You may have a calendar that you want to make into a web page. For example, you might want to post a calendar of your office hours and link to it from your syllabus or web page for your students. The following instructions will walk you through the process.

Note: Doing this will make the calendar you select available for anyone on the Internet to see. Do not use these instructions on a calendar that you do not want available on the Internet.

Login to webmail
Go to the Calendar tab
Right-click on the calendar to share and select Share Calendar
On the Share Properties dialog select Public
On the bottom of the Share Properties dialog, you will see a web address (for example, https://zimbra.humboldt.edu:443/home/YOURNAME/Calendar). Copy this address (URL).
Click OK
Open a new browser window
In the address bar, paste the URL you copied earlier
Before you press enter, click at the end of the address you pasted and type .html
Press enter to load your public calendar.
Copy this new web page address (with the .html) and share it with anyone. (for example, https://zimbra.humboldt.edu:443/home/YOURNAME/Calendar.html)

Image showing the Share Properties dialog box with the Public radio button selected as described in the steps above.

How can I open the Administrative Calendar (or: the Administrative Calendar disappeared)?

Login to webmail
Go to the Calendar tab
Right click on "Calendars" (above your list of calendars, but below where it says "New Calendar". It has a small down arrow next to it.)
Select "Link to Shared Calendar"
In the following fields, enter:
- Email: administrativecalendar@humboldt.edu
- Path: Calendar
- Name: Administrative Calendar
Click OK

Image showing the Link to Shared Calendar dialog box with the information entered as described in the steps above.

My messages keep disappearing. What's going on?

You may be using the Conversation View, which groups messages by subject, showing only the most recent one for each subject. If you read a message and respond to it, your response will be the most recent one, and it might seem like you've "lost" the original message. Look for a small arrow to the left of a message. This indicates that there are more messages in the conversation. Click on that arrow to view the entire conversation. If you prefer your mail to be listed sequentially, you can change to Message View. To do this, select View > By Message on the Zimbra Toolbar. See http://www.humboldt.edu/zimbra/userguide/conversation_view.shtml for information about conversation view.

Why does my email address have to be First.Last@humboldt.edu in Zimbra?

In short, this helps protect your privacy and confidential data. Because you login with your HSU User Name (abc123) to a number of systems that contain confidential information, we want to protect that User Name from being displayed. One way to do this is to display your email address as First.Last@humboldt.edu. This allows people to easily find you, but it also protects your HSU User Name from being given out. This email address will also soon be your displayed address in the Campus Directory.

Read more about your public and private identity at www.humboldt.edu/~its/techguides/security/identities.shtml

How do I change my name?

If you just want your name to show up in the email address list differently (for example, you go by Bob, not Robert, or Kim, not Kimberly), e-mail help@humboldt.edu and ask them to change how your name displays in the address list.

If you have a legal name change (marriage, divorce, etc.), you will need to fill out a form and provide proper identification with Human Resources and/or the AIR Center.

Students: Complete the Name Change form (http://www.humboldt.edu/~reg/pdf/NameChange.pdf) and take it to the AIR Center (SBS 133). Be sure you have a court document, driver's license, or social security card showing your new name.

Faculty & Staff: Complete an Employee Action Request (EAR) form (http://www.humboldt.edu/~hsuhr/docs/ear.pdf) and take it Human Resources (SH 211). They can also provide you with a beneficiary designation packet, if you desire to update your designation. Be sure you have a Social Security Card with your new name. *** If you were EVER a student at HSU, you will ALSO need to change your name at the AIR Center in order for it to affect all computer systems (email, Moodle, your computer, etc.). Follow the instructions above for students.

Someone shared their calendar with me, how do I access it?

When someone invites you to share a calendar, you will receive an email message in your inbox telling you that someone has shared their calendar with you. You will then need to click the "Accept Share" button or the "Decline Share" button in the upper left corner above the message.

NOTE: If you have your calendar preference settings set to delete invite on reply, the message disappears from your inbox and you will not have the chance to change your response. If you decline then change your mind, the person will have to resend the email. This setting can be changed under the "Preferences" tab, then "Calendar" tab.

Can you click and drag with the mouse to create new meetings/activities/banners?

Yes.

Even though the appropriate calendar is checked, my appointments do not show up.

Click the "Refresh" button on the Calendar toolbar

How do I add a Tag to my meeting?

In order to create a Tag, right click on the Tag line at the left of your calendar (below Calendars, above Zimlets) then pick "New Tag."

