RUMail Preferences

The Preferences Screen in RUMail allows users to configure certain aspects of the RUMail web interface.  This allows users to set up the RUMail system so that they are comfortable using it. Select the Preferences Screen by selecting the Preferences tab.

  • Preferences


    The Preferences Screen is divided into sections, shown in a menu on the left of the Preferences Screen

  • General Preferences

    The General Preferences Screen allows users to set up the general preferences for the RUMail web interface.  This screen is broken up into the following sections:




The Sign in Options screen allows users to set the display options when they log into the system.  Users can choose what version (Ajax or Standard HTML) of the web client they log into by default.  It also allows them to choose the default theme, language, font and time zone.




The Searches section allows users to configure if the Junk folder, Trash folder and Shared Items folder are included in searches, and also if the advanced search language is displayed in the search toolbar.




The Other section allows users to configure a set of small features unrelated to other sections, such as:

  • Scrolling: how many items to be shown at a time when scrolling through a folder. 
  • Settings: whether or not check boxes are displayed when lists of items like mail messages are displayed.  Having these check boxes displayed makes it easier to perform bulk tasks like moving a collection of items to a folder, or deleting a series of messages.
  • Print Font Size: the font size used when sending an RUMail item to a printer.
  • Email addresses: whether to show full email addresses or just personal names.
  • Bubbles: whether to frame the above choice in a rounded box or not.
  • Account Preferences

    Accounts preferences includes two sections: accounts and external account settings





If you would like Zimbra to retrieve messages from external email account, you can do so by selecting the add external account button.

  • In the External Account Settings section, enter the email address of the external account and add a name in the Account Name text box to identify the account.
  • Select the type of account: POP or IMAP.
  • In the Username of Account text box, enter the name associated with this email account. Sometimes your username is the part of your email address before the @, and other times it is your full email address.
  • In the Email server text box, enter the name for your external account’s server.
  • In the Password text box, enter the password you use to sign in to the external account. To see that the password you typed is correct, select Show password.
  • If your service provider uses a different port than the default, change it in the Advanced Settings area. If you use a secure connection, enable Use an encrypted connection (SSL) when accessing this server.
  • Your provider should let you know if they do not use a standard IMAP (143) or POP (110) port.
  • Click Test Settings to verify the information.
  • Select where to download the messages. 18 Zimbra Collaboration Server Zimbra Web Client User Guide. To delete messages from the external account after you receive them in your ZWC account, select Delete messages on the server after downloading them.
  • Type the name to appear in the From field of your outgoing email messages (for example, John). This is the name that is shown before your email address.
  • To direct replies to email messages from this persona to a name and address different from the one you configured in From: a. Select Set the “Reply-to” field of email messages to. b. Enter the name in the text box.
  • (Optional) To associate a signature with the persona, click Manage your Signatures.
  • Click Save.



The Primary Account Settings will allow you to customize the settings for your sent messages and delegates.

In the Settings for Sent Messages you can set the name that appears in the From: field of the email messages you send. If you have access to more than one account, use the drop down menu to specify which account you would like to alter the settings for.

If you would like the replies to your messages to be different than the account you are sending from select the Reply-to box and specify the account you would like your replies to be sent to.

To designate a delegate, select the add delegate button.



Enter in the email address of the person you are delegating permission. This must be an internal user address. The two permissions that can be assigned to a delegate are send as and send on behalf of.




You can also create a persona to use when you reply to or forward a message received from the external account.

  • Click Add Persona. The account name New Persona displays in the Account Name column and in the Persona Settings>Persona Name text box.
  • In the Persona Names text box enter a name to identity the persona to use in the From list when you are composing an email. This name does not appear in the email message.
  • In the Settings for Sent Messages section, specify the From information for this persona.
  • In the From text box type the name that appears in the From field of your outgoing email messages. This is the name that is shown before your email address
  • In the drop-down menu next to the text box, select the email address from which to send messages. If this field is not editable, you do not have additional external accounts identified.
  • To direct replies to email messages from this persona to a name and address different from that which you configured in From: a. Select Set the “Reply-to” field of email messages to. b. Enter the name in the text box c. (Optional) To associate a signature with the persona, click Signature.
  • To automatically use this persona when replying to messages sent to a specific email address or when forwarding messages from that address a. Select When replying or forwarding messages sent to. b. Type the email address in the text box. If you are entering more than one email address, separate the addresses with either a comma or a semi-colon.
  • To automatically use this persona when replying to messages in a specific folder or when forwarding messages from this folder: a. Select Replying to or forwarding messages in folder(s) b. Click the folder icon to select one or more folders from the list of existing folders or to create a new folder. c. If you are selecting more than one folder, separate the folder names with either a comma or a semi-colon.
  • Mail Preferences

    The Mail Preferences screen allows users to configure the way mail is handled and displayed in the RUMail web client.  The mail preferences screen is broken up into the following sections:

    • Displaying Messages
    • Receiving Messages
    • Composing Messages
    • Spam Mail Options
    • Access from Other Mail Clients



The Displaying Messages preferences screen allows users to configure the way mail is displayed.  Users can change how long to wait to check for new mail, how to update the mail screen when clicking on Get Mail, and also how to display mail by default.

