Kerio Tech Server 6 User Manual

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User Guide

Kerio Technologies

Release Date: July 3, 2008

This document provides guidance for Kerio MailServer 6.5.2. All additional modiﬁcations and updates reserved.

For current product version, check http://www.kerio.com/kms.

Information regarding registered trademarks and trademarks are provided in appendix A.

Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

1 Kerio WebMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

1.1 Web browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

1.2 Authentication to Kerio WebMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

1.3 The Kerio WebMail environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.4 Speciﬁc features and technical limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

1.5 Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

1.5.1 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

1.5.2 Message list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

1.5.3 Message reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

1.5.4 Moving and copying messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

1.5.5 Message writing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

1.5.6 Spellchecker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

1.5.7 Spam ﬁlter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

1.5.8 Automatic check for email addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

1.5.9 Looking up messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

1.5.10 Interrupted connection between the server and the browser . . . . . . . . 51

1.6 Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

1.6.1 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

1.6.2 Contacts display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

1.6.3 New contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

1.6.4 Private contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

1.6.5 Searching in contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

1.6.6 Moving and copying contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

1.6.7 Contacts forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

1.6.8 Distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

1.7 Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

1.7.1 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

1.7.2 Calendar view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

1.7.3 Creating and editing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

1.7.4 Private Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

1.7.5 All (multiple) day event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

1.7.6 Recurred event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

1.7.7 Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

1.7.8 Moving and copying events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

1.7.9 Events forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

1.8 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

1.8.1 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

1.8.2 Task list display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

1.8.3 Creating and editing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

1.8.4 Private Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

1.8.5 Moving and copying tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

1.8.6 Forwarding tasks attached to email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

1.9 Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

1.9.1 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

1.9.2 Viewing the note list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

1.9.3 Create and edit notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

1.9.4 Moving and copying notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

1.9.5 Forwarding notes attached to email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

1.10 Folder Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

1.10.1 Root folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

1.10.2 Creating folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

1.10.3 Folder tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

1.10.4 Folder content options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

1.10.5 Shared and public folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

1.10.6 Folder subscription . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

1.11 Kerio WebMail conﬁguration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

1.11.1 User settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

1.11.2 Out of oﬃce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

1.11.3 Change of password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

1.11.4 Keyboard shortcuts used in the Kerio WebMail . . . . . . . . . . . . . . . . . . . . 127

1.12 Message ﬁltering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

1.12.1 List of ﬁltering rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

1.12.2 Creating or changing a rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

1.12.3 Cellular phone notiﬁcation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

1.13 Time zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

1.13.1 Change of a time zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

1.13.2 Events in diﬀerent time zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

2 Kerio WebMail Mini . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

2.1 User folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

2.2 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

2.3 Mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

2.4 Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

2.5 User settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

2.6 Quota . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

3 Kerio WebMail on mobile devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

3.1 Message reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

3.1.1 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

3.1.2 Message header and body . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

3.2 Message writing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

3.2.1 Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

3.2.2 Message header and contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

3.3 Contact list editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

3.3.1 Create and edit contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

3.3.2 Creating and editing distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

3.4 Folder Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

3.5 User settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

4 Data synchronization with mobile devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

4.1 Supported mobile devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

4.2 Windows Mobile 2002 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

4.2.1 ActiveSync conﬁguration in Windows Mobile 2002 . . . . . . . . . . . . . . . . 167

4.3 Windows Mobile 2003 and 2003 Second Edition . . . . . . . . . . . . . . . . . . . . . . . . . 172

4.3.1 ActiveSync settings in Pocket PC Edition . . . . . . . . . . . . . . . . . . . . . . . . . . 173

4.3.2 ActiveSync settings in Smartphone Edition . . . . . . . . . . . . . . . . . . . . . . . . 179

4.4 Windows Mobile 5.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

4.5 Windows Mobile 5.0 AKU2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

4.5.1 ActiveSync settings in Pocket PC Edition . . . . . . . . . . . . . . . . . . . . . . . . . . 187

4.5.2 ActiveSync settings in Smartphone Edition . . . . . . . . . . . . . . . . . . . . . . . . 192

4.6 Windows Mobile 6.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

4.7 Palm Treo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

4.7.1 Versa Mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

4.8 Nokia Eseries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

4.8.1 Email For Exchange settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

4.9 Nokia N73 and N95 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

4.10 RoadSync . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

4.11 Apple iPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

5 Kerio Outlook Connector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

5.1 Software requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

5.2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

5.2.1 Creating a new proﬁle and Kerio account settings . . . . . . . . . . . . . . . . . 216

5.2.2 Data ﬁle settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

5.3 Upgrade of the Kerio Outlook Connector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

5.4 Changing of user password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

5.5 Shared and public folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

5.5.1 Sharing and mapping of folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

5.5.2 Public and archive folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

5.6 Rules for incoming messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229

5.6.1 Creating or changing a rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230

5.6.2 Out of oﬃce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

5.7 Spam ﬁlter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

5.7.1 The Spam tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

5.8 Address books and contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

5.8.1 Searching in address books via the MAPI interface . . . . . . . . . . . . . . . . 238

5.8.2 Searching contacts via the LDAP directory service . . . . . . . . . . . . . . . . . 240

5.8.3 Contacts forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

5.8.4 Distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

5.9 Scheduling of meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

5.9.1 Creating a meeting using the Free/Busy server . . . . . . . . . . . . . . . . . . . . 246

5.10 Private items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

5.11 Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

5.12 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

5.12.1 Spam/Not Spam buttons displaying problems . . . . . . . . . . . . . . . . . . . . . 249

5.12.2 Installation and conﬁguration of MS Outlook 2000 . . . . . . . . . . . . . . . . 250

5.12.3 Messages signed in MS Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

5.12.4 Error in settings of contact folders used as address books . . . . . . . . . 251

5.12.5 Problems with displaying of Free/Busy information . . . . . . . . . . . . . . . 252

6 Kerio Outlook Connector (Oﬄine Edition) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

6.1 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

6.1.1 Installation on computers where Kerio Outlook Connector has

been installed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

6.1.2 Proﬁle and Email account settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

6.1.3 Automatic updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

6.2 The Online/Oﬄine mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

6.2.1 Oﬄine mode settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

6.2.2 Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

6.3 Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

6.3.1 Searching in address books via the MAPI interface . . . . . . . . . . . . . . . . 262

6.3.2 Searching contacts via the LDAP directory service . . . . . . . . . . . . . . . . . 264

6.3.3 Contacts forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

6.3.4 Distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

6.4 Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

6.4.1 Scheduling of meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

6.4.2 Web Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

6.5 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

6.5.1 How to create tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

6.6 Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

6.7 Rules for incoming messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273

6.7.1 Creating or changing a rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

6.7.2 The Out Of Oﬃce rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280

6.7.3 The Spam rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281

6.8 Spam ﬁlter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

6.9 Grouping and searching of messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

6.9.1 Message grouping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

6.9.2 Looking up messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

6.10 Folder Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

6.10.1 Folder Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286

6.10.2 Public folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

6.11 Sender details settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

7 Kerio Synchronization Plug-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

7.1 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

7.2 Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292

7.3 SSL-secured synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

8 Web calendars in MS Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

8.1 Subscription to calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

8.2 Calendar publishing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304

9 Support for Windows Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308

9.1 Subscription to calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308

9.2 Calendar publishing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

9.3 Sharing of calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

10 MS Entourage support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314

10.1 Basic account settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315

10.2 Connection to the LDAP server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326

10.3 Scheduling of meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328

10.4 Spam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330

10.5 Delegating folders and their connection in MS Entourage 2004 . . . . . . . . . . 330

10.6 Out Of Oﬃce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334

10.7 Secure communication of Kerio MailServer with MS Entourage . . . . . . . . . . . 335

11 Apple iCal Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341

11.1 Setting Apple iCal in Mac OS X 10.3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341

11.2 Setting Apple iCal in Mac OS X 10.4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346

11.3 Sharing of calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350

11.4 Create public calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351

11.5 CalDAV support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351

11.5.1 Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352

11.5.2 Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

11.5.3 Scheduling of meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355

11.5.4 Delegation of calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357

12 Apple Address Book Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360

12.1 Apple Address Book pro Mac OS X 10.2 Jaguar . . . . . . . . . . . . . . . . . . . . . . . . . . 360

12.2 Apple Address Book for Mac OS X 10.3 (Panther) and 10.4 (Tiger) . . . . . . . . 361

12.2.1 LDAP searching settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361

12.2.2 Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363

13 Kerio Sync Connector for Mac . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369

13.1 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369

13.2 Synchronization settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371

13.3 The process of the synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376

14 Support for Apple Mail 10.4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

14.1 Exchange account in Apple Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

14.2 IMAP account in Apple Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

14.3 Learning of the antispam ﬁlter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379

A Legal Presumption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383

Glossary of terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386

Introduction

This document provides detailed setting guidance for all applications and modules (email clients, calendars and address books, data synchronization) supported by Kerio MailServer.

While some of these applications are supported directly (i.e. no additional installations are needed, it is only necessary to perform speciﬁc settings), others require installation of supportive modules and extensions.

In addition to external applications, this document also addresses the Kerio WebMail interface which is used to access user data and email accounts via the most wide-spread web browsers, such as Internet Explorer, Firefox or Safari.

This guide addresses features and conﬁguration of the following applications and interfaces:

Kerio WebMail

Kerio WebMail is a comfortable web interface which can be used to maintain email and other folders saved in mailboxes on a particular server. Kerio WebMail is available in two versions:

• Kerio WebMail — full version designed for most of supported browsers (see chapter

• Kerio WebMail Mini — a special, lite edition designed for unsupported browsers or for

computers with slow Internet connection (see chapter 2) and for mobile devices (see chapter 3).

Microsoft Outlook

Support for Microsoft Outlook is allowed by two extension modules which enable better exploitation of Kerio MailServer’s groupware features:

• Kerio Outlook Connector (Oﬄine Edition) — is an extension for MS Outlook allowing smoother cooperation of MS Outlook and Kerio MailServer. Kerio Outlook Connector (Oﬄine Edition) supports groupware features of MS Outlook such as planning of meetings and task assignment. In addition to these features, other are included such as message grouping, searching in message bodies and oﬄine mode which allows users working with MS Outlook even without Internet connection. This feature is helpful especially for notebook users. In detail, Kerio Outlook Connector (Oﬄine Edition) is described in chapter

• Kerio Outlook Connector — an extension to MS Outlook. It allows scheduling and sharing diﬀerent types of data. Thanks to this module, MS Outlook is able to work with groupware data (contacts, calendar, tasks, notices) stored in Kerio MailServer. In detail, Kerio Outlook Connector is described in chapter 5.

