolders, present items on your behalf, and delete items from the folder.
   View, edit, add, remove, and administer Users have permission to view and edit the content of a shared folder, create new subfolders, present on your behalf, delete items from the shared folder, and share the folder with others.
   
4. Enter the email address(s) with whom to share the email folders.
   
5. Click Save for changes to take effect.
   

If the recipient declines the share, you receive a notification email. Similarly, when you revoke the share, the recipient also receives an email notification.

Compose and Send a Message

1. Click New message in the left bar.
   
2. Add a recipient email address in the To field. Separate multiple recipients with a comma.
   
   1. Click To to launch the Choose Contacts dialog. Using this tool, you can search for and choose contacts from a selection of contexts. Choose contexts from the drop-down on the right.
      
   2. Known addresses (from your contacts or frequent correspondents) appear as suggestions automatically. You can click on suggestions, or select them with the arrow keys and press Enter.
      
3. Set the subject of the email.
   
4. Add images and files to your message.
   
5. Click Send to send the email.
   

Select Contacts

When composing an email, click To to launch Choose Contacts window. Alternatively, begin typing recipients to bring up suggestions from which to choose. These email addresses can be copied and pasted to Cc and Bcc fields as well.
Pick a context for searching and choosing contacts. The options are from your Contact Folders and lists, including:
Contacts
This group lists all the contacts that you have added yourself.
Emailed contacts
This folder lists people to whom you have sent emails.
Global Address List
These are people whose email address domain is the same as yours. However, only a Zimbra 9 administrator can enable this feature.
My Contacts
This group is a collection of all the contacts listed in Contacts and Emailed Contacts groups.

Format an Email

Use the toolbar at the bottom of the message compose screen to format your text.

1. Click beside the font size to see the available options.
2. Click beside the font type to see the available options.
3. Click for bold, for italicized, or for underlined text.
4. Click to choose your desired text color.
5. Click to choose your desired highlight color.
6. Select text and click to see alignment options.
   1. left-aligns the selected text.
   2. right-aligns the selected text.
   3. center-aligns the selected text.
7. Click inside a sentence and click to see numbered list options.
8. Click inside a sentence and click to see bulleted list options.
9. Highlight a sentence and click to increase or decrease indent of your text.
10. To create links click and enter the URL, Text to display, and link’s Title.
11. Click to select and insert an emoji.
12. To insert and format a table, click for options.
13. Click to undo and to redo your changes.