The next part of the Displaying Messages preferences screen allows users to configure how a message is previewed, decide whether images embedded in messages are displayed by default, how long to wait before a selected message is marked as read, what to do when a message is moved or deleted, and which folder will be used in a message search by default when no other folder is explicitly requested. Here users cam also choose to have a message or conversation displayed in the same color as a tag associated with the message.




The Receiving Messages preferences screen configures how to display messages when they are received.

A Read Receipt is an automatic reply that the sender of a message will get when the message is read. RUMail can be configured to never send a read receipt, always send a read receipt, or prompt when a read receipt is requested. This only applies to messages sent to the RUMail account with this setting. (For information on requesting read receipts for messages sent by an RUMail account, please see the Composing a Message document.)

The Messages from me: section allows users to configure what to do when a message delivered to their account is from their email address.

Duplicate Messages: should be set if the users would like any duplicate messages sent to their account to be automatically deleted.





The Composing Messages screen configures the default way new messages will be compose in the RUMail Web Interface.

Users can choose to compose messages in HTML (with a default Font, Size and Color), or As Plain Text.

Other settings that can be configured are:

  • Do you want to have a copy of the message saved in the Drafts folder while you are composing the message?
  • Do you always want to request a read receipt?
  • Do you want to send a message in the original format when you are replying or forwarding a message?
  • When composing a message do you want to always do it in a new window or inline?
  • Do you want to always run a Spell Check before sending a message out?
  • Do you want to save a copy of a sent message in the Sent folder?
  • When you are replying or forwarding a message do you want to include the original message in your response?



The Spam Mail Options screen allows users to block messages from specific email addresses or domains. RUMail can also be configured to always allow messages from particular domains or email addresses to be delivered.  Such messages will not be blocked or filtered as spam.




In the last part is the Access from Other Mail Clients preferences screen. From this screen the account can provide instructions for a mail client which uses the old POP (Post Office Protocol) method, rather than RUMail's IMAP (Internet Mail Access Protocol) method, for situations where someone may want to access an RUMail account from such a mail program.
 Note: We do not recommend the use of POP-using mail clients; we simply provide this feature for those whom may wish to do so.

The account can be configured to allow the downloading of copies of either all messages in the Inbox or all mail which arrived since the moment this preference was set.

  • Filters Preferences

    Filters Preferences



    The Activity Stream Filters is a new feature in RUMail. Activity Stream filters allows users to automatically move email messages out of the Inbox and place them in a special folder so they can be read later. This might be used for:

    • Messages sent through distribution lists to which you are subscribed
    • Commercial mass marketing and bulk mail messages
    • Messages where your address is not in the To or in the To or Cc field
    • Messages from people not in your address book

    To start setting up the Activity Stream Filter please click Activity Stream Settings



Select Enable moving messages into Activity Stream and select what types of messages you want to filter.



If users wish to configure these filters a little more they can click on Advanced Controls.



On the Advanced Controls screen the default options can be changed to make the filter work as desired. Users can even have the Activity Stream mail delivered to a different folder. Click OK and Save to save your settings.

If users receive a message in their Inbox that they want to filter into the Activity Stream folder from now on they can do so by dragging that message to the Activity Stream Folder. The Activity Stream dialog box will be displayed giving them an opportunity to create a new Activity Stream to route similar messages in the future.




The Filters Preferences screen allows users to add filters to an account which cause specific actions to take place when an email messages are received which match the criteria of a filter. 

To add a filter click on the New Filter button.



An Add Filter window will appear to manage this filter's criteria. Give the filter a name. 



Below the name, use the pulldown menu (see above) to choose if this filter will act if any one of its criteria are matched or only if all of its criteria match.



Use the next pulldown menu to choose the part of the message the filter will examine.  The above choices are available:



Use the next pulldown menu to choose the type of match.  The above choices are available. In the box after the pulldown menu (outlined above), enter the text the filter criterion should use. To add another criterion, click the + button (outlined above) and follow the previous steps. (Use the - button to delete a criterion no longer needed.)



Choose the action to be performed when the search criteria are matched.  The above options are available. As with the earlier part of the filter, + and - buttons can be used to add or delete additional actions for a given filter. Click OK to save the filter.



In addition to Incoming Mail Filters, users can also create filters for Outgoing Mail using the same steps above.

