Kerio Tech Server 6 User Manual

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.

Chapter 1 Kerio WebMail

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.

Chapter 1 Kerio WebMail

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:

+ 360 hidden pages

Kerio Tech Server 6 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual