FAQ - Email/Collaboration


  • Open your Zimbra web mail client.
  • Go to 'Preferences' > 'General'.
  • In the 'Login Options' section you will see 'Change Password'.
  • Click 'Change Password'.
  • A screen will pop up.
  • Enter your 'Old (current) Password'.
  • Enter your 'New Password'.
  • Enter your new password again to 'Confirm' your new password.
  • Click 'Change Password'.

Note: All SaaS 44° Zimbra passwords must be 8 characters
long and include at least one capital letter and one number.

If you want to use MS Outlook, Thunderbird or another email client rather than the Zimbra Collaboration Suite web client, the information below will assist you in setting up your email client profile to connect to SaaS 44°'s email servers.

The incoming and outgoing the SaaS 44° email server will have the same name. The name will be in the following format - bloor.saas44.com or yonge.saas44.com.

Your username is your SaaS 44° email address – i.e. yourname(@)yourcompany.com).

Your password is your SaaS 44° email eight digit password - i.e. Mq8bO6fU.

SaaS 44° will send you the name of the email server, your email address and your password once your account has been set up or, if an account has been set up, when your mailbox is opened.

   IMAPS (IMAP over SSL)

We recommend you set up an IMAP email profile because all email is retained on the SaaS 44° email server and can be organized into folders for the best integration with Zimbra Collaboration Suite.

  • For the incoming server, insert the server name you were given, select
    SSL (the default Port is 993) and save the settings.
  • For the outgoing server, insert the server name you were given, select
    TLS (the default Port is 587) and save the settings, or, if TLS is not an option,
  • For the outgoing server, insert the server name you were given, select
    SSL (the default Port is 465) and save the settings.

   POP 3S (POP 3 over SSL)

While we do not recommend it, you may use POP 3S if you want to download all email to your PC, leaving none on the SaaS 44° email server. Please see Zimbra Desktop Client below.

  • For the incoming server, insert the server name you were given, select
    SSL (the default Port is 995) and save the settings.
  • For the outgoing server, insert the server name you were given, select
    SSL (the default Port is 465) and save the settings.

Zimbra Desktop Client

If you want the functionality of POP 3 email in order to read your email or compose email while off line, we recommend you download and install the free Zimbra Desktop email client for off line use. It provides the off line email functionality of a POP 3 email client but once you go on line it will send the email you composed while you were off line and in all other respects perform in the same manner as the Zimbra Collaboration Suite web client. The best of both worlds.

SaaS 44° uses SpamAssassin's predefined rules as well as a Bayes database to score email messages with a numerical range. The spam filter uses a percentage value to determine “spaminess” based on a SpamAssassin score of 20 as 100%. Any message sent to you at your SaaS 44° hosted email service that is tagged between 33%-75% is considered spam and delivered to the your Junk folder. Messages tagged above 75% are considered spam and discarded by the filter.

You can open and view these messages in your Junk folder.

If the message is spam, delete it

If the message is not spam, move it from your Junk folder and file it in your Inbox or any other folder you choose.

If you receive spam message in your Inbox, don't delete it. Please file it in your Junk folder.

When you add messages to or remove messages from the Junk folder, it helps to train the spam filter for you and all other SaaS 44&deg users.

There are many resources available to assist you in learning to use Zimbra's many features. There is a Help link in the upper right corner of your Zimbra web client. You can download a Zimbra 5.0 User guide (see link below). And lastly, you can go to our How do I use Zimbra? page where you will find links which provide step be step guides for using Zimbra's functionality.

Zimbra End User Guide

To download a Zimbra User Guide use the link below. Save it to your desktop or create a Zimbra folder so that you will be able to access it easily.

There are many resources available to assist you in learning to use Zimbra's many features. There is a Help link in the upper right corner of your Zimbra web client. You can download a Zimbra 5.0 User guide (see link below). And lastly, you can go to the "How to:" links below which provide step be step guides for using Zimbra's functionality.

Zimbra User Guide

To download a Zimbra User Guide use the link below. Save it to your desktop or create a Zimbra folder so that you will be able to access it easily.

How to:

Managing Your Account

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Receiving and Reading Email

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Composing Email

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Address Book

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Calendar

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Appointments and Meetings

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Search Mailbox

Sharing

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Please Note: This procedure is ONLY required if you have previously carried out an Enterprise Activation on the BlackBerry. If you have never done an Enterprise Activation on the BlackBerry or it is a new Blackberry, please go directly to the Zimbra/BlackBerry Enterprise Activation instructions.