  • Signatures Preferences

    Signatures Preferences



    The Signatures Preferences screen allows users to create a signature that is added to the end of the messages that are sent out by the user through the RUMail web interface.  On this screen the location of where the signature is located in included messages.
    When downloading mail from an other account, users can also choose to reply to such mail using their RUMail address and information or to set RUMail to use the name and/or address associated with the external account instead.




Multiple Signatures can be set up allowing for users to use one signature when new messages are composed and a different signature if a message is being relied to or forwarded.

  • Out of Office (Vacation) Message Preferences

    Out of Office (Vacation) Message Preferences



    The Out Of Office feature will allow you to set a message that automatically replies to people who send you a message when you are of the office for an extended period of time. The auto-reply message is sent to each recipient only once in a specified interval of days regardless of how many messages that persons ends during the period.



To turn on the Out Of Office feature, select Send auto-reply message.



In the Auto Reply Message text box, type the response to send while you are out of the office.



If you want this message enabled for a specific time frame, select Send auto-replies during the following time period and enter the start and end dates to send the auto-reply message. If you do not specify a specific time frame, auto-replies are sent until you select Do not send auto replies.




If you want to send a different message to users outside of your domain, select External Senders. Select the type of external users to receive the second message. The default is anyone outside my domain. If you want contacts listed in your address books to receive the first message, in the drop-down menu select anyone outside my domain except those in address book.

  • Trusted Addresses Preferences

    Trusted Addresses Preferences



    You can specify email addresses from specific domains as trusted addresses so that embedded images in messages you receive from these addresses automatically display when you open the message. You can add up to 500 addresses to this list.



Enter the email address or domain name in the text box. To include all addresses from a specific domain, type * before the name.

  • Address Book Preferences

    Address Book Preferences



There are two options presented in the Settings.

Add new contacts to "Emailed Contacts" will automatically save the addresses that you send email to in your Emailed Contacts list. Any time you respond to, or compose a message that includes an address that is not in your address books, it is added to your Emailed Contacts list. If you are using the auto complete feature, maintaining an Emailed Contacts list helps you quickly find addresses that you have emailed to in the past.

The search global address list option will allow you to search through distribution lists set up by departments to facilitate contacting groups of people.



When you compose an email message, the auto-complete feature displays a list of names from your address books that match the text you are typing. If you select the option to include addresses in shared address books the auto-complete feature will show you contacts that are in a shared address book. If you select perform auto complete when a comma is typed, the feature will only prompt you with a list of names, after you have inserted a comma.

  • Calendar Preferences

    Calendar Preferences



    The general calendar preferences allow you to customize the basic functions of your calendar.



The Work Week view is displayed by default. You can change the view that displays when you open your calendar by using the Default View feature. Using the drop-down menu, you can select from the following views:

  • Day View Displays activities for the day.
  • Work Week View Displays Monday through Friday activities.
  • 7 Day Week View Displays seven days of activities. You can select which day is the first day of your week in Start Week on drop-down menu.
  • Month View Displays activities for a month. When you view a monthly calendar, you can double-click on a date and a fish-eye view of the day’s appointments displayed by the hour is displayed.
  • List View Displays a list of appointments within a specified date range for calendars selected in the Overview pane.


The default that all incoming calendar invites are marked as public, unless the appointment creator marks the meeting notification as private. When Private is set, all incoming calendar invites are marked as private. Details about events that are marked private do not display. A small lock icon appears next to the message on your calendar to show that it is a private appointment. Calendars that you share with others show the appointment on your calendar but do not show any details.

If you would like to set the default appointment visibility to private, click on the drop down menu and select private.


  • The invitation response preference will allow you to specify if you would like the even invitation to be deleted once it is added to your calendar, or to remain in your inbox.
  • If you would like to forward invites, specify the address that you would like the invites to be forward to in the text box
  • If you would like reminders set for calendar appointment, use the drop down menu to specify the frequency of the reminders, you may also use the check boxes to customize how you are reminded
  • The default appointment duration will be set as 60 minutes, however you can alter the default by using the drop down menu.



The work week and hours section will allow you to specify the days and times you would like to be designated as working hours.



If you select Customize you will be able to customize different working hours for each day set as a working day.




The QuickAdd dialog makes it easy to quickly create an appointment. On your calendar, you select a start time, double-click or drag through the time and the QuickAdd Appointment dialog opens. To enable QuickAdd, select the check box.

If you would like the timezone shown when creating appointments, be sure to select the check box.




The Permissions section allows you to determine who can see your events on a shared calendar and who can send you invites. If you would like to give individual addresses permissions, you will need to specify the addresses in the text box.




If the check box is clicked in the Apple iCal preferences, you will be able to delegate access to your calendars to others.