• Kerio Synchronization Plug-in — this application allows synchronization of personal calendar, contact and notes folders as well as public folders with calendars and contacts. This application is useful especially to users of notebooks who need to work

1).

Introduction

with their email, calendar and contacts oﬄine. In detail, Kerio Synchronization Plug-in is described in chapter 7.

Windows Calendar

Windows Calendar is an Microsoft Corporation’s application used for management of calendars. Support for Kerio MailServer allows publishing of calendars on the server or subscription of any Kerio MailServer calendar.

Data synchronization with mobile devices

Kerio MailServer supports data synchronization with mobile devices via the ActiveSync protocol. ActiveSync allows direct synchronization of data stored in email accounts with mobile devices (it is not necessary to connect to a desktop synchronization application). The ActiveSync protocol can use diverse applications in mobile devices (e.g. ActiveSync on Windows Mobile, the VersaMail email client on Palm Treo, the Mail for Exchange applications in Nokia Eseries and Nseries, the RoadSync applications and others). Chapter 4 provides detailed information on which folders can be synchronized and how the synchronization should be conﬁgured on individual devices.

Microsoft Entourage

Microsoft Entourage is an MS Oﬃce 2004 for Mac email client which also supports management of personal information and groupware functions. The support provided by Kerio MailServer is described in detail in chapter 10.

Apple Mail

Apple Mail is an email client developed by Apple Computer. The support provided by Kerio MailServer allows displaying of calendar and contact folders in this client (for de-

tails, see chapter 14).

Apple iCal

Apple iCal is an Apple Computer’s application used for management of calendars. The support from Kerio MailServer works as follows:

• Kerio Technologies has developed the Kerio Sync Connector for Mac application which allows easy data synchronization between Kerio MailServer and Apple iCal. The synchronization with the server allows synchronization of locally created calendars and To Do items (tasks). Details on the product are provided in chapter 13.

• Apple iCal calendars can be published in Kerio MailServer and it is also possible to subscribe to any Kerio MailServer calendar. Calendars are created and saved in the standard iCalendar format (for details, see chapter 11).

• Since version Mac OS X 10.5, Apple iCal supports CalDAV which enables subscription and viewing of calendars saved in Kerio MailServer. The protocol also supports meeting scheduling (Free/Busy and invitations) and delegating of calendars to other users (for details, refer to section 11.5).

Apple Address Book

Apple Address Book is an application developed by Apple Computer that is used as a standard address book (contact manager) in Mac OS X operating systems. Contacts can be synchronized with the Kerio MailServer’s store by the two methods described below:

• Contacts stored in the Apple Address Book and in Kerio MailServer can be synchronized by the Kerio Sync Connector for Mac extension. In addition to Apple Address Book contacts, this application can also synchronize Apple iCal calendars and To Do items (for details, see chapter 13).

• The address book can be synchronized with contacts stored in Kerio MailServer also by using Apple iSync (for details, refer to chapter 12).

Chapter 1

Kerio WebMail

The Kerio WebMail is a Web interface that allows users to comfortably access their email and workgroup features from any location using a web browser. Users can read, write or delete messages, move them to and from folders, manage contacts, administer folders (create or delete folders, set access rights, etc.) and change user settings such as passwords, message ﬁlters, Kerio WebMail appearance, work with calendar, free time information (Free/Busy calendar), tasks and notes.

Kerio WebMail enables users to work with email, calendars, tasks, notes and contacts in a way similar to a mail client using the IMAP protocol (all items are stored in folders on the server and the client opens only the selected item, i.e. a particular message, event, etc.).

1.1 Web browsers

The full version of Kerio WebMail supports the following browsers:

• Internet Explorer versions 6 and 7,

• Firefox versions 1.5 and 2,

• Safari 1.3, 2 and 3 on Mac OS X 10.5 Leopard.

For technical reasons, the full version of Kerio WebMail cannot be run in older versions of the listed browsers or in non-listed browsers, but it is possible to run the simpliﬁed version Kerio WebMail Mini (for more information, see chapter 2). Kerio WebMail Mini is run automatically in older versions of browsers, in text-based browsers such as Lynx or Links, in web browsers designed for mobile devices (this view type is described in chapter 3). Kerio WebMail Mini does not require CSS and JavaScript.

To use the secured access to the Kerio WebMail interface (by HTTPS protocol), the browser must support SSL encryption. If it can be conﬁgured (e.g. in Internet Explorer), it is recommend to enable support for SSL 3.0 and TLS 1.0 versions.

1.2 Authentication to Kerio WebMail

To access the Kerio WebMail interface service using a web browser, insert the IP address (or the name if it is contained in DNS) of the computer where Kerio MailServer is running. A protocol has to be speciﬁed in the URL — either HTTP for non-secured access or HTTPS for SSL-encrypted access. The URL can have the following form: http://192.168.1.1 or https://mail.company.com.

1.2 Authentication to Kerio WebMail

It is recommend to use the HTTPS protocol for remote access to the service (simple HTTP can be tapped and the user login data can be misused). By default, the HTTP and HTTPS services use the standard ports (80 and 443). If the standard ports are changed, specify the port number in the URL address, like http://192.168.1.1:8000 or https://mail.company.com:8080.

Note: The description above focuses accessing email via mobile devices. If it is not possible to connect to Kerio MailServer, insert URL following one of these formats: http://server_name/pda or http://ip_address/pda.

If the URL has been entered correctly, a login page will be displayed in the browser. Enter the username and password on this page (if the user does not belong to the primary domain, a complete email address is required).

Figure 1.1 Login page

Full and simpliﬁed interface

After the username and password has been entered, users can decide whether to use the full version of Kerio WebMail or the simpliﬁed version — Kerio WebMail Mini— will be used:

The full version of Kerio WebMail is recommended for users with fast internet connection who require high performance and functionality. The capabilities of the full version include:

• email folders management,

• calendars management,

• contacts management,

• tasks management,

Chapter 1 Kerio WebMail

• notes maintenance,

• viewing of public email folders and contact, calendar, tasks and note folders,

• folder management (creating, removing, moving, sharing and subscriptions),

• user’s settings of the interface.

Kerio WebMail Mini is optimized for slower internet connection types, for all browser types as well as for mobile devices. The capabilities of the simpliﬁed version include:

• email folders management,

• contacts management,

• viewing of email and contact public folders,

• folder management (creating, removing, moving, sharing and subscriptions),

• user’s settings of the interface.

Kerio WebMail Mini is described in chapter

2 in more detail.

Connection from Windows Internet Explorer 7.0

Windows Internet Explorer 7.0 requires the new browser settings before the ﬁrst connection to the Kerio WebMail interface. The change to be done addresses conﬁguration of security areas. Brief help guidelines are available through the Recommended browser settings link available on the Kerio WebMail’s login page. If you miss the link, the helplines are as follows:

1. Click on Tools → Internet Options and select the Security tab (see ﬁgure 1.2).

Figure 1.2 Internet Options → the Security tab

1.2 Authentication to Kerio WebMail

2. On the Security tab, click on Local intranet and then use the Sites button.

3. In the Local intranet dialog just opened, click on Advanced (see ﬁgure 1.3).

Figure 1.3 The Local intranet dialog

4. In the Add this Web site to the zone textﬁeld, specify Kerio MailServer’s URL address (e.g. http://mail.company.com or https://mail.company.com, see ﬁgure 1.4).

Figure 1.4 URL addresses can be speciﬁed in the Local intranet dialog

This setting removes the address line displayed in header of every Windows Internet Explorer 7 window.

Connection from Mozilla Firefox 2

Before the ﬁrst connection to the Kerio WebMail interface, Mozilla Firefox 2 requires special settings addressing usage of JavaScript in the browser. Brief help guidelines are available

Chapter 1 Kerio WebMail

through the Recommended browser settings link available on the Kerio WebMail’s login page. If you miss the link, the helplines are as follows:

1. On the toolbar, click on Tools → Options.

2. In the Options dialog window just opened, select Content (see ﬁgure 1.5).

Figure 1.5 Options → Content

3. Click on the Advanced button next to the Enable JavaScript option.

4. In the Advanced JavaScript Settings dialog (see ﬁgure 1.6), enable the Raise or lower windows option.

Figure 1.6 Advanced JavaScript Settings

1.3 The Kerio WebMail environment

This conﬁguration allows proper functionality of displaying of event and task reminders as well as smooth opening of other Kerio WebMail windows and dialogs.

Log out

Users should always log out when they ﬁnish working in Kerio WebMail. To log out, use the Logout link in the upper right corner of the window. After logout, users get disconnected from Kerio MailServer immediately, which prevents misuse of such connection.

Note: By disconnection, all windows associated with Kerio MailServer are closed.

1.3 The Kerio WebMail environment

Once you are successfully connected to Kerio WebMail, a special user interface resembling of usual email clients is opened in the browser (see ﬁgure 1.7). Kerio WebMail actually consists of three main sections — one with a tree view of folders (remains unchanged), one with the contents of the folder currently selected (changes according to the type and contents of the folder), which is referred to as a main window, and the toolbar (its appearance depends on the folder type).

This section addresses main Kerio WebMail components:

Figure 1.7 The ﬁrst connection to Kerio WebMail

Chapter 1 Kerio WebMail

Page header

In the Kerio WebMail header, the name of the active folder and company logo is displayed. The Logout button in the upper right corner is used for logging out from the server where Kerio MailServer is installed (for details, check section 1.2).

Figure 1.8 Page header

Folder tree

The left pane of the Kerio WebMail window provides the folder tree (see ﬁgure 1.9). The tree includes all folders of the mailbox. Clicking on any folder displays its contents in the main pane (message list, calendar, etc.).

The folder tree allows manipulation with individual folders. This means that folders can be moved, renamed, created and removed here. Folders and possible options are focused in chapter

1.10.

