2. Basic Usage

In this manual we describe how to use the Zarafa WebApp, the next generation web-based interface of the Zarafa Collaboration Platform (ZCP).

2.1. What is the Zarafa WebApp?

In short, the Zarafa WebApp is a set of collaboration applications which can be accessed through a web browser.

Aimed at (but not limited to!) corporate users, the Zarafa WebApp has all the major features that users of i.e. Microsoft Outlook use on a daily basis, such as email, calendars, contacts, notes and tasks.

Next to these basic features, the Zarafa WebApp also offers advanced collaboration features such as instant messaging, presence and integration with telephony (VoIP) and web meeting solutions, social media integration and many more.

Because the Zarafa WebApp is an open platform, it is very easy for developers to create new features and integrations for Zarafa WebApp. More and more of these features and integrations are being developed every day.

Zarafa’s aim is to let WebApp not just match, but also grow more and more beyond Outlook with every new release.

2.2. WebApp Requirements

In order to use the Zarafa WebApp, a recent version of one of the following browsers is needed:

  • Apple Safari (version 5.1 and up)
  • Google Chrome (version 28) (starting with WebApp 20)
  • Microsoft Internet Explorer (version 9 and up)
  • Mozilla Firefox (version 5 or higher, preferred on all platforms)


While other browsers or other versions of the browsers mentioned above might work as well, Zarafa cannot guarantee they will work with WebApp nor provide support in case the users runs into issues.

2.3. Logging in

To login to the Zarafa WebApp, point the browser to the URL supplied by the local Zarafa System Administrator. By default this URL will look like:


So for example, if the local domain name is mail.example.com, the WebApp URL would be:



In case https:// does not work, the local Zarafa System Administrator has not setup the webserver to server encrypted webpages and http:// has to be used. However, please be aware that all communication with WebApp will not be encrypted in that case and could be monitored by third parties, including the specified login name and password. Zarafa always recommends using an encrypted connection, at least when connecting from unsecure connections. The local Zarafa System Administrator will have to configure this separately.

The Zarafa WebApp login screen will appear when the connection succeeded, as shown in The Zarafa WebApp Login Screen.

Login Screen

The Zarafa WebApp Login Screen

The login credentials can be obtained at the local Zarafa System Administrator. These by default consist of:

  1. A username
  2. A password

As a security measure all characters will be displayed as dots, when the password is entered.

Click Logon to log in to the Zarafa WebApp.


The Zarafa WebApp is available in several languages, which can be set from the welcome screen after first logging in and later can be changed in the general user settings. Please refer to Settings Overview for more information.

2.4. WebApp Overview

Currently the Zarafa WebApp supports the most used features of Microsoft Outlook in a fairly comprehensive way. Additional features will be implemented in every new release.

WebApp offers a number of integrated applications, which are:

  • Mail
  • Calendar
  • Contacts
  • Tasks
  • Notes
  • Zarafa “Today”

All applications use the same interface style and elements, so a user will quickly find his or her way around in each of them. Each application will be covered in this manual in its own chapter.

After logging in, the user will be presented with the Mail application by default. In the next section we will illustrate the basics of the Zarafa WebApp, using the Mail application as an example. More specific information on the Mail application can be found in Mail Overview.

Each application in the Zarafa WebApp can be divided into several main areas, as illustrated in The main areas of WebApp.

Main areas in WebApp

The main areas of WebApp

The main areas are:

  1. Shortcut Bar (Shortcut Bar (1))
  2. Main Toolbar (Main Toolbar (2))
  3. Folder Navigation Pane (Folder Navigation Pane (3))
  4. Main Window (Main Window (4))
  5. Widget Sidebar (Widget Sidebar (5))

2.4.1. Shortcut Bar (1)

Shortcut Bar

The Shortcut Bar

As its name implies, the Shortcut Bar contains shortcuts; shortcuts to the various applications are located on the left while the Settings screen and Logout are on the right side of the Shortcut Bar.

The Shortcut Bar also shows the full name of the currently logged in user.

The currently active application is highlighted in the Shortcut Bar for the convenience of the user.

2.4.2. Main Toolbar (2)

The Main Toolbar contains buttons with the most important functions for each application.

Some of the buttons have a drop-down option on the left side of the button, which allows to quickly access additional items.

The buttons which are available in each application are described in the next sections.

Application specific buttons are described in their respective chapters. New button

New button

The New button

The New button allows to create a new email, appointment, contact, task or note.

What will be created when the user clicks the button, depends on the active application. For example in the Mail application, the New button will create a new email, while in the Calendar application, it will create a new appointment. In the Contacts application, it will create a new contact and so forth.

The drop-down option on the right side of the New button (see The drop-down menu of the New button) allows to quickly create a different item without having to switch to the needed application.

New button dropdown

The drop-down menu of the New button Address Book button

Address Book button

The Address Book button

The Address Book button allows the to access address lists such as the Global Address Book and the personal contacts from any application in the Zarafa WebApp.

This allows to quickly look up the details of a coworker or one of his contacts.

For more information on address lists and contacts, please refer to Contacts Overview. Refresh button

Refresh button

The Refresh button

The Refresh button forces the WebApp to check for changes and new data on the Zarafa server (i.e. new emails, changes in calendars etc.). This button is in a way comparable to the Send/Receive button that many email applications have.

WebApp will automatically check for changes when interacting with it (i.e. each time the user clicks on a folder or switches between applications). When there is is no interaction with the WebApp, it will automatically check for new emails every 5 minutes and every minute for new reminders.