Warning: All data, third party applications and custom settings on the device will be erased. Please back up your data using your Blackberry Desktop Manager before proceeding. Please follow the restore BlackBerry data instructions after you have completed Enterprise Activation.

Note: If you have turned on Content Protection, the process for deleting all the data on the BlackBerry device can take up to an hour to complete. Do not remove the battery from the BlackBerry device while data is being deleted.

To wipe your BlackBerry:

  • Select the Settings icon (if applicable to your BlackBerry),
  • Or, select the Options icon,
  • Scroll to and select Security Options,
  • Scroll to and select General Settings,
  • Press the menu key, select Wipe Handheld,
  • The BlackBerry will confirm that your data will be erased. Select Continue, and
  • Enter blackberry to confirm the BlackBerry wipe.

The BlackBerry will wipe and then reboot itself. The procedure can take a few minutes. Once the reboot is completed, go to the BlackBerry/Zimbra Enterprise Activation instructions.

Yes. SaaS 44° can enable Zimbra/BlackBerry sync. It will sync all your data including email, contacts, calendar and tasks. There will be an activation charge and a monthly subscription for Zimbra/BlackBerry sync.

Please note that the Zimbra/BlackBerry sync is a beta offering and therefore support will not be provided once you have completed your Zimbra/BlackBerry Enterprise Activation. Please also note that several SaaS 44° staff are using the same Zimbra/BlackBerry sync service we are offering to customers without any significant issues. Zimbra is developing an updated Zimbra/BES connector which is scheduled for release in late 2008.

You can also enable push mail access for your Zimbra email at you(@)yourcompany.com using your your Mobile Device Service Providers web client. As this service is not provided by SaaS 44° there is no charge.

Yes. However, if you think what you are going to do may be in conflict with SaaS 44°'s Terms of Use, please contact us so we can discuss it with you.

SaaS 44° has created scripts and filters to identify and stop spam. These safeguards can be modified on a per mailbox basis for legitimate bulk email.

If we determine that a customer has used their account to send spam, SaaS 44° will terminate that customers contract and notify authorities, if appropriate.

One! We are serious when we say we are committed to supporting your business.

Every account requires at least one MB to allow the domain administrator to control the domain configuration and settings, and to receive email. There is no maximum number of MB's.

You can request up to 25 MB's at the time you sign up. If you require more than 25 MB's, please contact support(@)saas44.com or contact sales(@)saas44.com. We would like to opportunity to communicate with you directly as there may be ways we can assist you in making the transition from your current environment to our hosted environment more efficient and seamless.

In order to maximize the Zimbra end user experience, an organization requires a certain level of IT expertise due to the complexity that has been introduced into the messaging architecture by mobile devices, document management, spam and virus management, the need to deliver high availability and the inclusion of new collaboration tools like wikis and Zimlets to link to third party applications like Asterisk.

Many businesses do not have this level of expertise in house and, if they do, it is most likely being used to support unique in house applications vital to the success and profitability of the organization.

Fully Managed Service

With SaaS 44°s Fully Managed Service, we manage the Zimbra IT complexity and all you have to do is enjoy the benefits. Our Fully Managed Service delivers all that Zimbra has to offer while SaaS 44° assumes responsibility for the administration and management of the customer's user population including:

  • all moves, adds, restores and changes,
  • supporting mobile devices,
  • managing spam, viruses and junk mail, and
  • all end user troubleshooting.

Hosted Service

Customers wanting to enjoy all that Zimbra has to offer but wishing to maintain full administration of user accounts as well as provide end user support support to each employee can choose SaaS 44°'s Hosted Service. While you support your employees, SaaS 44° makes Zimbra available to every end user - 24/7.

The scope of support does NOT include:

  • Troubleshooting or assisting with software or services classified by Zimbra or SaaS 44° as "beta",
  • Helping to troubleshoot or re-install a customers operating system or unrelated application,
  • Complex transitions requiring SaaS 44°'s expertise with respect to planning and performing hands on migration of email, or
  • Programming, ZCS training or complex IT services which may, however, be available as Consulting Services. Please contact sales(@)saas44.com.