Figure 1.9 Folder tree

In addition to the basic operations, in the folder tree it is also possible to add or remove access rights to users as well as subscribe folders of other users. Sharing and subscription of folders is addressed in section 1.10.5.

1.3 The Kerio WebMail environment

The main pane

The main pane of Kerio WebMail displays contents of a folder currently selected in the folder tree. To view content of the folder in the main pane, click on the particular folder in the tree. The way of display in the main pane depends on folder type. Kerio WebMail supports viewing of the following folder types:

• Email

In case of email folders, the main pane consists of three sections. These include a list of messages, a special reading pane where the message body is displayed and a toolbar where several email tools can be found (see ﬁgure 1.10).

Figure 1.10 Email

Email folders and their manipulation are addressed in chapter 1.5.

• Calendar

The layout of the calendar’s main pane depends on view mode. Figure 1.11 shows calendar in the weekly view mode. Beside this mode, day and month views are available, as well as two types of lists, distinguishing events with and without recurrence.

For detailed information on calendars, see chapter 1.7.

• Contacts

Like calendars, contact folders also allow various view modes. The modes available for calendars are either address cards or a list of contacts (at ﬁgure 1.12, the address cards mode is shown).

For detailed information on contacts and their management, see chapter 1.6.

Chapter 1 Kerio WebMail

Figure 1.11 Calendar

Figure 1.12 Contacts

• Tasks

In case of tasks, the main pane provides a list of created tasks and a toolbar allowing comfortable administration of tasks (see ﬁgure 1.13).

Figure 1.13 Tasks

1.3 The Kerio WebMail environment

For detailed information on tasks, see chapter 1.8.

• Notes

The main pane of the Notes folder provides a list of notes (see ﬁgure 1.14). The notes use customizable colours to distinguish various topics. The main pane also includes a toolbar allowing creation of new notes, their removal, printing, etc.

Figure 1.14 Notes

For detailed information on notes, see chapter 1.9.

The Kerio WebMail pop-up menu

The Kerio WebMail’s pop-up context menu, opened by right-clicking on an object (folder, message, note, etc.), provides a list of actions. The pop-up menu is always associated with a particular object. This implies that right-clicking on an email message opens a menu (this menu is shown at ﬁgure

1.15) which includes options diﬀerent from the options included the pop-up

menu associated with the Tasks folder (opened by right-clicking on Tasks in the folder tree).

The Kerio WebMail’s pop-up context menu generally includes the same items as found on toolbars of individual folders.

Notes:

• If a new contact, event, task or another item is created through the pop-up context menu

(see ﬁgure 1.16), these items are added automatically in the default folders (Contacts, Calendar, Tasks). Default folders are folders included in Kerio WebMail by the moment where the particular account is created (such as Inbox) and they cannot be removed.

Chapter 1 Kerio WebMail

Figure 1.15 Context menu for email

Figure 1.16 The pop-up menu for creation of a new item (message, contact, event, etc.)

• On Apple Macintosh computers, click the mouse button and hold the Ctrl key to simulate

the right mouse button behavior. On the standard two-button mouse, the right mouse button shows the context menu.

1.3 The Kerio WebMail environment

Today page

The “Today” page provides overview of the current status of the mailbox. It shows current number of unread messages in Inbox (Settings allow to add more folders for which this information will be shown) as well as tasks and events for the current day. It also includes a quota for disk space reserved for the particular mailbox (if the quota has been set by the server administrator). This section also provides information about current free and occupied space in the mailbox so the user can always easily recognize how much of the mailbox is currently available.

To open the “Today” page, click on the root folder (at ﬁgure

1.17, the root folder is

jsmith@company.com).

In the user interface it is possible to set the “Today” page as an introductory page that would be displayed upon each connection to Kerio WebMail (for details on these settings, see chapter 1.11.1). Thus the users can see right at the start what should be done on that day and they do not have to surf through individual folders. Individual items at the “Today” page are formated as links which can be simply clicked to view the particular event, task or email folder.

Figure 1.17 Today page

The “Today” page is divided into four parts. The information in individual sections vary (events, tasks, quota and number of unread messages):

• Calendar — this section includes a list of events scheduled for the current day. In Kerio

WebMail’s user settings, up to seven days may be set to be displayed at the “Today” page.

For details on where and how number of days to be displayed can be set, see chapter 1.11.1.

• Tasks — by default, this section shows a list of tasks set for the current day. However, in the

user interface it is possible to change the “Today” page settings so that all tasks included in the particular folder are always displayed. The settings are addressed in chapter 1.11.1.

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To make manipulation with tasks even more comfortable, various types of information are also displayed, such as priority (an exclamation mark or a blue arrow), information on uncompleted tasks where the due date has already expired (items marked red), etc. These attributes are shown at ﬁgure 1.17.

• Quota — server administrators can set a so-called quota and apply it to particular mail-

boxes. The quota is a limit for number of messages and for diskspace reserved for the mailbox. The Quota section informs users if quota is set and how much of the reserved mailbox capacity is left. When the mailbox is full, the server generates an automatic message recommending to remove some messages in the mailbox and sends it to the corresponding user. If the user ignores this warning, other mail will not be delivered to the mailbox since no more capacity is left.

• Messages — by default, this section shows all unread email in Inbox. In the Kerio WebMail

user settings, it is possible to allow also displaying of other email folders. Details on where and how these settings can be done are addressed in chapter

1.11.1.

1.4 Speciﬁc features and technical limitations

Automatic logout

For security reasons, Kerio WebMail logs oﬀ the user automatically after a certain time of inactivity. By default, the length of inactivity period is set to 1 hour. Kerio MailServer administrators can change this value.

When the inactivity period expires, clicking on any link or button returns the user to the login page and the user has to log in again.

Pop-up killers

If any pop-up blocker (pop-up killer) is installed on the computer where Kerio WebMail is running, it is necessary to create an exceptional rule in Kerio WebMail or to connect via secure connections (see chapter 1.2). Otherwise, event and task reminders will not work in Kerio WebMail.

If the pop-up blocker is embedded in the web browser, create an exception for Kerio WebMail or disable the pop-up blocker completely.

Message size limits

Size of any outgoing email message (event, task or contact) must not exceed the limit set by Kerio MailServer administrator (for detailed information, see the Kerio MailServer administrator’s guide). otherwise the particular message will not be delivered. No limit applies to incoming mail.

1.4 Speciﬁc features and technical limitations

Duplication of default folders

After certain period of using, some default folders, such as Deleted items, Junk email, etc., may be duplicated in the Kerio WebMail’s folder tree.

This problem occurs under the following circumstances:

• besides Kerio WebMail, a user connects to his/her mailbox also via an email client which is

not directly supported by Kerio MailServer (e.g. MS Outlook Express),

• this unsupported email client is not in English,

• client applications connects to the server via IMAP.

If the conditions described above are met, the mail client might create its own set of special folders (they cannot be found at the server since their names are in English there). These changes are copied by Kerio WebMail.

In MS Outlook Express, the problem can be removed by renaming the critical folders (Sent Items and Drafts) under Tools → Accounts:

1. Click on the particular email account and click Properties.

2. Select the bottom IMAP folder and change the Sent Items and Drafts folder names (for details, see ﬁgure

1.18).

Figure 1.18 Renaming folder names in MS Outlook Express

Messages signed in MS Outlook

Senders who use MS Outlook with the Kerio Outlook Connector (however, this problem can arise even if some obsolete email clients are used) can send digitally signed messages in a format that is not supported by Kerio WebMail. This problem can be solved by allowing sending of digitally-signed email messages in MS Outlook as clear text messages.

If your messages are digitally signed, in MS Outlook check the Send clear text signed mes- sage when sending signed messages option under Tools / Options on the Security tab (see ﬁgure

1.19). This option provides that also Kerio WebMail users may read the message.

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Figure 1.19 Setting veriﬁcation of digitally signed messages in MS Outlook

Note: The settings shown here applies to MS Outlook 2003. For MS Outlook (2000/XP), the settings may diﬀer slightly. In MS Outlook 2007, these settings may be done under Tools →

Trust Center → E-mail Security

Problems with Back and Forward buttons

Also note that the Back and Forward buttons located in the toolbar of the web browser will not work properly in Kerio WebMail. Therefore, it is recommended not to use these buttons in Kerio WebMail.

1.5 Email

The most frequently used folders are email folders. These folders store all email messages of a particular mailbox. Number of email folders in a mailbox is not limited.

The most essential folder is Inbox. By default, new messages are delivered to this folder. It is also possible to make the server deliver messages sorted by certain criteria to other folders, however, this issue will be addressed in chapter 1.12. Inbox is showed at ﬁgure 1.20.

Another basic email folder is Sent Items. Here, copies of all messages sent from the mailbox are stored.

Another email folder to be mentioned is Drafts. This folder stores any messages which have been started or even completed but not sent.

The three basic folders described above cannot be removed as they belong to so-called default folders. Details on default folders as well as on other folder types are focused in chapter 1.10.

1.5.1 Toolbar

First, we will focus on the toolbar of email folders to learn about its options:

New mail

This button opens a dialog where new messages can be created and sent (for details, see chapter 1.5.5).

Reply, Reply All

The button covers two options:

• Reply — a reply to the sender of the message (this option displays the message editor page; the original message text appears in the body of the reply message).

• Reply All — a reply to the sender and all recipients of the original message; this option works similarly to the Reply option. This option can be found in the selection menu of the Reply button.

Forward

Click on this button to forward the message to another email address.

Spam/Not spam

The toolbar will show only the button that can change the message status. The Is spam button marks the selected message as spam. If a message is marked as spam, the Kerio MailServer spam detection tool will automatically mark all similar messages as spam (for more information, see chapter

1.5.7). Such messages will be deleted or moved

to Junk E-Mail. Use the Settings option in the General tab to decide if the message should be deleted permanently or moved to the Deleted items folder (see chapter 1.11.1). The spam detection tool may occasionally mark a solicited message as spam. In such cases, it is recommended to use the Not spam option. The subsequent messages that are similar to the message above will be treated as non-spam (for more information, see chapter 1.5.7).

1.5 Email

Move or copy

This option moves or copies the message to a selected folder. Users can also click the selected message and drag it to any of the mail folders in the folder tree.

To print messages, click the Print button. First, the printed page preview appears; then the standard Print dialog box is displayed.