Once you have actually created Tags and wish to tag a meeting or activity, right click on the appropriate meeting then choose "Tag Appointment" or select your meeting by clicking the meeting once and click the "Tag" button on the Calendar toolbar, then choose which Tag you want to apply.

How can I have my assistant see all of my meeting invitations?

You will need to setup a filter to move all of your invitations into a folder and then share that folder with your assistant.

Click Preferences > Mail Filters
Click New Filter
Name your filter something meaningful, such as "Invitations"
In the conditions section, select Body from the pull-down menu.
Enter the phrase "VCALENDAR" in the text box.
Under Perform the following actions, select File into folder from the pull-down menu.
Click Browse
Click New to create a new folder
Name your folder Meeting Invitations and select a location.
Click OK
Click OK again
Back at the Add Filter window, click OK to complete the filter. Now all incoming mail will go into that folder.
Share the Meeting Locations folder with the person who will accept meetings on your behalf. See http://www.humboldt.edu/zimbra/userguide/share_folders.shtml for instructions

Image showing the Add Filter dialog box filled out with the information to filter invitations as described in the steps above.

Is there a way to have spell-check running while I type?

Zimbra's spell-check feature only runs when you click the button. If you use a browser with a built-in spell-check feature (Firefox or Safari), you will be able to see any spelling errors.

Will my email address change?

Kind of. If you are a student, you will need to login to Account Center (formerly known as WebReg) and select a nickname. This nickname will be your "from" address in email once we start using Zimbra. Your current Humboldt email address will continue to work! You will continue to login to email, labs, Moodle, etc. with your HSU User Name, but you should start using this new nickname as your email address. This step helps safe-guard your privacy. Once you set up your nickname, your friends and professors will be able to easily find you in Zimbra by typing your name in the "To" field of an email message.

If you are a staff or faculty member, you already have a formal alias (first.last@humboldt.edu). In Zimbra, this will automatically become your "from" address. Your current Humboldt email address will continue to work! You will continue to login to email, your office computer,Moodle, etc. with your HSU User Name (ex. abc123), but you should start using your formal alias as your email address. This step helps safe-guard your privacy and student data.

Read more about your public and private identity at www.humboldt.edu/~its/techguides/security/identities.shtml

When I compose a message, it blocks the rest of my emails.

To have all messages open in a new window, click on Preferences, select the Composing Tab, select "Always compose in a new window". Save your settings.

To temporarily resolve this issue, click on the "Compose in a separate window" button (top right hand corner of the message window, a picture of a large screen with a small screen in the background.

I receive an error message that says "Objects are not highlighted due to message size." and I have the option to "Highlight Objects." What does this mean?

Objects are things like phone numbers and e-mail addresses. In large emails, Zimbra does not automatically make those active links. Click on "Highlight Objects" to turn those into clickable links.

How do I set up a vacation response (auto-reply) in my email account?

Click on the "Preferences" tab, then the "Mail" tab. Under "Receiving Messages" click the box that says "Send auto-reply message." Type the text you want your auto-reply message to say in the appropriate field. Then set a start date and an end date.

My mail has been slowly disappearing out of my inbox, where is it going?

Zimbra defaults to show only 25 messages. Your messages have likely moved to the second page. Click on the "Next Page" arrow on the right-hand side of the page above your messages.

You can change the number of messages that are displayed in Preferences > Mail. Set Display to the number you prefer (10, 25, 50, or 100)

All of my mail disappeared. What happened?

If you used to use another mail client (Outlook, Eudora, Mail, etc.) and you opened that client to look at old mail, it's possible that it wasn't configured to stop getting your mail when you moved to Zimbra. Check to see if your mail is in our old mail client, and call your ITC to have them turn off mail checking in that client.

I am responsible for a departmental account, but I can't login to it. How do I access that mail?

The inbox for this account will show up as a mail folder in your inbox in Zimbra, and you will be able to read, respond to, delete, and file any messages that are sent to this account.

You will not be able to login to this account with a separate password. This change is for security reasons: to prevent passwords from being shared with others and to maintain accountability for who has access to what.

If you need to give access to this account to another person, you will be able to share this inbox with anyone at HSU. You can share an inbox with as many people as you would like.

I am responsible for a departmental account, but when I reply to a message sent to that account, it comes from me. How do I reply or send email as that account?

You will need to setup a persona for that account.