  • Sharing Preferences

    The Sharing Preferences section is broken down into three sections:




Folders that have been shared with me but not yet accepted

In this section, folders that have been shared with you but you have not yet accepted the share are listed. You toggle between two views:

Show folders shared with me through a distribution list. This option is selected by default.

Show folders shared with me by the following user. When you select this option, enter a name of a user that has shared an item with you. You can view information from one user at a time. The details are not saved.




Folders shared with me that I have accepted

This section lists the folders where you have accepted the share. A description of the shared folder, including your role, type of folder and with whom the folder is shared, including the distribution list name.




Folders shared by me

In this section, your shared folders are listed, showing the address of the users you shared your folder with, the location of the shared item, the type of item shared (Mail, Address book, Calendar, Task list, or Briefcase), and the role you assigned to the user.

You can edit the share properties, revoke permissions to your share, or resend the invitation.

Share a Folder
You can share your email, address book, calendar, tasks, and briefcase folders directly from this Preferences folder.
Select the folder type.
Click Share.
Select the item to share and click OK. The Share Properties dialog displays.
On the Share Properties dialog select whom to share with.
Internal Users or Groups
External guests

  • Notifications Preferences

    Notifications Preferences



    If you would like your notifications pushed to an email, enter in an email address in the space labeled Notify. Click Save.




To set up notifications by SMS:

  • Select your country from the Region drop-down menu.
  • Select your phone carrier from the Carrier drop-down menu.
  • Enter your phone number in the Phone Number field.
  • Click Send Verification Code. A text message is sent to your phone.
  • Enter the code you received in the message in the Verification Code field.
  • Click Validate Code. The Status field shows the confirmed number.
  • Click Save.
  • Mobile Devices Preferences

    Mobile Devices Preferences



    If you have configured a mobile device to sync with your Zimbra account, you will see the mobile device information listed in the Mobile Device Preferences.

    • If you would like to delete a device, select Remove From List. If a device is deleted from the list and attempts to sync after that, the server forces the device to re-fetch the policy on the next sync of the device.
    • To suspend a sync that has been initiated from a mobile device, you can select Suspend Sync. If you have suspended a sync to a mobile device, you can resume the sync using the Resume Sync button.
    • To perform a remote wipe of a mobile device, you can use the Wipe All Data From Device bottom. If a mobile device is lost, stolen, or no longer being used, users can initiate a remote wipe from their ZWC account to erase all data from the mobile device. A user selects the device to wipe and clicks Wipe Device. The next time the device requests to synchronize to the server, the wipe command is initiated. The device is returned to its original factory settings. Once the wipe is complete, the status of the device in the Mobile Devices folder shows as wipe completed.
  • Import Export Preferences

    Import Export Preferences



    To import an address book:

    • In the Import>File text box, Browse and locate the .csv file to import. 72 Zimbra Collaboration Server Zimbra Web Client User Guide
    • Select the Type of contact list you are importing. You can select to auto detect the contact list, or select from the contact lists in the drop-down menu.
    • Select the Destination address book to import the contacts or create a new address book.
    • If creating a new address book, click New and enter a name, color and location for the new folder.
    • Click OK.
    • Click Import.
    • Depending on the size of the .csv file, the import might take a few minutes.
    • When the import is complete, the Status Box shows the number of contacts successfully imported

    To import a task list:

    • You can import task lists that are saved to a .tgz file.
    • In Import>File, click Browse to locate the task list tgz file to import.
    • For the Destination, click All folders and select the task list that the tasks will be imported into or create a new task list.
    • Click Import.
    • Depending on the size of the .tgz file, the import might take a few minutes.

  • You can export your address books to a comma-separated (.csv) file.
  • In the Export>Type section, select what you want to export.
  • Select the Source folder of the contacts to export.
  • Accounts: All account data can be exported to a "TarGZipped" (.tgz) format, which can be imported back into the system. You have the option to select Advanced settings
  • Calendar: You can export your appointments in the standard iCalendar (.ics) format, then import them into another calendar program
  • Contacts: You can export your contacts in the standard "Comma-Separated Values" (.csv) format, then import them into another contact manager program.
  • Click OK.
  • Click Export.
  • To export a task list:
  • Your task list is exported and saved in a .tgz file format.
  • In Export>Type, select Accounts, Calendar or Contacts as the type of data you want to export.
  • Select the Source and check the Advanced Settings box
  • Remove the check box from all applications except Tasks.
  • Click Export.
  • Check Save to disk.
  • Click OK.
  • Shortcuts




    Many Zimbra functions and commands have keyboard shortcuts. This section will provide you with a complete list of shortcuts that you may use. If you would like to print the page out, you can click Print in the top-right corner.

  • Zimlets




    Zimlets are add-on applications that enhance the functionality of your account. Several preconfigured Zimlets are included when ZWC is installed. You can enable optional Zimlets from the Zimlets page.