Delete

Click the Delete button to delete the message or move it to the Deleted items folder. Use the Settings option in the General tab to decide if the message should be deleted permanently or moved to the Deleted items folder (see chapter 1.11.1). Messages can be deleted also by the Delete key (in Mac OS X also by Backspace).

Search for:

This button opens a standard box called Search that allows users to ﬁnd one or more messages that meet the criteria entered (for more information, see chapter 1.5.9). Use the Search ﬁeld to ﬁnd messages based on their subject or sender. Any search string (a word, part of a word or character) can be entered in this ﬁeld. The messages found will be displayed directly in the main window.

Chapter 1 Kerio WebMail

1.5.2 Message list

In this section, we will focus on how email folders are displayed and how they work. The mail folders are arranged in a table (list). Each row contains one message and available information. Information to selected messages are listed in the columns.

Figure 1.20 The Inbox email folder

Each line may include icons referring to other features of the particular message (the description provided below addresses them in the order from left as they may appear in the line):

• Priority — this icon represents the importance of the message. High priority is marked by a red exclamation mark, whereas a blue downward arrow stands for a low priority message. Priorities are set by sender. In chapter1.5.5, message priority settings are addressed in detail.

• Attachment — the paperclip icon indicates that the message contains an attachment (i.e. an attached ﬁle).

• Flag — ﬂags are represented by a little red ﬂag icon used to highlight messages (so it is later easier to ﬁnd them).

• Icon — these icons indicate diﬀerent types of messages (forwarded message, spam, invita- tion, etc.).

• From — the address of the sender.

• Subject — the subject of the message.

• To — the address(es) of the recipient(s).

• Cc — the address(es) of the copy recipients.

• Received — the date/time when the message was received. On the day of receipt, this

column shows only the time data; from the next day on, the date is displayed as well.

1.5 Email

• Date — the day when the message was sent. If the message is received on the same day, only time data are shown. From the next day on, the date is displayed as well.

• Size — the size of the message in kilobytes.

icon Description

high priority messages

low priority messages

attachment

message ﬂag

unread message

read message

unread spam

read spam

messages already replied

forwarded messages

event (meeting invitation or a reply to an invitation)

task (notice informing of the user’s participation on a task or a reply to such a notice)

Table 1.1 Overview of icons used in message lists

By default, up to 20 messages are listed on one page. To change number of messages displayed on a single page, use the Settings section in Kerio WebMail (see chapter 1.11.1).

1.5.3 Message reading

New messages are delivered to the Inbox folder by default (folders for incoming messages can be speciﬁed in the rules— see chapter 1.12). The unread messages are marked in bold. The number of unread messages is indicated in parentheses next to the folder name. Double-click selected message to open it in a new window (or select a message in the list and press Enter).

The reading pane is an area where the message body is displayed (message body, images, etc.). There are two options of location of the reading pane (at the bottom or on the right — see ﬁgures 1.21 and 1.22) or it can be hidden. If the window is hidden, message contents are displayed in separate windows. The reading pane can be enabled or disabled in Settings. For detailed information on user settings, see chapter 1.11.1.

Chapter 1 Kerio WebMail

Figure 1.21 Message reading

Figure 1.22 The reading pane is located on the right from the list of messages

Message list editing

• Adding and deleting columns

The appearance of the message table can be changed depending on the information shown. Kerio WebMail enables users to display or hide any of the columns. Columns can be set as follows:

1.5 Email

1. Right-click on the column captions.

2. The pop-up menu that appears contains the Change columns option.

3. Click on Change columns to open the Select ﬁelds dialog box and select columns to be

shown in the list of messages.

Users can select (check) the columns they want to include in the table. Checked columns will be displayed in the table, unchecked columns will be hidden.

• Sorting messages by columns

The detailed information on individual messages is displayed in the columns. Each column enables sorting messages by information. Click the column heading to sort tasks in the ascending or descending order (see the arrow next to the column name) by alphabet, numbers or time (depending on the column contents).

Note: For sorting by subject or by sender, items are sorted by the alphabet of the language set in Settings as preferred (the General tab) in Kerio WebMail — see chapter 1.11.1. In result, if for example English is set as preferred and subjects are in German, subjects will be ordered by English alphabet and some speciﬁc national characters may also cause problems in sorting.

• Adjusting the column width

The width of the message table can be adjusted the same way as in the spreadsheet programs. To change the column width, click between two columns in the table header and drag the cursor right or left as needed (see image 1.23).

Figure 1.23 Adjusting the column width

Note: Settings of column width is not remembered. Next time opened, the columns return to their default state.

Attachments

Each incoming message may include one or more attachments. The attachments are ﬁles of various types (text, images, audio, video, archived compressed folders, etc.), that can be attached to a message and sent to the recipient.

If you receive an attachment in a message, you can open it, view it and also save it to a folder (by using the pop-up menu opened by right-clicking on the attachment). This opens a standard

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dialog where the attachment can be saved. Users can also use the pop-up menu of the link (the Save as option).

Reply to a message

It is possible to reply directly to any message. This can be done by the Reply button available on the toolbar (see ﬁgure 1.24). The button includes a menu where it is possible to select from two options (Reply to send the reply only to the sender or Reply All to send the reply to all addresses included in the original message). Click on one of these buttons to compose the reply message. The email address of the person who has sent the original message is entered automatically in the To ﬁeld. Note also that the subject of the message now contains the Re string. This string indicates reply to previous message.

Figure 1.24 The Reply button menu

The message can be also forwarded to other recipients. Click on Forward to edit the selected message where the To and Cc ﬁelds are left blank, because the system does not know who do you intend to forward the message to.

If you receive a message with the Fw: string preﬁxing the subject, you’ll know that it is a forwarded message (. Fw: detailed information regarding the today’s meeting).

Message ﬂag

Each of the received messages can be marked by a ﬂag in Kerio WebMail. It is a little colored ﬂag symbol that reminds users of the message it was appended to. Flags help us look up messages easily.

Click the column with the ﬂag image to add a ﬂag to/from a message (see image 1.25). The same method can be followed to remove a ﬂag. Simply click on the ﬂag you wish to remove.

Figure 1.25 Message list

1.5 Email

Note: Image ﬂags can be added to messages even in MS Outlook. The ﬂags appended to messages in this application will be displayed also in Kerio WebMail and vice versa. The problem is, that MS Outlook enables users to add ﬂags of diﬀerent colors. Kerio WebMail shows all ﬂags in one color.

1.5.4 Moving and copying messages

Kerio WebMail allows moving and copying of messages between folders. Variety of methods can be used for this purpose and it depends on the user’s choice which one they feel more comfortable with. The methods are described in the following section:

The Drag & Drop method

The Drag & Drop method is a simple way how to move and copy message by using the left mouse button:

1. Put the mouse pointer over the message to be moved. Hold the left mouse button and

drag the message over the destination folder. Release the mouse button.

Note: To copy the selected message(s), hold the Ctrl key (or Alt on Mac OS X).

2. Hold down the mouse button (and the Ctrl key, when copying) and drag the message to

another folder.

Figure 1.26 Moving messages by the Drag & Drop method

3. A green icon appears when the message is ready to move (see ﬁgure 1.26) or a blue icon

when ready for copying (see ﬁgure 1.27).

4. Let hold of the button to move the message to the selected folder immediately.

Note: Unless the message is dragged over a folder where it can be moved (i.e. any mail folder with corresponding access rights in the folder tree), a red icon is displayed meaning it is impossible to move the message to the particular location.

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Figure 1.27 Copying messages by the Drag & Drop method

Using the Move or copy button

The toolbar includes a clickable Move or copy icon. Messages can be move or copied by using this button as described below:

1. Use the mouse pointer to select a message and click on the Move or copy button available

on the toolbar (see ﬁgure 1.28).

Figure 1.28 Moving/copying messages by the button on the toolbar

2. In the Folder selection dialog just opened, select the folder where you want to move or

copy the message and click on Move or Copy.

Pop-up menu

Messages can be moved or copied also by a special option in pop-up menu:

1. Right-click a message. In the context menu, select Move or copy (see ﬁgure

1.29).

2. This opens the Folder selection dialog where you can select a folder where the message

will be move or copied. Click on Move/Copy.

Figure 1.29 Move/Copy messages using the context menu

1.5 Email

1.5.5 Message writing

In Kerio WebMail, new messages can be composed in the special window designed for message editing. To open this window, use the New mail button on the toolbar. In the mail composer dialog, the message body can be edited, attachments can be added, it is also possible to use spellchecker and/or save the message as a draft.

The window for creating new messages is divided into several sections. The ﬁrst one allows editing of addressees and message subject (name). This part is called message header. The second section allows insertion of the message. This part is called body. Another section is the toolbar in the upper part of the window. Several functions are included that can be used to manipulate with the current message.

E-mail header

The message header (see ﬁgure 1.30) provides the following options:

From

This item is displayed only if you use an address diﬀerent from the default email address (setting of default user address is described in section 1.11.1). The selected address will be treated as sender address.

Enter the email address of the recipient in this ﬁeld. More than one email address is allowed; the addresses must be separated by commas (see picture 1.30).

Chapter 1 Kerio WebMail

Figure 1.30 E-mail header

The same function as the To ﬁeld. However, this item is used in special cases where the message includes multiple addressee, some of them only being informed of the issue by the message. The addressees included in this section are not expected to reply to the message.

Bcc

The address entered in this ﬁeld is hidden for the other recipients. Blind copy is useful especially when a message is to be sent to more email addresses and you want to protect the privacy of one or more users.

Subject

The subject stands for the message’s name. It should provide clear hint on the message content (helpful for later reference).

Next to the ﬁelds for recipients’ addresses, the To, Cc and Bcc buttons are available (see ﬁgure 1.30). These buttons open the search dialog (see ﬁgure 1.31) where ﬁrst and last names can be used to easily ﬁlter out particular email address to which the message would be sent. The look-up dialog scans only through the addresses included in the account’s contact folders.

Below, you can ﬁnd detailed description of the look-up feature:

Folder

The addresses of recipients can be selected from the personal address book or from other contact folders that the user has connected to. In menu, select folders where the search will be performed.

Search for:

Enter at least the ﬁrst letters of the searched contact (ﬁrst name, last name or a part of email address) which will be used as a searching criteria string. Note: The look-up is not case-sensitive.

