Category Archives: Email Tips

Webmail to Zimbra differences

If your email has recently been upgraded from standard Webmail to our Zimbra service, you will immediately notice differences. Here are some screen shots to familiarize you with the changes.

TIP: When you login for the first time you will need to ACCEPT the security exception for our server. You will probably get a very serious looking warning, but you will need to ACCEPT the exception.

TIP: If you have troubles checking or sending email with an email client like outlook or another device, such as a phone, try adding @YOUR DOMAIN like”@my3mail.net” to your username (example: jdoe@my3mail.net).

The PREFERENCES are in a separate tab, please make sure you click on EACH selection and SCROLL DOWN to see all the options available for each. (Please click on the image to see a larger version)

 

You can sort mail by selecting the dropdown VIEW and choosing options like oldest to newest, or even turn off the reading pane.

 

Items that were previously on your webdisk can be found under the BRIEFCASE.

Zimbra allows you to use iCal and cardDav to sync data to your device. If you have an iPhone, please use the following link to setup your device: http://www.tier3consulting.com/email-tips/iphone-caldav-carddav-setup

Please spend a little time becoming accustomed to the new layout and features now available for your use. If you have any questions, feel free to contact Tier3 Support using our online form: http://www.tier3consulting.com/support/tier3-contact-us

If you were using alias on your account (i.e. jdoe@my3mail.com vs. jdoe@my3mail.net), you will need to setup PERSONA under PREFERENCES, ACCOUNT, you can setup multiple PERSONA or use one persona for multiple email alias by adding the addresses using semi-colons.

Checking email with multiple devices

Are you experiencing “appearing” and “disappearing” email messages between your devices?

If you want to check your email accounts using multiple devices (ie. laptop, work computer, smart phone, etc) you need to use the IMAP protocol.  Often I will receive questions regarding why an email showed up on a laptop but not on the phone (or vice-versa).  The answer is almost always because one of the devices (where the email showed up originally) is set to use POP.  In English, POP is what it sounds like, it POP’s the email off the server and puts it on your device (this is not exactly what happens but it helps to imagine it that way 😉 ).  IMAP protocol allows you to set folders, filters etc for use for multiple devices.  If you mark something as “read” on one device, it will show up “read” on the others (same for “unread”, it’s a nice feature).

I have written instructions for Tier3 email clients to set up their devices using our servers but if you know your providers’ incoming/outgoing server information, the instructions would be the same… just use THEIR information and not ours.

iPhone Zimbra email setup

Many devices and/or email clients will not let you “change” your setup from POP to IMAP.  You will most likely need to delete that account and recreate it using IMAP.  HOWEVER,  I recommend that you capture all your filters prior to deletion because filters are associated with the account.  (Do you have auto-archiving associated with the account?)

iPhone calDav & cardDav setup

How to set up calDav & cardDav on iPhone 4s for Tier3 Consulting customers using contacts & calendars on our zimbra servers:

 

Go to settings and select mail accounts:

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For the type of Mail Account, Select OTHER

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input your server and user information for Contacts (cardDav) or Calendar (calDav)

mail.YOURDOMAINNAME.com (or net as applicable)

your USER NAME is USERID@YOURDOMAINNAME.com (sampleuser@tier3consulting.com)

 

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make sure you use SSL on port 443

 

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NOTE:  Some lessons learned with this version of Zimbra [future versions are slated to address some of these issues].  Using NOTES from email settings creates an email folder in Zimbra which you can VIEW only (i.e. copy/paste) but you cannot edit.  Zimbra TASKS sync with your iPhone REMINDERS.  If you share Contacts via Zimbra, they will not appear in your iPhone, nor will any embedded contact folders.  Shared calendars do appear on your iPhone.

iPhone Zimbra email setup

How to set up POP or IMAP email on iPhone 4s for Tier3 Consulting customers using email on our zimbra servers:

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Go to settings and select mail accounts:

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Your email is your USERID@YOURDOMAINNAME.com

[despite the fact that iPhone says outgoing userid is optional, it is not. your outgoing userid must be the same as your incoming]

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You will need to select POP or IMAP for your type of account. If you plan to just review email for this account on your phone and send/receive emails from another computer/laptop, I recommend you select POP (leaving email on the server). Please make sure you regularly empty your trash as needed so you do not fill your quota with unneeded emails. If you want your account to remove any email you have read or deleted then you can remove from server. BUT KEEP IN MIND THAT YOU WILL NOT SEE IT ON YOUR COMPUTER! However, if you plan to utilize your phone as your primary email device and you would like to just “pick up where you left off” when you use your computer/laptop (or vice-versa), then I recommend you select IMAP. Make sure you correctly map your folders for SENT, DRAFTS and TRASH, etc to the folders that you use when you login via your computer/laptop, or your phone will create duplicate folders for its own use (this can be confusing).

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POP settings use port 995 while IMAP uses port 993

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When turning on NOTES using ZIMBRA, it’s not as intuitive as it might seem. It will create a new EMAIL folder called notes where you can VIEW your notes (i.e. cut/paste) but you cannot edit. However, using TASKS from Zimbra will sync with your iPhone’s “reminders.”

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Go to your outgoing server settings by clicking on the SMTP server, select the primary server

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Your outgoing (SMTP) settings need to be set to port 587.  The old way to setup outgoing (SMTP) was to use port 25 and spammers have taken over the world 😉  PLEASE SET YOUR OUTGOING PORT TO 587 or you will NOT be able to send from our mail servers.

 

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