The Zimbra Collaboration Suite (ZCS) UI is available in the following languages: Chinese (Simplified and Traditional), Danish, English (UK, AU, US), French, German, Italian, Japanese, Korean, Polish, Brazilian Portuguese, Russian, Spanish, and Swedish.

Go to Preferences>General>Language and choose from the drop down menu.

SaaS 44° enables English (US) by default. If you wish Canadian English your best choice is English (UK).

Your company domain admin can change the default language by setting a new default for a given Class of Service (CoS).

Each employee user can override the company default language by selecting their language of choice.

Before you start your SaaS 44° Zimbra/Blackberry Enterprise Activation, we recommend you back up your BlackBerry data to your BlackBerry Desktop Manager.

We also recommend you backup your BlackBerry data on a regular basis in order to save changes made to your BlackBerry user profiles, custom settings and other features that are not part of the Zimbra/BlackBerry sync process.

Please Note: If this is the first Enterprise Activation done on the Blackberry, please proceed. If the BlackBerry has a prior Enterprise Activation and has not been wiped, it will be necessary to wipe the BlackBerry before continuing.

The Zimbra/BlackBerry Enterprise Activation procedure is as follows:

  • Open the BlackBerry Settings or Options icon on the Blackberry desktop,
  • Open Advanced Options,
  • Open Enterprise Activation,
  • Enter your Zimbra Collaboration Suite email address,
  • Enter the 4 character Zimbra Collaboration Suite/BlackBerry
    sync login password sent to you by SaaS 44°,
  • Open menu and select Activate, and
  • Wait until activation completes.

Please Note:

Activation

Occasionally the activation process will take two, and sometimes three, attempts before it is successful. Wireless processes are sensitive to signal strength and other factors outside our control. We recommend you obtain as strong a signal as possible (4 or 5 bars) and that the BlackBerry remain stationary until the sync is completed.

Activation typically takes from 15 minutes to an hour depending on the amount of data being synced. During the activation process it is best not to make or answer phone calls as it may interfere with the activation process.

If your initial activation is not successful, please repeat the process again several more times. Please double check that your email address and login password are correct before each attempt. If you are not successful after 3 attempts, please contact support(@)saas44.com.

Please note that the Zimbra Collaboration Suite/BlackBerry sync login password sent to you by SaaS 44° is valid for 72 hours. If you have not completed your activation within 72 hours, contact us and we will provide you with a new password.

BlackBerry Email

Your BlackBerry email folders will be populated with all email received and sent after the date and time of activation. We can not sync your email archive.

You control how long the email is retained on your BlackBerry. Go to your Messages icon, open Messages, open Messages Options, open General Options, scroll down to Keep Messages and choose Change Option and set the time frame that suits your needs.

Your Zimbra email is sent to your BlackBerry Messages Inbox. A separate mailbox icon for you(@)yourcompany.com will not be created on your BlackBerry home screen.

If you have a push email profile set up for your you(@)yourcompany.com email, you will want to delete that profile at your Mobile Device Service Providers UI to avoid receiving two copies of every email sent to you at your you(@)yourcompany.com email address.

All other push email profiles set up on your BlackBerry at your Mobile Device Service Providers UI will continue to operate as before.

BlackBerry Address Book

Your you(@)yourcompany.com Address Book will be synced with to your BlackBerry Address Book and vice versa. In the event of duplication, just delete the duplicates in either your BlackBerry or your Zimbra Address Book and all changes will be synced.

BlackBerry Calendar

Your you(@)yourcompany.com Calendar will be synced with to your BlackBerry Calendar and vice versa. In the event of duplication, just delete the duplicates in either your BlackBerry or your Zimbra calendar and all changes will be synced.

BlackBerry Tasks

Your Zimbra Tasks will be synced with to your current BlackBerry Tasks and vice versa. In the event of duplication, just delete the duplicates in either your BlackBerry or your Zimbra Tasks and all changes will be synced.

Data Charges

Data transfer charges are not part of your SaaS 44° monthly subscription. They are based on the plan you have with your Mobile Device Service Provider. The average to moderate user of the Zimbra/BlackBerry sync will add about 3 to 4 MB's of additional data transfer each month to their current level. It may be substantially more if you receive and open large attachments. Therefore, you may wish to take steps to adjust your data plan with your Mobile Device Service Provider.

No. It is not necessary to install any additional software to access your Zimbra MB.