1.5 Email

Figure 1.31 Searching in contacts

Click the Search button to start searching using the parameters previously deﬁned.

Toolbar

The toolbar includes several buttons allowing basic operations such as message sending or saving:

Send

The message will be sent to the addresses entered into the To, Cc and Bcc ﬁelds.

Save as Draft

The message will be saved to the Drafts folder, where it can be opened, edited and sent.

Attach

Use this button to attach a ﬁle to a message. More than one ﬁle can be attached to the message. Press the Attach more button multiple times and select the ﬁles you want to attach to the message. If an undesirable ﬁle has been attached to the message by mistake, remove it by clicking on the Remove link next to the attachment. Warning: Each attachment appended must not exceed the limit set by the administrator in Kerio MailServer, otherwise the particular message will not be delivered.

Spelling

Use the Spelling button to perform a spellcheck of the written text (for more information on spellchecker, see section 1.5.6).

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Check

The Check for names button completes addresses by using connected contact folders. By default, the default personal contact folder is set for checking for names. In addition, other contact folders can be added in Settings (for details, see section 1.5.8). As well as the Check for names button, the Ctrl+K shortcut can be used for the same purpose (see section 1.5.8).

Priority

Press the exclamation mark icon to send the message with high priority.

Options

The Options button opens a dialog box where some of the message parameters can be set, e.g. its priority or delivery conﬁrmation request.

Figure 1.32 New mail options

• Message format — messages can be sent either as plain text or in HTML format. Users cannot use formatting in the plain text message and the formatting toolbar is disabled. These settings apply only to a single message. General settings can be deﬁned in Set-

tings (chapter 1.11.1). Note: In the Safari browser, HTML editor is not supported and, therefore, the option is

not available.

• Priority — priority of a message. The priority is indicated by an exclamation mark or an arrow.

• Request a read receipt — if this option is enabled, the recipient’s client sends the sender an automatic alert that their message has already been read (if conformed by the reader). This option can be therefore used also in cases where an answer is nt explicitly demanded but it is important to know whether the message has been read.

• Request a delivery receipt — check this option to request an automatic notiﬁcation of the message’s successful delivery. The notiﬁcation does not provide the information of if the message has been read.

1.5 Email

Message body

The message body consists of the text and attachments (if any).

The message body can be sent as plain or formatted text. Text formatting is allowed thanks to an embedded HTML editor that supports text formatting functionality. However, writing of the email messages in this editor is not supported by some of the browsers:

• Safari — the HTML formatting is not supported at all, the messages can be sent only in plain text format.

• Firefox — HTML editor is functional, only some of the buttons are disabled (Cut, Copy and Paste icons). Users can use keyboard shortcuts instead of these buttons (chapter 1.11.4).

To format the message text in Kerio WebMail, use icons in the toolbar above the text ﬁeld.

Figure 1.33 Toolbar

Edits

The dialog box contains standard Cut, Copy and Paste tools. It is possible to use standard key shortcuts (Ctrl+c for copying, Ctrl+v for pasting and Ctrl+x for cutting of the selected object) or the ﬁrst three icons on the toolbar.

• Cut — a selected portion of a text is cut and moved into clipboard.

• Copy — a selected portion of a text is copied into clipboard.

• Paste — a selected portion of a text or a selected image stored in clipboard is removed

from the clipboard and pasted to the place marked by cursor. Besides the buttons, the Drag & Drop method can be applied when moving or copying text a message. Simply select part of the text and drag it to the desired position while holding the mouse button. Hold down the Ctrl key to copy the text.

Font

The font can be changed the same way as in other editors. Users can select diﬀerent fonts, sizes, colors and styles:

• Fonts — in Kerio WebMail, some basic fonts are available: Arial (Black), Courier, Times

New Roman and Verdana.

• Font size — click the appropriate icon in the toolbar to change the font size.

• Font color — click the appropriate icon in the toolbar to change the font color.

• Font style — standard icons for selecting a font style are available in the editor: bold,

italic, underlined.

Paragraph

The text paragraphs can be aligned right, left and centered, as well as indented from the left margin. Use the standard icons in the toolbars to change the appearance of the paragraph.

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Bullets and numbering

Standard icons for creating bullets and numbered lists are available in the toolbar. Click the selected text to enable the bullets/numbering. When users click the icon again, the bullets/numbering are disabled.

Text highlighting

The selected text can be highlighted in one of the colors of the Highlight palette in the toolbar (the last item).

Hypertext

A hyperlink is an active portion of a text, usually underlined and marked by a diﬀerent color, that direct users to an intranet or Internet site. The hyperlink is used for directing to web pages, downloading ﬁles, sending email or accessing discussion groups. Use the Create link icon in the toolbar to enter the URL for the hyperlink.

Figure 1.34 Link

Use the Remove link icon to delete the hyperlink. The following example illustrates how to use the hyperlinks: Here is a fragment of a possible message body: “I am sending you a link to an interesting website”. The “interesting website” part can be used as a hyperlink. Solution: Mark the words “interesting website” by cursor and click the Create link button. A dialog box for creating a link appears. Specify the URL entry with corresponding URL address.

Warning: If an email composition takes longer, connection between the server and the browser may be lost. If this happens, ﬁnish the message and enter your user password in the dialog which is opened upon attempting to Send or Save the message. Then the attempted action will be performed.

Moving attachments by the Drag & Drop method in Firefox

Firefox supports moving of attachments to the message editor’s window by the Drag & Drop method. The dragdropupload plugin is required for this action (available at

https://addons.mozilla.org/firefox/2190/).

After installation, it is necessary to check whether the plug-in was installed successfully.

1. In the Tools menu, select Extension.

1.5 Email

Figure 1.35 The Extensions dialog

2. This opens the Extensions dialog. After successful installation, the dialog contains the dragdropupload plug-in (see ﬁgure 1.35).

The plug-in allows to attach one or more ﬁles to email messages by the Drag & Drop method in one of the following ways:

1. Open the message editor. To attach ﬁles to a message, left-click on them, hold the mouse button and drag them to the Attachment toolbar button. This adds the attachments to the message.

2. Open the message editor. Click on Attachment. This opens an empty entry for speciﬁcation of the attachment path. Simply left-click on the ﬁles to be attached, drag them to the blank entry and release the mouse button. This attaches the ﬁles to the message.

1.5.6 Spellchecker

Use the Spellcheck button in the New mail toolbar to start the spellcheck. If an error is detected, a dialog is displayed with the incorrect phrase highlighted (see ﬁgure

1.36). The fol-

lowing options are available:

• Select a correct phrase in the Suggestions dialog box and click OK to conﬁrm.

• Insert the correct phrase manually in the Change to dialog box and click Change to conﬁrm.

• If the phrase was entered correctly, click Skip to skip the phrase.

• Use the Skip all button, if the phrase appears frequently in the text. All occurrences of the

phrase in the text will be skipped.

• Click Add to add the phrase in the dictionary. New phrases can be also added using a special

dialog box created for this purpose — see below.

• Click Delete to delete the phrase.

Chapter 1 Kerio WebMail

Figure 1.36 Spellchecker

In order for the dictionary to work properly, select the correct dictionary for the written text. Users can use either the Dictionary menu (the last item in the dialog) or Settings menu (chapter 1.11.1).

Dictionary

Kerio WebMail contains a personal custom dictionary where unknown phrases not available in the default spellcheck dictionary can be entered. Each user can thus create his/her own dictionary.

The default dictionary used for spellcheck can be amended when needed. Select the Dictionary item from the Settings menu in the spellcheck dialog. Users can add or delete words to and from the dialog box that is opened (see ﬁgure 1.37). New words and expressions can be added to the dictionary also when spellchecking a message.

1.5 Email

Figure 1.37 Dictionary

1.5.7 Spam ﬁlter

Spam messages are mostly represented by advertisements. Spam are usually sent in bulk and the recipient addresses are obtained by illegal means (e.g. by tapping the network communication). In their wilder modiﬁcations, spams may also distribute and seed dangerous viruses.

Kerio MailServer contains a sophisticated antispam ﬁlter. The ﬁlter is designed so that it can recognize speciﬁc attributes of spam from the message contents (spam messages usually contain speciﬁc keywords that can be recognized and counted by the ﬁlter). Each message is assigned a numeric score; if this value exceeds the limit set in Kerio MailServer, the message is marked as spam.

Self-learning antispam ﬁlter

The built-in antispam ﬁlter may let some spam messages through from time to time by mistake (their score is low) and mark some regular messages as spam (their score is too high). For the reasons above, the antispam ﬁlter allows modiﬁcation to the database used for recognition of spam messages. This method, however, requires user input. Users should reassign the incorrectly evaluated messages to correct types (spam / non-spam) so that the ﬁlter learns to recognize them in the future.

Kerio WebMail uses the Spam and Not spam buttons located in the toolbar to mark the messages correctly. Highlight the incorrectly marked message and click one of the buttons. The ﬁlter receives information regarding update of the database. This decreases chance for incorrect deliveries.

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A rule for unwanted messages

All messages marked as spam can be automatically delivered to Junk E-mail folder, created in the folder tree for this purpose. This function may be enabled when creating the email account or it can be enabled by the users themselves in their user settings, on in theSpam tab (for details, see chapter 1.11.1).

To enable the spam rule, check the Move spam to the Junk E-Mail folder on the Spam tab (see ﬁgure 1.38). Once the rule is enabled, it is also recommended to enable the rule which allows messages sent from addresses included in the user’s contact folders skip the antispam check.

Figure 1.38 User settings — Spam tab

It is also possible to add addresses to a special whitelist. Messages sent from the addresses involved in the list will be considered as non-spam. To add an address to the whitelist, users can use one of the following options:

1. On the Spam tab in user settings (see ﬁgure 1.38).

2. Right-click a message in the list to open the pop-up menu and select Add user to spam whitelist (see ﬁgure 1.39).

This option prevents from moving solicited messages with some attributes of spam to the

Spam folder.

Note: The spam rule has higher priority than rules set in the Filters dialog box (see chap-

ter 1.12). If the ﬁlter includes any rule which in any way handles messages marked as spam, the action set in this rule is ignored.

Figure 1.39 The message pop-up menu

1.5 Email

1.5.8 Automatic check for email addresses

Automatic check for email addresses helps to accelerate writing of addresses and ensures that the addresses entered will be correct.

