TEL KB Header Photo

User Manual

Secure Suite by The Email Laundry The following user manual is intended for users of The Email Laundry’s hosted email service. Separate manuals are available for the email security service and the email continuity service. The Zarafa Webaccess has been modified to include additional features by The Email Laundry and called Securesuite Webaccess.

Abstract

The Securesuite Email service  combines the usability of Outlook with the stability and flexibility of a Linux server. It features a rich web-interface, the Securesuite Webaccess, and provides brilliant integration options with all sorts of clients including all most popular mobile platforms.

Several closed source components exist, most notably:

  • the Zarafa Windows Client providing Outlook integration,
  • the Zarafa BES Integration providing Blackberry Enterprise Server connectivity,
  • the Zarafa ADS Plugin providing Active Directory integration, and
  • the Zarafa Backup Tools.

This document, the User Manual, describes how to use Securesuite from a user’s view point. It discusses:

  • Outlook integration by using the Zarafa Windows Client,
  • using the web-interface of the Securesuite Webaccess,
  • connectivity with CalDAV and iCal enabled clients, and
  • syncing with mobile platforms like: BlackBerry, Google Android, Windows Mobile and Apple iPhone.

1. Introduction

1.1. Scope of this document

2. Using the Securesuite Webaccess

2.1. Basics

2.2. Managing folders

2.2.1. Printing

2.2.2. Resizing panes

2.2.3. Empty deleted items folder

2.2.4. Restore items

2.2.5. Marking all messages in a folder as read

2.2.6. Properties

2.3. Access to folders and calendars for other users

2.3.1. Add a person

2.3.2. Change permissions

2.3.3. Remove a person

2.3.4. Open shared folders

2.4. Email

2.4.1. Compose and send a new email

2.4.2. Inline images

2.4.3. Copy, move and delete email

2.4.4. Searching

2.4.5. Downloading Attachments

2.4.6. Attach items to mail

2.5. Calendar usage

2.5.1. Create new appointment with invitations and free/busy status

2.5.2. Accept a meeting invitation

2.6. Multiple calendar views

2.6.1. Move/delete appointment

2.7. Multi User Calendar

2.7.1. Adding a user to the time line

2.7.2. Deleting a user from the time line

2.7.3. Loading a group of users to the time line

2.7.4. Load group dialog

2.7.5. No Access message

2.7.6. Cumulative free/busy information

2.7.7. Create or delete an appointment

2.7.8. Moving appointments

2.7.9. Changing zoom level

2.7.10. Changing number of displayed days

2.7.11. Browse time period

2.8. Tasks

2.8.1. Recurrence in Tasks

2.8.2. Task Requests

2.9. Contacts

2.9.1. Create new contact

2.9.2. Detailed Contacts

2.10. Distribution Lists

2.10.1. Creating new distribution lists

2.11. Public Folder Favourites

2.12. Rules

2.13. Settings

2.13.1. The “Preferences” tab

2.13.2. The “Compose mail” tab

2.13.3. The “Out of Office” tab

2.13.4. The “Calendar” tab

2.13.5. The “Addressbook” tab

2.13.6. The “Shortcuts” tab

2.14. Firefox Extensions

2.14.1. Zarafa Attachment Drag ‘n’ Drop Extension

2.14.2. Zarafa New Mail Notification Extension

2.15. Advanced Securesuite Webaccess configurations

2.15.1. Securesuite Webaccess as default mail client

2.15.2. Windows

2.15.3. Linux

2.15.4. Adding Securesuite Webaccess as mailto handler in Firefox

2.16. Quirks

2.16.1. Firefox specific

3. Separate WebApp manual

4. Configure Outlook (using the Zarafa Windows Client)

4.1. Installation of the Outlook client

4.1.1. Install the client

4.1.2. Start Outlook

4.2. Outlook connection type

4.2.1. Online

4.2.2. Detect at startup

4.2.3. Cached Zarafa Mode

4.2.4. What is the best connection type to choose?

4.3. Advanced configuration

4.3.1. Proxy settings

4.3.2. Other connection settings

4.4. Public Folder Favourites

5. Using Outlook

5.1. Working offline

5.1.1. Sending email during offline use