Go to Preferences > Accounts
Click Add Persona
Name the persona something meaningful (such as the name of the account)
Enter the From name and email address
Under "Use this persona" use one or both of the following options:

check "When replying or forwarding messages sent to:" and enter the departmental email account.
check "Replying to or forwarding messages in folder(s):" and browse to select the shared mail folder.

You will now be able to respond using that mail account. You can also change which account you use when composing a new message. You will see a pull-down menu next to the Subject line.

Why do I sometimes see an hourglass in Zimbra?

If you are connected on a slower Internet connection (wireless, your network at home, etc.) you may see delays when using Zimbra. Check to see if you are having slowness in other pages as well.

I cannot find the Spell Check button.

Safari and Chrome do not display the Spell Check button as an option. Both browsers have a built in spell-check feature that will identify misspelled words as you type; however, if you prefer to use the spell check option, you may use Firefox.

The checkbox to view a calendar works in reverse (unchecked it shows)?

This problem appears to happen mostly when you open multiple instances of Zimbra and start making changes in all of them. To correct the problem try:

Uncheck all your calendars
Log out of zimbra (and all instances of it that you have open)
Log back in and check the calendars you wish to view

How do I accept a share if all of my mail is forwarded to another email address?

When you receive that email, it has two pieces of information you need to open the share in webmail:

Shared Item (the name of the shared item)
Owner (the email address of the item's owner)

Image of screen showing example email

Follow these step to link to the shared item:

Login to webmail
Right click on "Folders" (above your Inbox)
Select "Link to Shared Folder"
In the following fields, enter:

Email: the Owner's email address
Path: the name of the Shared Item

Click OK

Image of screen shot showing example dialog box for linking share

What is offline version?

In the Zimbra Web client, there is a link that says "Offline Version". Clicking this link takes you to a Zimbra web page to download the Zimbra Desktop Client. We do not recommend that you use the Zimbra Desktop Client. This is still a beta product (which means it is still being tested by the company) and does not allow you to share items or see your shared items.

Is there a size limit to email attachments?

Yes. Attachments are limited to a maximum size of 50 Megabytes.

General Transition Questions

Why are we changing email systems?

HSU has had the same email system for over 15 years, and used MeetingMaker for over 10 years. Things have changed in the email and calendaring worlds, and it's time for HSU to change, too! The move to Zimbra Collaboration Suite (ZCS) gives us the opportunity to improve reliability while adding collaboration tools and increasing storage for users. Many campus constituents have sought the added services that Zimbra provides. ITS worked with user groups across campus to evaluate and test alternatives to replace our current system (Sendmail). Zimbra is in current use by many large universities.

When will Zimbra be available for use?

We will be moving to Zimbra on October 20, 2008. Current MeetingMaker users will be able to start moving their appointments over starting October 6, 2008.

Will I need a new ID and password to sign in to Zimbra?

No. Zimbra will use your existing HSU User Name and password.

Will I need new software on my computer to use Zimbra? (What clients do we support?)

We heartily recommend that everyone use the “Zimbra Web Interface” (Windows, Mac and Linux users alike) to enjoy the best email experience. You'll be able to use the same interface whether you are on or off campus, your email and contacts will look the same no matter where you are, and your calendar will appear in the same application as your email.

If you are running standard email software (Outlook, Eudora, Thunderbird, Mail, Entourage), your email will keep working after the initial email implementation this fall, but you WILL need configuration changes if you want to use some of the new features Zimbra has to offer. Please note that Eudora, Thunderbird, and Entourage will no longer be supported by the Help Desk and your ITC after we move to Zimbra. The clients will still work, but you will have limited features until you switch to a supported client

Outlook users who choose not to use the Zimbra Web Client will need to install the Zimbra Connector for Outlook to be able use the calendar functionality and enjoy the full benefits of Zimbra.

Mac users who choose not to use the Zimbra Web Client will need to install the Zimbra Connector for Apple iSync.

Standards based clients (IMAP, etc) may also be used, but will not be supported by the Help Desk and your ITC.

MeetingMaker will stop working on October 20, 2008. You will still be able to reference it for historical data, but you will not be able to schedule meetings there. There will be no “stand alone” calendar software like MeetingMaker after this date. Instead, you will access your calendar information within the very same interface where you access your email. For those who use the Zimbra Web Interface for email, that's where you'll also access your calendar. For those who opt to use the Zimbra Connector for Outlook (ZCO), this product will provide you with connection to both your email and calendar, as does the Mac Zimbra Connector for Apple iSync.