Upon entering of ﬁrst letters of email address in the address entry, this feature uses all contact folders to look up all addresses matching the string. The search focuses on items First Name, Last Name, E-mail Address and Company. The oﬀered items include also user groups with email address and distribution lists if their name (or their email address in case of groups) matches the string.

Warning: Search results do not include email addresses in an unallowed form. This rule applies especially to contacts where the email address entry includes addresses separated by a comma. Such contacts were previously used as a type of distribution lists. It is recommended to remove such contacts and create distribution lists instead. Detailed description on distribution lists and their usage are addressed in section

1.6.8.

If multiple addresses matching the string are found, a menu is opened that lists all addresses, user groups and distribution lists matching the string (see ﬁgure

1.40).

Initiation of the look-up function depends on Kerio MailServer conﬁguration:

• Automatic check for addresses is disabled in Settings — to check for an address, it is

necessary to click on the Check Names button icon available on the toolbar or to use the Ctrl+k keyboard shortcut.

• Automatic check for addresses is enabled in Settings — detected addresses matching the

string are ﬁlled in the entry when the pointer is moved to another textﬁeld. To check

Chapter 1 Kerio WebMail

Figure 1.40 List of contacts matching the string

for addresses while entering multiple addresses, click on the Check for names icon on the toolbar or use the Ctrl+k shortcut.

In Kerio WebMail, the automatic check for addresses can be enabled/disabled under Settings:

1. Go to Settings (under Settings → Settings).

2. Switch to the Mail tab.

3. Check or uncheck the Check names automatically option (see ﬁgure 1.41).

Addresses are searched in contact folders where the check is enabled. By default, the check is enabled only for the default private Contact folder and the default public Contact folder. Other folders can be added as described below:

1. Go to Settings (under Settings → Settings).

2. Switch to the Mail composing tab.

3. Click on Choose folders at the Search for contacts in selected folders item.

4. Check folders to be added to the scanned folders (see ﬁgure 1.42).

1.5 Email

Figure 1.41 Settings — Automatic checks for addresses

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Figure 1.42 Settings — Adding contact folders to the automatic check for names

5. Click OK to conﬁrm settings.

Warning: The more folders are included in the check, the longer the search may take.

1.5.9 Looking up messages

The message look-up helps ﬁnd speciﬁc messages quickly, using the criteria deﬁned. The standard search form is used for searching messages in Kerio WebMail mail folders. Use the Search button (the magnifying glass icon in the toolbar) to open the form.

If the search fails or too many messages are found, the data can be modiﬁed and searched again.

The search window is divided into three parts. The ﬁrst part lists the folder where the search is performed (the current folder by default). To change this setting, click the Browse button located on the right of the Folder item.

The other part of the window contains two tabs used to deﬁne the search parameters. On the General tab, users can perform the basic search by subject or sender/recipient.

Search for:

Insert a string that will be used as a searching criteria.

Where

The menu oﬀers only the Subject option.

1.5 Email

Figure 1.43 Searching — General tab

To search by subject, enter a corresponding string to the Search textﬁeld and click on Search. Searching results will include all messages which contain the string.

Sender

Use the Sender textﬁeld to specify a string that will be used as a searching criteria applied to senders’ addresses. You can also click the Sender button to open a dialog box where email addresses can be selected from your contact folders.

Recipient

Use the Recipient textﬁeld to specify a string that will be used as a searching criteria applied to recipients’ addresses. You can also click the Recipient button to open a dialog box where email addresses can be selected from your contact folders.

To list all messages from any sender/recipient, simply use their address as a searching criteria and click Search.

It is also possible to combine searching criteria. For example, to search a particular message where you know the sender, use the Search (searching by subject) textbox to specify a particular string and the Sender ﬁeld to enter an email address.

Use the Advanced tab to specify additional criteria for searching:

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Only items that are

Narrowing of items by the read/unread criteria.

Only items with

Narrowing the list of items by the ﬂagged/non-ﬂagged criteria.

Only items

Narrowing the list of items by the attachment/no attachment criteria.

Date

Searching messages sent or received within the selected time period.

Size

Searching messages by size.

Figure 1.44 Searching — Advanced tab

The last part contains a table with search results and a toolbar. Using this toolbar, users can handle individual messages right in the table.

As in other similar table displays, also in Kerio WebMail it is necessary to select a message with the cursor. The toolbar icons become active. The pop-up menu can also be used for the same purpose.

1.6 Contacts

Using the Search ﬁeld

Another way of looking for a speciﬁc message is the Search ﬁeld in the toolbar. Search string (a word, part of a word or a character) can be entered in this ﬁeld. Messages are looked up by sender address or message subject. Simply enter the ﬁrst letters of an address or subject. The messages found will be listed directly in the message list.

1.5.10 Interrupted connection between the server and the browser

Sometimes, the connection between Kerio MailServer and a web browser may be interrupted. Connection may be interrupted by a connection failure or by expiration of the session timeout set in Kerio MailServer.1.

If the connection fails, it is necessary to reconnect by authentication by username and password.

If a message is just being edited when the connection fails, it is possible to ﬁnish it and reconnect by authenticating by username and password upon clicking on the Send button (see ﬁgure 1.45).

Figure 1.45 The dialog for authentication through username

Warning: Beware of closing the window with the edited message before the new authentication. Otherwise, the message will be lost.

1.6 Contacts

Most of us use or at least know address books and little notebooks where names, phone numbers and addresses of family members, friends, colleagues, business partners and other people are kept. Another possibility to remember contacts is keeping of business cards provided by people we meet. In these times of booming electronic communication where we are almost becoming slaves of time, looking contacts up in tiny pocket books and visit-card ﬁlers is too time-consuming and ineﬀective.

For this reason, contact folders have been developed. Actually, these folders are electronic address books replacing the old-fashioned methods of contact maintenance. In addition to the fact that all contacts are kept together, other advantages come along, such as easy look-up and automatic recognition of known email addresses while being written.

Kerio MailServer allows setting of timeouts for total time of sessions and for idle connections. These settings increase

security of Kerio WebMail usage.

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In addition to creating and maintaining of single contacts, contact folders allow creating and maintaining of distribution lists. Distribution lists are groups of contacts recognized by a single group name. This name is simply used instead of entering all included addresses separately.

Contact folders provide a large scale of beneﬁts addressing maintenance of contacts, distribution lists, etc. These beneﬁts are focused in this chapter.

1.6.1 Toolbar

This section describes actions related to contacts (available from the contact folder toolbar):

Figure 1.46 Contacts folders toolbar

New contact

This button opens a dialog box where users can create a new contact (see section 1.6.3). The menu also includes an option to create a new distribution list (see ﬁgure 1.47).

Figure 1.47 New contact, New distribution list

Move or copy

The icon can be used to move or copy the contact to another folder (for details, see section

1.6.6).

Click the Print button to print the selected contact. First, the printed page preview appears; then the standard Print dialog box is displayed.

Delete

Use this icon to delete the selected contact. Contacts can be deleted also by the Delete key (in Mac OS X also by Backspace).

Forward

Use this button to forward the selected contact. Contacts are forwarded in a special format supported by Kerio WebMail and MS Outlook so that it is possible to move the contact directly to the contact folder.

1.6 Contacts

Clicking on the button opens a dialog where criteria can be deﬁned for search for a contact (for details, see section 1.6.5).

View address cards/phone book

You can switch between two view modes. Contacts can be displayed either as address cards or ordered in a list.

Users can work with Contacts folders the same way they work with other folders. This means these folders can be shared and shared folders can be subscribed. Details on sharing and subscription of folders are provided in chapter 1.10.

1.6.2 Contacts display

The contacts in Kerio WebMail can be displayed in two ways; either as individual cards, or as a list of contacts. Use the menu in the toolbar to set the display mode (see picture 1.48).

Note: For classiﬁcation by contacts, items are sorted by the alphabet of the language set in Settings as preferred (the General tab) in Kerio WebMail — see chapter 1.11.1. In result, if for

example English is set as preferred and subject are in German, contacts will be ordered by English alphabet and some speciﬁc national characters may also cause problems in sorting.

By default, up to 20 contacts are listed on one page in contact folders. Number of messages displayed at one page can be changed, however, it is necessary to keep in mind that the same settings apply also to email and task folders. To change number of items displayed on a single page, use the Settings section in Kerio WebMail (see chapter 1.11.1).

Cards

Besides other methods, the cards can be sorted by alphabet letters, available below the toolbar as links. By clicking a speciﬁc letter, the ﬁrst contact starting with this character will be highlighted.

TIP: Pressing Shift+letter when searching in the row of letters, the contacts starting with this character are marked.

Users can also use the purple arrows to navigate between the pages with contacts.

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List

Figure 1.48 Contacts

In the list view mode, information to individual contacts are listed in the columns. Contacts can be sorted according to the information This view mode provides several advantages. First, columns can be sorted and ordered in accordance with information they include. Click the column heading to sort contacts in the ascending or descending order (see the arrow next to the column name) by alphabet, numbers or time (depending on the column contents).

Users can also customize the information to be displayed. The columns can be added or deleted. Right-click the table header and specify the column settings in the window where columns to be displayed can be selected. The pop-up menu contains the Change columns option.

The width of the contacts list can be adjusted the same way as in the spreadsheet programs. To change the column width, click between two columns in the table header and drag the cursor right or left as needed. When the window is refreshed, layout of the columns is set to the default mode.

1.6.3 New contact

Click on the New contact button in the toolbar or use the New contact item in the main folder panel’s pop-up menu to access a dialog box with three tabs where the information about a speciﬁc person can be entered.

The ﬁrst tab (see ﬁgure 1.49) includes entries for general information to be speciﬁed. (the ﬁrst and last name, phone number, email address or personal web page URL can be speciﬁed).

1.6 Contacts

Figure 1.49 New contact — General tab

Note: It is not recommended to use multiple email addresses in the E-mail entry to create recipient lists. For this purpose, Kerio MailServer 6.2 allows creation of distribution lists (for details, refer to chapter 1.6.8).

The Address tab (see ﬁgure 1.50) includes information referring to user addresses. In this tab, three diﬀerent addresses — Business, Home and Other — can be speciﬁed. The address type can be selected in the Address menu. Check the This is the postal address option to select one of the addresses as primary.