5.1.2. Limitations of working offline

5.2. Folder Management

5.2.1. The creation of a public folder

5.2.2. Sharing of folders (setting permissions)

5.2.3. Adding or opening folders shared by other users

5.2.4. Adding or removing complete stores of other Zarafa users

5.3. Searching in Outlook

5.4. Restoring deleted items

5.5. Free/Busy updates

5.6. Resources

5.7. Out of Office Assistant

5.8. Rules

5.9. Signatures

5.10. Signing and encrypting messages

5.10.1. Retrieving a certificate

5.10.2. Check encrypted email settings

5.10.3. Using the certificate

5.11. Fax Feature

5.12. Delegation

5.12.1. Send on behalf of permissions

5.12.2. Send as

5.13. Categorisation

5.13.1. Create a custom category in Outlook 2007

5.13.2. Create a custom category in Outlook 2002/2003

5.13.3. Categorise items and sort by category

5.14. Mail expiration date

6. Configure Mail Clients (with IMAP and POP3)

6.1. Client configuration

6.1.1. Mozilla Thunderbird

6.1.2. Windows Mail

7. Configure Calendar Clients (using CalDAV and iCal)

7.1. Mac OS X iCal Client

7.2. Sunbird Client Guide

7.3. Evolution Client Configuration

8. Configure Mobile Platforms

8.1. Z-Push introduction

8.2. Setting up a mobile device

8.2.1. Android based configuration

8.2.2. Windows Mobile based configuration

8.2.3. iPhone based configuration

Chapter 1. Introduction

1.1. Scope of this document

This manual is intended for users of the Securesuite email service from The Email Laundry. Users interact with this platform by several means:

  • Microsoft Outlook and the Zarafa Windows Client,
  • the Securesuite Webaccess, our web-based groupware solution, and
  • various mobile platforms like: BlackBerry, Google Android, Windows Mobile and Apple iPhone.

Chapter 2. Using the Securesuite Webaccess

2.1. Basics

2.2. Managing folders

2.2.1. Printing

2.2.2. Resizing panes

2.2.3. Empty deleted items folder

2.2.4. Restore items

2.2.5. Marking all messages in a folder as read

2.2.6. Properties

2.3. Access to folders and calendars for other users

2.3.1. Add a person

2.3.2. Change permissions

2.3.3. Remove a person

2.3.4. Open shared folders

2.4. Email

2.4.1. Compose and send a new email

2.4.2. Inline images

2.4.3. Copy, move and delete email

2.4.4. Searching

2.4.5. Downloading Attachments

2.4.6. Attach items to mail

2.5. Calendar usage

2.5.1. Create new appointment with invitations and free/busy status

2.5.2. Accept a meeting invitation

2.6. Multiple calendar views

2.6.1. Move/delete appointment

2.7. Multi User Calendar

2.7.1. Adding a user to the time line

2.7.2. Deleting a user from the time line

2.7.3. Loading a group of users to the time line

2.7.4. Load group dialog

2.7.5. No Access message

2.7.6. Cumulative free/busy information

2.7.7. Create or delete an appointment

2.7.8. Moving appointments

2.7.9. Changing zoom level

2.7.10. Changing number of displayed days

2.7.11. Browse time period

2.8. Tasks

2.8.1. Recurrence in Tasks

2.8.2. Task Requests

2.9. Contacts

2.9.1. Create new contact

2.9.2. Detailed Contacts

2.10. Distribution Lists

2.10.1. Creating new distribution lists

2.11. Public Folder Favourites

2.12. Rules

2.13. Settings

2.13.1. The “Preferences” tab

2.13.2. The “Compose mail” tab

2.13.3. The “Out of Office” tab

2.13.4. The “Calendar” tab

2.13.5. The “Addressbook” tab

2.13.6. The “Shortcuts” tab

2.14. Firefox Extensions

2.14.1. Zarafa Attachment Drag ‘n’ Drop Extension

2.14.2. Zarafa New Mail Notification Extension

2.15. Advanced Securesuite Webaccess configurations

2.15.1. Securesuite Webaccess as default mail client

2.15.2. Windows

2.15.3. Linux

2.15.4. Adding Securesuite Webaccess as mailto handler in Firefox

2.16. Quirks

2.16.1. Firefox specific

In this section we describe how to use the Securesuite Webaccess, the web-based interface of the Zarafa Collaboration Platform (ZCP).

