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:
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.
The login credentials can be obtained at the local Zarafa System Administrator. These by default consist of:
- A username
- 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:
- 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.
The main areas are:
- Shortcut Bar (Shortcut Bar (1))
- Main Toolbar (Main Toolbar (2))
- Folder Navigation Pane (Folder Navigation Pane (3))
- Main Window (Main Window (4))
- Widget Sidebar (Widget Sidebar (5))
2.4.1. Shortcut Bar (1)¶
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.
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.
2.5. Changing the column layout¶
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.
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.
2.7. Using Search¶
The search bar is located above the item list you want to search in.
The search bar is available in every context
When doing a search, a new tab will be opened with your search results. By default your entire store is being searched in, so you can search for a calendar item, a mail item, a task, a note and even a contact.
Once you have found the item you were looking for, it can be opened by double clicking the item or right-click on the item and select open. Other actions are also available via the right-click context menu.
2.7.1. Search filters¶
To filter search results we have to fold-out the search filters first. By default the search filters are already folded out. If this is not the case or you want to hide the search filters this can be done by clicking the arrow button located on the left of the search results.
Once folded out you are able to change the search folder, search for different types of items or search for a specific date.
2.8. Logging out¶
Logging out from the Webapp can be done by clicking on the Logout button in the top right corner.