The Details tab (see ﬁgure

1.51) contains additional information about the contact, such as

birthday, anniversary or title.

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Figure 1.50 New contact — Address tab

Figure 1.51 New contact — Details tab

1.6.4 Private contacts

Private contacts can be used especially for sharing of contact folders with other users. If a user shares a private contact folder with other users, it is possible to mark certain contacts as private. These contacts will not be displayed to anyone else except the user with whom the

1.6 Contacts

contacts are shared and even the person who shares these contacts cannot see them in the shared folder.

To mark a contact as private, do the following:

1. Double-click on the contact to show its details.

2. On the General tab, enable the Private option (see ﬁgure 1.49).

3. Save changes by clicking Save and Close.

Warning: Private contacts are treated as private only if the client where private contact folders are viewed supports this feature. In other client applications (like MS Outlook), it is possible to view and edit contacts without any restrictions by users with appropriate access rights. This implies that information included in private contacts are not well secured.

1.6.5 Searching in contacts

There are several ways of searching in contact folders based on the type of display. The cards display enables users to search for contacts using the letters under the toolbar. By clicking a speciﬁc letter, the contacts starting with this character are highlighted.

When contacts are displayed in the form of a list, only the standard ascending and descending order of messages is possible. Thus, searching for a speciﬁc contact is not very eﬃcient, especially when there are too many contacts in the folder.

Searching for contacts using the Search window is completely diﬀerent from the above procedure. Use the Search button (the magnifying glass icon in the toolbar) to open the window or enter a string (a word, part of a word or a character in the message to be searched for) into the Search for: ﬁeld in the toolbar.

Use the ﬁrst option (the magnifying glass button) When opened, the dialog window provides a list of all contacts saved in the folder. When searching for a particular contact, the following information is used as the search criteria:

Folder

Set folders in which the search will be performed. By default, the folder from which the dialog was opened is selected.

Search for:

This entry can be used to enter a string which will be searched (the ﬁrst letters of ﬁrst name, second name or username can be used). The search string is not case-sensitive. Click on Search to run the searching.

Chapter 1 Kerio WebMail

Figure 1.52 Search contact

Users can also enter the search string into the appropriate ﬁeld in the toolbar (see ﬁgure 1.46). Click Search to open the Search window. Only the contacts containing the speciﬁed string are listed. If the searched contact is not included in the table, retry the search process upon modifying the string or switching to another folder (the search applies only to the folder currently opened).

1.6.6 Moving and copying contacts

Kerio WebMail allows moving and copying of contacts between folders. Variety of methods can be used for this purpose and it depends on the user’s choice which one they feel more comfortable with. The methods are described in the following section:

The Drag & Drop method

Drag & Drop is a simple method for moving and copying items by using only the mouse:

1. Hover a contact with the mouse pointer and click on the left mouse button. Hold the button and drag the contact over the destination folder. Release the mouse button.

Note: To copy the selected contact(s), hold the Ctrl key (or Alt on Mac OS X).

2. Hold down the mouse button (and the Ctrl key, when copying) and drag the contact to another folder.

1.6 Contacts

Figure 1.53 Moving contacts by the Drag & Drop method

3. A green icon appears when the contact is ready to move (see ﬁgure 1.53) or a blue icon when ready for copying (see ﬁgure 1.54).

Figure 1.54 Copying contacts by the Drag & Drop method

4. Let hold of the button to move the contact immediately.

Note: Unless the contact is dragged over a folder where it can be moved (i.e. any mail folder with appropriate access rights in the folder tree), a red icon is displayed meaning it is impossible to move the message to the particular location.

Using the Move or copy button

The toolbar includes a clickable Move or copy icon. Contacts can be move or copied by using this button as described below:

1. Use the mouse pointer to select a contact and click on the Move or copy button available on the toolbar (see ﬁgure 1.55).

2. In the Folder selection dialog just opened, select the folder where you want to move or copy the contact and click on Move or Copy.

Chapter 1 Kerio WebMail

Figure 1.55 Moving/copying contacts by the button on the toolbar

Pop-up menu

The contact’s pop-up menu can also be used to move or copy contacts:

1. Right-click a contact. In the context menu, select Move or copy (see ﬁgure 1.56).

Figure 1.56 Move/Copy contacts using the context menu

2. This opens the Folder selection dialog where you can select a folder where the contact will be move or copied. Click on Move/Copy.

1.6.7 Contacts forwarding

Kerio WebMail allows contact forwarding in a special format so that forwarded contacts can be directly added to contact lists upon their delivery. Thanks to this feature, it is not necessary to copy contacts to email messages and to contact lists.

Kerio WebMail also supports another option. When a message with a contact in the attachment is received, the recipient can simply click on the attachment to open the contact automatically in the standard dialog box. Click on Save and Close to conﬁrm settings and save the contact to the default private Contacts folder.

Note: To save a contact or open it as an attachment, right-click on it and use one of the options available, Open or Save.

1.6 Contacts

How to forward contacts

To forward a contact, select it by the mouse pointer and click on the Forward button on the contact folder’s toolbar (it is also possible to use the same option in the pop-up context menu).

Select a contact and click on a corresponding icon to open a message editor where the contact is included as an attachment.2Now the message can be sent (it is also possible to edit the message before sending it).

Warning: Do not forget to enter the recipient’s email address in the To: textﬁeld.

1.6.8 Distribution lists

Distribution lists are groups of email addresses used for sending of collective email. Simply use a special dialog in Kerio WebMail to complete desired email addresses and save them under a common name. Whenever sending an email message to such a group, simply enter the distribution list name in the To entry instead of ﬁlling in individual addresses.

Distribution lists are helpful if email is often sent to a group of addressees. For example, it can be a group of people with whom you often communicate in your work or outside the oﬃce, as shown at ﬁgure 1.57 (it is a certain alternative to mailing lists or to group addresses).

The contact is saved in as vCard (.vcf).

Figure 1.57 Distribution list — an item tab

Chapter 1 Kerio WebMail

Once created, distribution lists are displayed in the contact folder. If multiple contact folders are used, the particular distribution list is saved in the folder where it is created. If the list is for example created in a task folder, the distribution list is automatically saved in the default private contact folder, in Contacts. to distinguish distribution lists from other items in the contact list, they are displayed bold.

A new distribution list

To create a new distribution list, follow the instructions provided below:

1. Click on the button which allows creating of new items (see ﬁgure 1.58).

2. In the menu, select the New distribution list option.

Figure 1.58 Toolbar menu

3. A dialog is opened where a distribution list can be created (see ﬁgure 1.57).

4. Now, specify name of the distribution list. For this purpose, use the Name entry.

5. Now, add email addresses to the list. The Select and Add buttons can be used for this purpose:

• The Select button opens a dialog where addresses can be looked up and selected in

contact folders.

The dialog contains the following items:

Folder

The menu includes all contact folders in the mailbox (including public and subscribed contacts).

Search for:

Enter a string which will be used as search criteria, i.e. any contacts including the string will be searched. First letters of ﬁrst or second name or username (the part of address preceding the at-sign) can be used as the string. The search string is not case-sensitive.

1.6 Contacts

Figure 1.59 Select

One or multiple contacts can be chosen in contact lists (by holding the Shift or Ctrl key and selecting items by the mouse pointer) and then added to the distribution list by the Add to list button. Double-clicking on a contact also copies the particular item to the distribution list.

• Use the Add button to open a dialog where a new address can be added to the list. The

address needs to be entered manually:

Figure 1.60 Add

Name

Enter ﬁrst and second name of the new distribution list member.

Chapter 1 Kerio WebMail

E-mail

Enter email address of the new distribution list member.

Save to contacts

Enable this option to save member information also in the Contacts folder.

• The Remove button can be used to delete an address from the list.

6. Save changes by clicking Save and Close.

A note can be attached to any distribution list. It can be for example a description of the group or another information. The note can be deﬁned on the Notes tab of the distribution list dialog.

Besides the method described above, there is another way to create distribution lists. Simply select one or more items in the contact list (using the Ctrl key), use the right mouse button to open the pop-up menu and select Create a distribution list (see ﬁgure 1.61).

Figure 1.61 Creating distribution lists by selecting contacts from the list

This opens a distribution list with the selected contacts already included. This list can be simply saved after entering its name. Contacts can be added anytime if desired.

Edit and update distribution lists

Each distribution list can be edited and also removed. To remove a distribution list, follow the same pattern as when removing a contact item. Simply select a distribution list by the mouse pointer and use either the Delete key or right-click on the item and use the appropriate option in the context menu.

It is also simple to edit a distribution list. Double-click on a distribution list to open it. Contact information can be edited, removed or a new one can be added. It is also possible to update a distribution list. It is necessary to perform updates where at least one contact has been changed since the last update. Usually, contacts are edited directly in a contact folder. Such changes take no eﬀect in distribution lists. Therefore, it is recommended to update distribution lists from time to time by the Update button.

1.7 Calendar

To save changes, click on Save and Close.

1.7 Calendar

This chapter addresses calendar folders. Why should you throw your paper calendar and adopt a digital one? There are several reasons to do it. First, events recorded in the calendar can be reminded by visual alerts. Second, various layouts can be applied. Compared to electronic calendars, paper ones cannot for example be switched to week or month layouts when necessary. And another reason to be mentioned, last but not least, is that electronic calendars allow creating of meetings and sending of invitations for these meetings to other users.

Before we focus on features of calendar folders, basic terminology will be addressed. There are two most essential items, events and meetings. Events are calendar items with time scheduled whereas meetings are events where other participants are involved (invited).

Figure 1.62 Calendar

1.7.1 Toolbar

This section introduces options of the calendar folder’s toolbar:

New event

Click the New event button to open the empty event dialog box (for details on how to deﬁne events, see chapter 1.7.3).

Chapter 1 Kerio WebMail

Move or copy

The move and copy icon can be used to move or copy one or more selected items to another calendar (for details regarding this issue, see section 1.7.8).

Click Print to easily print out the current calendar or individual events. The preview is displayed and a standard print dialog box available in your browser (where Kerio WebMail is running) is opened automatically.

• Regarding calendars, their daily, weekly or monthly view can be printed. If no event is selected, it is also possible to print the entire calendar.

Notes:

1. By default, the daily view is printed from 07:00 to18:00 (most of users end their

working day by that hour). Events taking place before 07:00 and after 18:00 are listed at the end of the calendar.