In order to use the Securesuite Webaccess a fairly recent version of Mozilla Firefox (preferred) or Microsoft Internet Explorer or Google Chrome is needed.

Currently the Securesuite Webaccess supports the most used features of Microsoft Outlook in a fairly comprehensive way. Yet a web-based interface can never match the functionality and usability of a native client (like Microsoft Outlook).

2.1. Basics

To login to the Securesuite Webaccess, point the browser to the URL supplied by the systems administrator. By default this URL will look like:

https://mail.securesuite.io

The WebAccess is available in several languages which can be selected from the dialog shown on Figure 2.1, “The Securesuit login screen”.

Figure 2.1. The Securesuite login screen

After logging in, all Outlook folders and the Public folders the account has access to can be accessed. The most basic functions are available from the WebAccess’ toolbar found across the top of the page. See Figure 2.2, “The “New” Menu”.

Note

With regards to the folders, some functionality is only available in the context menu that appears when right clicking on the folder items.

Figure 2.2. The “New” Menu

2.2. Managing folders

Creating, moving, renaming, copying or deleting (sub) folders is accomplished with the right mouse button in the folder list. This pops-up a context menu as shown in Figure 2.3, “The context menu of a folder”.

Figure 2.3. The context menu of a folder

It is not possible to delete, move, or rename default Outlook folders (like Inbox, Calendar and Contacts).

2.2.1. Printing

It is possible to print email, appointments, and contacts from the WebAccess. Simply use the Print button from the toolbar.

Following these steps it is also possible to print calendar overviews of a day, a week or a month.

2.2.2. Resizing panes

Just like in Outlook it is possible to resize the panes in the WebAccess, allowing full control of the width and height of the workspace in each pane. To do so place the mouse between two panes and drag the pane border to the prefered location.

2.2.3. Empty deleted items folder

The Deleted Items folder can be emptied by using the right mouse button, and selecting option Empty folder from the contect menu. This option is only available from the context menu (accessed with the right mouse button) of the Deleted Items folder and the Junk Email folder (if it exists).

2.2.4. Restore items

When deleting an item in the Deleted Items folder or the Junk Email folder, the item is still temporarily recoverable. Select the Deleted Items folder or Junk Email folder, and use the button Restore Item in the bar at the top. As shown inFigure 2.4, “The soft delete restore window” it is possible to restore all or a selection of the deleted messages or folders. The restored items will be moved to the old location. Deleting items from Figure 2.4, “The soft delete restore window”removes them permanently — in that case only backups can recover an item. When restoring a folder, only that folder will be restored. If the restored folder contained subfolders, these can be restored by selecting the just restored folder and clicking on the Restore Item button again.

Figure 2.4. The soft delete restore window

2.2.5. Marking all messages in a folder as read

Marking all messages in a folder as “read” is accomplished by the right mouse button menu option Mark All Messages Read. Please note that when this option is selected, no read receipts will be sent when requested by a sender, even if that option is selected in the settings.

2.2.6. Properties

The right mouse button menu option Properties shows additional information about a folder (like the storage size and the number of items in this folder). For more details about the storage size, use the button Folder size…. Here a list containing all subfolders in the folder including their individual storage sizes can be seen.

2.3. Access to folders and calendars for other users

Just like in Outlook, the WebAccess allows sharing permissions to be set on folders. To do so use the right mouse button to click on a folder and choose the Properties option, then select the Permissions tab as shown in Figure 2.5, “Folder Permissions”.

Figure 2.5. Folder Permissions

2.3.1. Add a person

Click on the Add button under the Permissions tab.

When the Address Book pops up, select the person to give permissions to and click Ok. This contact will then be added to the permissions list.

Note

Please note that this persons’ permissions must be changed. As by default the dialog grants no additional permissions.

Click Ok to save and close the permissions window.

2.3.2. Change permissions

Click on the person whose permission needs to be changed.

Now the permissions can be manually set in the bottom part of the permissions window, or one of the preset profiles can be selected from the Profile drop-down menu.

Click Ok to save and close the permissions window.

2.3.3. Remove a person

  • Click on the person who needs to be removed from the list.
  • Click on the Remove button.
  • Click Ok to save and close the permissions window.