See Client Comparison

SPECIAL NOTE: The Zimbra Web Interface offers new components and features such as a ‘Briefcase' for short-term sharing of documents with other users and a wiki-like feature that will interest many users. These features will only be available with the Zimbra Web Interface and Zimbra Desktop clients.

Will PDAs and smartphones work with Zimbra?

You can access your mail and calendar by visiting webmail.humboldt.edu using any mobile device with a web browser. This option is available to everyone and requires no special device configuration.

If you prefer to have your mail and calendar items synced with your device, Zimbra does support a wide variety of PDAs and Smartphones that can connect to the Internet wirelessly (either with a data plan or using a wireless network). For more detailed information see www.humboldt.edu/smartphones.

How can I stay updated on what's happening with the project?

The best source of information on Zimbra is the Help Desk email support website (www.humboldt.edu/zimbra). ITS will also use University Notices, the Lumberjack, and occasional emails, to keep the campus informed. ITS technical staff will communicate directly with technical support personnel.

How am I going to learn how to use the new system?

Training materials and documentation will be posted at www.humboldt.edu/zimbra before and after the system is available and in production. In addition, Zimbra's on-line help is extensive and easy to use. Zimbra will be supported by the ITS Help Desk.

Classes for faculty and staff will be available beginning October 6th. You will be able to sign up for classes by going to www.humboldt.edu/~ftsc.

What should I do if I have questions or a problem?

Contact the Help Desk at 826-HELP or call your ITC. Be sure to include as much specific information about your problem as possible (such as circumstances when the problem occurred, browser or other client versions) so that we may assist you as quickly as possible

Is there anything I need to do to get ready?

Cleaning up your email folders will help facilitate a smooth transition. All users are encouraged to clean out your Inbox (including sub-folders) and Sent folder of unneeded emails, and empty your Trash folder. Make these steps part of your regular routine!

Email Transition

How much space will users have on the Zimbra system?

We will start with 500 MB of storage for staff and faculty, and 100 MB of storage for students and all other accounts. ITS will continue to monitor storage needs. This space includes email, calendar, attachments, and anything stored in a Zimbra document or briefcase.

What will happen to my email that's currently on Axe/Webmail?

Email currently stored on the email server (not locally stored) will be migrated to Zimbra before the cutover, and will be available to you in Zimbra after migration. This includes email that is in Webmail.

Locally stored messages will still be available with desktop software such as Outlook.

Will all of my mail be migrated? In the same folders?

Mail that is stored on the server will be moved to Zimbra; however, mail that is stored on your computer will not be. You will be able to use your old email client (Outlook, Eudora, Thunderbird, Mail, Entourage) as an archive, and all of your new mail will arrive in Zimbra. You are encouraged to clean out your Inbox (including sub-folders) and Sent folder of unneeded emails, and empty your Trash folder. Make these steps part of your regular routine!

How will the change to Zimbra affect my local message store?

Locally stored messages will still be available with desktop software such as Outlook. This will serve as an archive of all of your old mail, and all of your new mail will arrive in Zimbra.

Will there be any changes to SPAM handling?

There are no changes planned. Barracuda will still handle SPAM messages and send you a notice of messages that are quarantined.

Will all of my email filters migrate to Zimbra?

We will not be able to migrate user email filters (rules), but you may reproduce existing mail filters as needed in Zimbra. This migration presents an opportunity to review current rules for relevance and accuracy.

Will this change how my outgoing mail server at home is configured?

No change at this time, but we do highly recommend that you use the Zimbra Web Client so you can enjoy the same email experience whether you are in the office or elsewhere.

How long can I store emails in the junk or trash folders in Zimbra?

We will be reviewing policies for junk and/or trash folders after the move to Zimbra. Even with the increased email storage allotments, we may be able to assist quota and email management by the introduction of system wide email aging for these folders. If instituted, the timelines for email aging will be published clearly in advance so that users may avoid accidental loss of mail.

Will I still be able to use Pine?

Unfortunately, no. Command line (shell) access will not be available on the new email server.

Will Eudora still work?

Technically, yes, Eudora will continue to allow you to read your email; however, Eudora is no longer a supported client as it lacks many of the features available in Zimbra. Additionally, Qualcomm (the maker of Eudora) discontinued sales for Eudora on May 1st, 2007. As of October 31st, 2007 they no longer offer support for Eudora. Zimbra allows you to view your email and calendar in one application, use the same interface whether you are on or off campus, have your email and contacts look the same no matter where you are, and search for an HSU email address without leaving your email message. These features are all unavailable in Eudora. While you can still use Eudora (in fact, you can use any standards-based (IMAP or POP) email client) we recommend that you take a look at the Zimbra Web Client and discuss your choices with your ITC.