2. It is not possible to print out list of events in Kerio WebMail.

• Contents of an event can be printed separately by the same print button as used for printing of the complete calendar view. To do this, simply mark an event and click on Print.

Delete

Click the Delete button to delete the selected event permanently or move it to Deleted items folder. Use the Settings option on the General tab to decide whether the events

should be deleted permanently or just moved to the Deleted items folder (see chapter

1.11.1).

Events can be deleted also by the Delete key (in Mac OS X also by Backspace).

Forward

Use this button to forward selected events in a special iCalendar format. Users who receive this event via Kerio WebMail or any application that provides support for the iCalendar format, are able to open the event directly in Calendar type folder. For more information on forwarding, see chapter 1.7.9.

Day view

This option switches to a single-day calendar view. The next or previous day can be displayed using arrows in the upper right corner of the dialog box.

Week view

Events for one calendar week including Saturday and Sunday. The next or previous week can be displayed again using arrows in the upper right corner of the dialog box. If there are more events deﬁned for one day, they are sorted by type: multiple-day events, entire-day events and the other. Only the events of the same type are sorted according to the planned time.

Month view

Events for each day of the month. The next or previous month can be displayed using arrows in the upper right corner of the dialog box, as in the above views.

1.7 Calendar

If there are more events deﬁned for one day, they are sorted by type: multiple-day events, entire-day events and the other. Only the events of the same type are sorted according to the planned time.

List view

In this view, all events are listed (except repeated events), sorted by date by default. To reorder events, click the heading again to change the order from ascending to descending and vice versa.

Events with recurrence

All recurrent events sorted in a reference table by creation date. To change and to reverse order of events, click the heading again to change the order from ascending to descending and vice versa.

Today

Press the Today link to move the pointer to the current day. The following or previous day/week/month is displayed using sliders in the upper right corner of the dialog box.

Subsidiary calendar

Click the calendar icon in the upper right corner of the dialog box to open the month subsidiary calendar (see ﬁgure 1.63). Above all, this thumbnail calendar is used for fast navigation through the calendar, especially if we need to navigate back or forth to a distant event. The today is marked by a box. When another day in the calendar is clicked, the main display of the calendar is also switched to the selected day. To switch to the current day, click Today.

Figure 1.63 Subsidiary calendar

Chapter 1 Kerio WebMail

1.7.2 Calendar view

As suggested at the beginning of this chapter, calendars allow several layout views. Users can select a view type which they currently ﬁnd the most useful. In this section, detailed descriptions of individual view modes are provided.

Figure 1.64 Switching between view modes

Note: Modes can be changed by the corresponding toolbar buttons (see ﬁgure 1.64):

Day view

The day view is the most detailed one since it focuses the shortest period. The schedule is divided into 30-minute periods market by a clock symbol on the left. The current interval is highlighted in yellow color (the ﬁrst half-hour of the 12th hour in the picture 1.65).

The single-day view header serves to better reference in the calendar. In the left section, the current day and date are displayed; in the right section, there is a thumbnail calendar icon with sliders.

The individual calendar events are ordered in a vertical timeline. Each event is marked by a colored stripe and it contains the basic information (subject, location, whether it is private or not and if is has a notiﬁcation). Whole-day or multiple-day events are displayed in the upper section of the calendar, before the timed schedule (so that these events do not mess into the daily schedule).

The events in this type of view can be moved to a diﬀerent time using the mouse pointer or extended to cover more hours. To move an event, move the mouse pointer to the left stripe marked with a diﬀerent color. After the pointer changes its shape to four arrows, click the left mouse button and move the event to another time. To extend or reduce the time interval of an event, move the pointer to the upper or lower area of an event and after the pointer changes its shape, click the left mouse button and edit the event as necessary.

Focus once again on the left coloured vertical stripe. This area shows the time of the event’s duration. If the event is shorter than half an hour, the stripe is shorter as well so that users can recognize the time period taken by the event.

The coloured stripe also shows level of the user’s busyness during the event:

• purple stripe — away,

• full blue stripe — busy,

1.7 Calendar

Figure 1.65 Day view

• dash blue stripe — tentative,

• grey stripe — free.

The fastest and most simple way to open and edit an event is to double-click on it.

To open a new window and deﬁne a new event, double-click on the calendar line corresponding to the time which we want to set the event for. The time is set automatically in accordance with the row where the new event was opened. The day is also preset in the deﬁnition.

Events in the calendar may be distinguished by colors (see ﬁgure 1.65). Colors associate various event types (such as events referring to work, to private issues, to important issues, etc.) and make manipulation with the calendar more transparent. Colors of events can be deﬁned in the event’s edit dialog.

Chapter 1 Kerio WebMail

Week view

One week display mode (including Saturday and Sunday). The events in the week view are marked as colored stripes (according to the event type). If more events are displayed in a single day, they are ordered by type as follows:

1. The all-day or multiple-day events — these are displayed without any time limitation. If there are more all-day events speciﬁed in one day, they are ordered by subject alphabetically. The all-day events are described in chapter 1.7.5 in more detail.

2. Time-ranged events — repeated events, meetings, etc. If multiple events are deﬁned for a day, they are ordered by the time when they were set.

The events of the same type are displayed in descending order according to their scheduled time.

The events in this type of view can be marked by diﬀerent colors. These colors represent diﬀerent event types and can be speciﬁed in the edit dialog box — chapter 1.7.3).

Each event can be moved to any other day in the week displayed. Click the selected event (after the pointer changes its shape to four arrows) and drag it to another location in the calendar.

Note: Only events with no recurrence set can be moved.

Today is marked by a box in the weekly view.

A new event can be created by double-clicking on a selected day. An event editing window will be opened with the date information automatically set to the selected day.

To display the previous or next week, use sliders on the right of the dialog box. Users can also use the thumbnail calendar icon next to the sliders. Click the icon to open the month calendar. The today is marked by a box. When another day in the calendar is clicked, the main display of the calendar is also switched to the selected day. To switch to today, click on Today. The current week is marked in the left corner of the bar.

Month view

It is similar to the week view, but the events for the whole month are displayed.

List view

This view type provides a comprehensible list of events where every single line stands for one event and includes relevant information. By default, events are ordered by their starting dates. The list of events includes all items where no recurrence is set.

This view mode can be helpful especially when a particular event is searched since it allows ordering of the items by simple clicking on a particular parameter’s header. Click the heading again to change the order from ascending to descending and vice versa.

By default, up to 20 events are listed on one page. To change number of events displayed on a single page, use the Settings section in Kerio WebMail (see chapter 1.11.1).

1.7 Calendar

The information to be displayed in the list can be chosen. Sometimes it is better to hide some columns in order to make the navigation easier, sometimes showing more columns is desired. Right-click the column heading to open the dialog box with column selection. The pop-up menu that appears contains the Change columns option.

TIP 1: If using meetings, it may be useful to show the column with the attendees, to see who was invited.

TIP 2: To see the duration of each event, show the Duration column.

Note: The column settings apply to the event list as well as the list of repeated events.

The column width can be modiﬁed in the event list. To change the column width, click between two columns in the table header and drag the cursor right or left as needed.

Repeated list view

This view is similar to the previous one, but it shows only the repeated events.

1.7.3 Creating and editing events

Events are all items created in the calendar. New events can be added in a special create-andedit dialog. To open this dialog, use the New event button on the toolbar or the corresponding option available in the context pop-up menu (opened by right-clicking on the calendar’s main panel).

Meetings are special events. This event is shared by multiple participants (invited users). For details on how to create a meeting, see section 1.7.7.

Some events and meetings can be repeated in regular periods. To set periods of repetition for an event, click on Recurrence. When recurrence is set for an event, the item will be repeated in the calendar according to the settings. For detailed information, read chapter 1.7.6.

Event settings

Use the General tab to deﬁne basic conﬁguration (see ﬁgure 1.66):

Subject

The summary information about the event. This information will be displayed in the calendar window after the event is saved, therefore it should be as brief as possible.

Location

Location of the event.

Label

Use this menu to specify the type of event. A speciﬁc color next to the description represents the type of event. The same color will be also used to mark the event in the calendar.

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Figure 1.66 Event settings

Start time

Start time of the event.

End time

End time of the event.

All day event

In the All day event, the start and end time items are missing. This means that this event will be in progress over the entire day, but other events can be still planned for this day. The typical example is setting entire-day events like wedding anniversaries, symposiums, vacations, business trips, etc.

Reminder

Reminder is a special function of the Kerio WebMail interface that allows reminding of events. If the reminder is set for an event, an alert is displayed at the deﬁned time that informs of an upcoming event(s). The default alarm time is set to 15 minutes, but any diﬀerent value can be selected from the drop-down list. To cancel the reminder, simply disable the option in the event’s edit dialog box. The event reminder (see ﬁgure

1.67) is displayed as an alert window including a list of

upcoming events. Each row contains the subject of the speciﬁc event (task) and time left to the upcoming event. Note: Besides events, it is also possible to use the reminder for Tasks. Therefore, a single alert window may contain both events and tasks if their reminder time is the same. It is also possible to set another interval for later reminder of the event. This might be helpful especially when you have no time to focus to the event’s subject at the particular

1.7 Calendar

moment. Set the desired time to the next reminder (from ﬁve minutes to two weeks) in the pull-down menu in lower part of the window and click Remind me later. It is also possible to double-click on the alert window to view the event.

Figure 1.67 Reminder

Click the Dismiss all/Dismiss buttons to cancel the selected reminder or all reminders. The dismissed reminder will not be displayed any more unless it relates to a repeated event.

Warning:

1. The reminder window is active only when Kerio WebMail is running.

2. Alerts are displayed only if reminders are set in the default personal Calendar and

Tasks folders (default folders which are created with each user account). Reminding alerts are not displayed for custom calendar and task folders.

Show time as

In this item, users can select the state of the user during the time of the event. Three status modes are available: free, tentative, busy and out of oﬃce. Selecting the state is useful e.g. when the Free/Busy server is used for scheduling and communication (for more details on this topic, see chapter 1.7.7).

Private

The Private option allows hiding of the event in case the calendar is shared with other users. Events set as private cannot be viewed by other users (for details, see chapter 1.7.4).

Comment

To any event it is possible to add a comment referring to various issues such as event details or lists of items related to the event.

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