The Refresh button can be useful for situations like these:

  • if the user wants to make absolutely sure he or she is looking at the latest data.
  • when working with shared resources (a shared email box, shared calendars etc.).
  • if the user is impatiently waiting for that important email he or she know it has been sent to him or her. Switch View button

Switch button

The Switch button

The Switch button is available in several applications. If available it allows the user to switch between different views of the application. Clicking the Switch button or the drop-down option on the right side of the Switch button will display the submenu with the different view options for the currently active application. The mail application for example has options for the position of the preview panel, which can be shown on the right, on the bottom, or not shown at all.

2.4.3. Folder Navigation Pane (3)

The Folder Navigation Pane provides an overview of the folders that are part of the users’’ mailbox, the archive mailboxes, any additional mailboxes that have been opened and Public Folders. By default, only application-relevant folders are shown in the navigation pane. Opening shared mailboxes

Open Shared Mailbox

The Open Shared Mailbox link

At the bottom of the Folder Navigation Pane the Open Shared Folders... link can be found, which can be used to open other mailboxes on which the user has permission and add them to the Folder Navigation Pane. More details on using the shared mailbox features in WebApp can be found in the Mail_SharingFolders chapter of this manual. Show all folders checkbox

Show all folders checkbox

The Show all folders checkbox

By default, only the folders relevant for the current context are displayed (i.e.: only mail folders when in the mail context). If the checkbox for show all folders is checked, other folders containing different items (such as contacts and tasks) are displayed as well.

All folders shown

All folders shown

Clicking on one of the folders will automatically switch the WebApp view to the relevant context.

2.4.4. Main Window (4)

In the main window, depending on the button clicked in the toolbar, the main content of that specific page is shown. When in the Mail button has been clicked, the inbox will be shown. When the Calendar button has been clicked, the agenda will be shown, etc.

2.4.5. Widget Sidebar (5)

The Widget Sidebar can be found on the right side of the WebApp. It can be collapsed and expanded by clicking the double arrow on the top of the sidebar. As the name implies The Widget Sidebar is the panel in the WebApp where widgets are placed. Widgets are small applications that extend the functionality of the WebApp. Widgets can but don’t necessarily have to be connected with native WebApp functionality.

Examples of widgets are a widget that shows new mail messages, and a widget that shows a analogous clock. (The former is an example of a widget that is connected to native functionality of the WebApp while the latter is independent)

To add a widget to the sidebar click on the plus sign (next to the double arrows), that is visible when the Widget Sidebar is expanded. A dialog will open that shows all installed widgets. You can choose a widget and add it to the Widget Sidebar by double-cliking its icon.


New widgets can only be installed by your system administrator, and only installed widgets can be added to the Widget Sidebar.

When a widget that has been added to the sidebar needs to be configured you can click on the configuration icon in the titlebar of the widget to go to the configuration options.

Just like the Widget Sidebar widgets themselves can also be collapsed and expanded. This can be done by clicking the arrow in the titlebar of the widget.

To remove a widget from the Widget Sidebar you can simply click on the cross in the titlebar of the widget.

Changing the order of the widgets in the Widget Sidebar can simply be done by grabbing the widget by the titlebar, dragging it to another position, and releasing it there.

2.5. Changing the column layout

Context menu from a mail view column

Context menu form a mail view column

In Zarafa WebApp, each application has a default layout. For example, in the Mail application this is: a list of messages with a From and a Received column. However, like in Outlook, it is possible to change the layout by adding or removing columns. To do so, the user has to hover his or her mouse over any of the column headers (for example the From header) and click on the drop-down arrow that appears on the right side of the column header. Now he or she can select the Columns option from the drop-down menu. A sub menu that looks like WA7_FieldChooser will appear.

Field Chooser

Field Chooser

The user can now select additional columns or deselect columns that he or she wants to hide.

Additionally, it is possible to sort the email list by selecting a specific column. By default email is sorted by the Received date column.

2.6. Public Folders

A special part of the folder hierarchy is dedicated to Public Folders. A public folder is a folder that is visible to all users that have access to them. The owner of a public folder can allow other users or a group of users to access and even edit the folder by setting its permissions. Public folders offer an easy way to share folders and items. Since the hierarchy of public folders will be visible to the other users, it is also easy to organize shared content.

To create a public folder find the folder in the Public Folder hierarchy in which you want to create a subfolder. Right-click on the folder and click on New Folder in the context menu. In the dialog that pops up, enter a name for the new folder, choose the item type that the folder can contain, and click on Ok. The new folder is now created, but before it is visible to other users you must specify the permissions that other users have. To do so, right-click on the new folder and choose Properties. In the dialog that pops up open the Permissions tab. To give one or more users permissions to use the folder click on the Add button. The Address Book will open. Select the users that you want to give access (or select Everyone if you want to make the folder accessible to all other users in the organisation). Once users have been added, you still must set the permissions for each added user. By default users will only have permission to see the folder (not the contents). So select the user and set the permissions for this user in the bottom om the dialog.


Shared Folders, which will be discussed later, offer some of the same features as Public Folders. The differences are that Shared Folders are stored in the Inbox part of a user, and that they must be opened by a user specifically before they are visible in the Folder Navigation Panel, whereas Public Folders are visible by default.

2.8. Logging out

Logging out from the Webapp can be done by clicking on the Logout button in the top right corner.