Supported clients include: Zimbra Web Client, Outlook with the Zimbra Connector, and Mac Mail & iCal with the Zimbra iSync Connector. Using a supported client means you will be able to get assistance from the Help Desk or your ITC on configuring or using one of these clients. Assistance with and configuration guides for unsupported clients will not be available.

Will Thunderbird still work?

Technically, yes, Thunderbird will continue to allow you to read your email; however, Thunderbird is no longer a supported client as it lacks many of the features available in Zimbra. Zimbra allows you to view your email and calendar in one application, use the same interface whether you are on or off campus, have your email and contacts look the same no matter where you are, and search for an HSU email address without leaving your email message. These features are all unavailable in Thunderbird. Using Thunderbird with Lightning can give you access to the calendar, but you can only see one calendar (Zimbra allows you to have multiple calendars) and you can’t see other user’s free/busy time. This is helpful for scheduling meetings. While you can still use Thunderbird (in fact, you can use any standards-based (IMAP or POP) email client) we recommend that you take a look at the Zimbra Web Client and discuss your choices with your ITC.

Will Entourage still work?

Technically, yes, Entourage will continue to allow you to read your email; however, Entourage is no longer a supported client as it lacks many of the features available in Zimbra. Zimbra allows you use the same interface whether you are on or off campus, have your email and contacts look the same no matter where you are, view the free/busy time of other users to schedule meetings, and search for an HSU email address without leaving your email message. These features are all unavailable in Entourage. While you can still use Entourage (in fact, you can use any standards-based (IMAP or POP) email client) we recommend that you take a look at the Zimbra Web Client and discuss your choices with your ITC.

Will my preferred email address (forwarding) still work?

Yes! If you had your mail forwarded to a preferred email address, nothing will change! All of your HSU mail will still be delivered straight to the address you specified in Account Center (formerly known as WebReg). If you had a .forward or procmailrc file on Axe, we have converted that to a preferred email address for you.

Calendar Transition

How does the Zimbra Calendar compare to MeetingMaker?

While the interface may look quite different from MeetingMaker, most prompts and other interactions will be intuitive for new Zimbra users. In fact, Zimbra Calendar will be familiar to users of Google and other calendar vendors, with easy to use drag-and-drop functionality, as well as some calendar customization. Zimbra Calendar includes features such as the ability to have multiple, user-created calendars, and the ability to subscribe to other user calendars. Zimbra Calendar will continue to offer variable privacy settings per meeting, calendar delegation, schedulable calendar resources, meeting reminders and notifications, and free-busy calendar lookups.

Will all my current MeetingMaker entries be transferred over?

Unfortunately, no. You will be responsible for moving all of your calendar activities and to-do lists. Make sure you reschedule all meetings that you originally scheduled, and accept invitations from others as they come in.

The calendar portion of Zimbra will be available starting October 6, 2008. You will have two weeks to move your calendar events over to Zimbra. During this time, you will have to maintain both your MeetingMaker and Zimbra calendars.

Check back here for some tips on making your calendar migration a smooth one.

Why do I have to re-enter all of my MeetingMaker entries?

While there are a few automated tools for Macintosh that allow you to export your events from MeetingMaker and import them into another system (such as Zimbra), we are not recommending their use because they break a few important things:

Recurring Events: If you have a weekly meeting for an entire year in MeetingMaker and use an automated tool to move your data, you would end up with 52 individual occurrences of that meeting. If you need to cancel that weekly meeting, you will have to cancel it 52 times.
Invitations: If you invite others to meetings and use an automated tool to move your data, each of you would end up with separate occurrences of that meeting. If you cancel that meeting, it would disappear off of your calendar, but would still exist on the calendar of your invitee(s).

Rolling out these sorts of transfer failures all over campus might turn out to be more than just irritating, they could at times present serious problems. Despite the hassle of manually transferring your calendar, we think you'll appreciate the calendar reliability that will result.

Will I be able to manage all the calendars and resources I do now?

Yes. Zimbra includes resource calendars and allows delegated access to calendars. If you manage a resource calendar, it will be have to be migrated when your calendars are migrated. Resource calendar accounts can be requested through the Help Desk.

I'm a student, do I get a calendar?

Yes! You will now be able to use your Zimbra schedule to see your class schedule, add your own activities, and coordinate meeting times with your peers and teachers.

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