2.3.4. Open shared folders

To open shared folders from the Securesuite Webaccess click the Open shared folder link at the bottom of the folder list. A window as shown in Figure 2.6, “Open Shared Folder” will be presented.

From the dialog shown in Figure 2.6, “Open Shared Folder” it is possible to either open a single folder (for example the calendar folder), or open a complete folder list of a specific user.

The opened folders are stored in the users’ WebAccess profile, so the next time the user tries to login to the WebAccess the opened folders are readily available.

To close an opened folder, use the Close store option in the right mouse button menu.

2.4. Email

2.4.1. Compose and send a new email

  1. Select the button New in the left corner. This will show a dialog like Figure 2.7, “Create Mail”.

Figure 2.7. Create Mail

  1. Attachments can be added to the email by selecting the Attachment button or the Paperclip icon.
  2. Email can be saved by selecting the Floppy disk icon. After a email is saved, it is stored in the Drafts folder.
  3. To set a flag that marks the email as important or high priority, click on the exclamation mark (!) icon.
  4. To add a recipient, either add their email address in the TO, CC, or BCC field manually, or select a person from the Address Book. To access the Address Book, click on the TO, CC or BCC button.

Note

When more than one recipient is added, email addresses need to be separated by a semicolon (;).

  1. The internal users are shown by default (unless otherwise selected in Settings) in the Address Book (see:Figure 2.8, “Address Book”). By using the Show names from the: drop-down menu, it is possible to view contacts from either a personal contacts folders, or a Public contact folder. Alternatively, it is possible to search a folder using the search field positioned in the top left of the window.

Figure 2.8. Address Book

Note

It is possible to add company-wide defined address lists in the Address Book.

2.4.1.1. Automatic email address suggestion

When typing an email address or contact information in the TO, CC or BCC fields the WebAccess automatically suggests names (a feature often known as auto complete). The suggestions are listed below the input field (see: Figure 2.9, “Automatic Suggestions”) and a suggestion can be selected by both mouse or keyboard. The suggestions are based on email addresses and contact information that have been used recently.

It is possible to delete an address from this list by moving the selection to the address in question (by either using the keyboard arrows or by placing the mouse over it without clicking) and then pressing the Delete key. The address is removed, but when it is used again it will show up in the list once more.
Figure 2.9. Automatic Suggestions

2.4.1.2. Attachments

You can attach files to your message by clicking the Attachments button in the Create E-Mail screen. A window will open, which allows files to be uploaded.

It is possible to upload multiple attachments at once.

Note

To upload multiple files at once, Adobe Flash has to be installed in the browser.

2.4.1.3. Set the sender address (from field)

It is possible to set the FROM address of emails before they are sent. This field can be found above the TO field, as shown in Figure 2.10, “Selecting a from address”. When no address has been selected the default address is used.

Figure 2.10. Selecting a from address

Note

Please note that the FROM field is only displayed when FROM addresses have been set in the settings dialog.

Important

Please contact the systems administrator, if the following (bounce) message is returned when sending from a different sender adress: You are not allowed to send as the given user.

Two kinds of delegation are available:

  1. Send on Behalf permissions: if a user grants the appropriate permission to another user, the latter can send itemson behalf of the other user. In this case an email or meeting request will be sent with the following From field: “<delegate> on behalf of <user>”.
  2. Send As permissions: if the system administrator gives the rights to user B to ‘send as’ user A, the receiver of an email will not see that user B sent an email. The receiver will only see user A in the From: field.

Due to security reasons the new “send as” permission is only configurable server-side by the administrator. This setting can always be overruled by the user itself and the old “on behalf of” permission can still be set by the user.

Keep in mind that delegation always overrules impersonation. A user can always choose not to let another user impersonate as himself.

2.4.1.4. Saving an email to drafts

Saving an email is possible by clicking the Save (a floppy disk) icon. After saving the email, it is stored in the Drafts folder. Another option is to automatically save an unsent email. This option is available under the Compose Mail tab in the settings window. To do this, check the option Autosave unsent every: X minutes and set the number of minutes that mails will automatically be saved. This is only applicable when the email isn’t sent yet.

in Email Hosting, Securesuite

Related Articles

Comments are closed.