With Zimbra you have the choice of accessing all of your services using the Zimbra web UI, staying in your desktop environment (see below) or some combination thereof that suits your unique needs. Choices can be modified or reversed without any risk.

Our Zimbra email server will sync with the following desktop environments - Microsoft Outlook; Mac desktop applications like iCal, Mail and Address Book and Thunderbird.

All Zimbra themes are available. SaaS 44 ° enables Sand (which will also appear as SAAS44 in the theme drop down menu) by default.

Every end user may override the company default theme by selecting their personal favourite at Preferences>General>Theme and making a selection from the drop down menu.

Your company domain admin can change the default theme by setting a new default for a given Class of Service (CoS). Your company domain admin may choose to disable some or all of the themes, by opening a ticket at our on line help desk and requesting the change of setting.

Your company may also choose to customize a theme by adding your logo. Just open a ticket at our on line help desk and request assistance.

Yes. SaaS 44° provides a wiki/document sharing MB with every account at no additional charge. It is setup automatically upon activation.

There will be a monthly charge for the GB's of storage you assign to the wiki/briefcase/document MB.

SaaS 44° backs up all user data every day for 30 days. You can recover your mailbox or documents for the previous 29 days.

Just open a support ticket at our on line help desk and ask us to restore your MB. Please include the date, or time period, you think you deleted the missing data.

We will restore your mailbox as restoreyou(@)yourcompany.com. Just login to Zimbra using restoreyou(@)yourcompany.com as your Username and your existing password, find the missing document or email and transfer it to your active mailbox. SaaS 44° will delete the restored mailbox within 48 hours.

SaaS 44° offers MB restore at no additional charge provided the service is used appropriately.

You may keep your email and data in your personal mailbox as long as you like. Our Zimbra Archiving and Discovery (ZAD) SOX Compliance service extends the storage flexibility and capability even further.

The first domain admin is, by default, the primary account holder unless you advise SaaS 44° when your account is created that a different person will perform this role. Each customer will need to decide who in their organization should be responsible to carry out the domain admin tasks which are primarily those of an IT system administrator.

A domain admin, or domain administrator, is a person with extra privileges on your Zimbra server. Using their username and password, they can login to the domain admin user interface (UI) securely and perform tasks such as changing, adding or deleting new users; creating distribution lists and aliases and setting MB quotas.

The domain admin also has privileges to access spam and virus settings.

If you or your organization do not feel comfortable assuming the domain admin responsibilities, we suggest you choose our Fully Managed Service and we will do all domain admin tasks for you based on your support ticket requests.

You can use the Zimbra REST interface to download a .zip file of particular directories to your desktop.

A mailbox (MB) is almost always associated with a unique named user. It consists of an electronic entry that defines a specific database instance through which email, instant messages, calendar events, contacts, documents and other data can be sent, received, stored, shared and managed.

A mailbox (MB) does not include distribution lists, aliases, locations, or resources, but does include archive copies of a mailbox (MB) - see Zimbra Archiving and Discovery (ZAD).

A MB quota is a data storage limit set for each MB by a customers domain admin. The quota sets the maximum amount of storage space in megabytes (MB) which can be as little as 100 MB's or up to 1O GB's.

Each MB is the container for a given users email, documents, calendars, contacts and other information. The maximum amount of space available for a single mailbox is 10 GB's. The default quota limit of 10 GB's can be increased. Just open a support ticket at our on line help desk and request the change.

We send alerts to users advising them when they are approaching their quota. When a particular MB reaches it's quota, it stops receiving mail and senders will receive a mailbox full, bounced message.

Individual MB quotas are managed in the context of a customers aggregate GB's of storage capacity. If a customer has purchased 20 GB's of storage for a given month, the domain admin can allocate that 20 GB's between MB's and other services in a way that maximizes the storage resources. The domain admin has the flexibility to allocate larger MB quotas to heavy users and smaller MB quotas to users who only send and receive emails occasionally. This saves you money.

If a customer has purchased 20 GBs of storage for a given month, that becomes the customers aggregate quota.

The domain admin can then allocate that 20 GBs between mailboxes and other services in a way that maximizes the storage resources. The domain admin has the flexibility to allocate larger mailbox (MB) quotas to heavy users and smaller mailbox (MB) quotas to users who only send and receive emails occasionally. This saves you money.