Zimbra Collaboration Suite
Frequently Asked Questions About the Zimbra Project
General Project Questions
Why are we changing email systems again?
When will Zimbra be available for use?
Will I need a new ID and password to sign in to Zimbra?
Will I need new software on my computer to use Zimbra? (What clients do we support?)
Will PDAs and smartphones work with Zimbra?
How can I stay updated on what's happening with the project?
How am I going to learn how to use the new system?
What should I do if I have questions or a problem?
Is there anything I need to do to get ready?
How much space will users have on the Zimbra system?
What will happen to my email that's currently in OCS?
Will all of my mail be migrated? In the same folders?
How will the change to Zimbra affect my local message store?
Will there be any changes to SPAM handling?
Will all of my email filters migrate to Zimbra?
Will this change how my outgoing mail server at home is configured?
How long can I store emails in the junk or trash folders in Zimbra?
Calendar
How does the Zimbra Calendar compare to the OCS Calendar?
Will all my current OCS Calendar entries be transferred over?
Will I be able to manage all the calendars and resources I do now?
General Project Questions
Why are we changing email systems again?
Our Oracle Collaboration Suite (OCS) support contracts expire this year, and the move to Zimbra Collaboration Suite (ZCS) gives us the opportunity to reduce costs and improve reliability while adding collaboration tools and increasing storage for users. Zimbra has a simpler architecture which is easier to maintain and upgrade, and the added services have been sought by many campus constituents. ITS worked with user groups across campus to evaluate and test alternatives to replace our current system (Oracle Collaboration Suite). Zimbra is in current use by many large universities.
When will Zimbra be available for use?
The current project plan calls for moving to Zimbra email in August 2008. Users will move to the Zimbra calendar in October 2008.
Will I need a new ID and password to sign into Zimbra?
No. Zimbra will use your existing Cal Poly username and password.
Will I need new software on my computer to use Zimbra? (What clients do we support?)
If you are running standard recommended campus software (Outlook Connector, Outlook IMAP, Mac Mail), you will not need new software or client software configuration changes as part of the initial email implementation this summer. Outlook Connector (OCFO) users who choose not to use the enhanced web client application, will need to change to the Zimbra Connector by the Calendar migration in October. Standards based clients (IMAP, etc) may also be used.
The Oracle Calendar desktop software will continue to work until the calendar migration. There will be no “stand alone” calendar software like the Oracle Calendar desktop after the calendar migrations. There will be calendar access via the web and via the Zimbra Connector for Outlook (ZCO) and the Mac Zimbra Connector for Apple iSync.
See the list of supported clients.
SPECIAL NOTE: The Zimbra advanced web client will offer new components and features such as a briefcase for short-term document sharing and a wiki-like documents feature that will interest many users. These features will only be available with the Zimbra web software in the My Cal Poly Portal.
Will PDAs and smartphones work with Zimbra?
Zimbra will support a wide variety of PDAs and smartphones. With the large number of different devices on the market and rapidly changing technology, a definitive list of brand names is not possible. A list of known capabilities will be posted when available.
See the list of supported clients.
How can I stay updated on what's happening with the project?
The best source of information on Zimbra is the ITS Service Desk’s email support website (http://email.calpoly.edu). ITS will also use Cal Poly Report announcements, occasional emails, and open forums to keep the campus informed. ITS technical staff will communicate directly with LAN coordinators and other technical support personnel.
How am I going to learn how to use the new system?
ITS will consider the feedback of pilot users as it determines the training needs for the new system. Training materials and documentation will be posted at http://email.calpoly.edu before and after the system is available and in production. In addition, Zimbra’s on-line help is extensive and easy to use. Zimbra will be supported by the ITS Service Desk.
What should I do if I have questions or a problem?
Contact your LAN coordinator and/or ITS Service Desk by using the Service Request System or calling 756-7000. Be sure to include as much specific information about your problem as possible (such as circumstances when the problem occurred, browser or other client versions) so that we may assist you in as timely manner as possible.
Is there anything I need to do to get ready?
Cleaning up your email folders will help facilitate a smooth transition. All users are encouraged to clean out your Sent folder of unneeded emails, and empty your Trash folder. Make these steps part of your regular routine!
How much space will users have on the Zimbra system?
We will start with one gigabyte of storage for state staff and faculty, and 250 megabytes of storage for students and all other accounts. ITS will continue to monitor storage needs. This space includes email, calendar, attachments, and anything stored in a Zimbra document or briefcase.
What will happen to my email that's currently in OCS?
Email currently stored on the OCS server (not locally stored) will be migrated to Zimbra before the cutover, and will be available to you in Zimbra after migration. Locally stored messages will still be available with desktop software such as Outlook.
Will all of my mail be migrated? In the same folders?
Yes, though some characters that were allowed in Oracle folder names will not be allowed in Zimbra. This includes the colon ":" and forward slash "/". We will automatically rename these folders at the time of migration, replacing the special characters with ones acceptable in Zimbra. Cleaning up your email folders will help facilitate a smooth transition. All users are encouraged to clean out your Sent folder of unneeded emails, and empty your Trash folder. Make these steps part of your regular routine!
How will the change to Zimbra affect my local message store?
Locally stored messages will still be available with desktop software such as Outlook .
Will there be any changes to SPAM handling?
There are no changes planned, although users will need to recreate cpSPAM filters or rules. We are reviewing how the new system will play a part in SPAM management.
Will all of my email filters migrate to Zimbra?
We will not be able to migrate user email filters (rules), but the user may reproduce existing mail filters as needed in Zimbra. This migration presents an opportunity to review current rules for relevance and accuracy.
Will this change how my outgoing mail server at home is configured?
No change at this time.
How long can I store emails in the junk or trash folders in Zimbra?
We will be reviewing policies for junk and/or trash folders after the move to Zimbra. Even with the increased email storage allotments, we may be able to assist quota and email management by the introduction of system wide email aging for these folders. If instituted, the timelines for email aging will be published clearly in advance so that users may avoid accidental loss of mail.
Calendar
How does the Zimbra Calendar compare to the OCS Calendar?
While the interface may look quite different from the Oracle calendar, most prompts and other interactions will be intuitive for new Zimbra users. In fact, Zimbra Calendar will be familiar to users of Google and other calendar vendors, with easy to use drag-and-drop functionality, as well as some calendar customization. Zimbra Calendar includes features such as the ability to have multiple, user-created calendars, and the ability to subscribe to other user calendars. Zimbra Calendar will continue to offer variable privacy settings per meeting, calendar delegation, schedulable calendar resources, meeting reminders and notifications, and free-busy calendar lookups.
Will all my current OCS Calendar entries be transferred over?
Yes, basic calendar agenda items, such as agenda items and daily notes, will be transferred over. We are still researching some items, such as calendar tasks, to see if and how these might migrate to the new system. Meetings that have been migrated will continue to list the correct membership per entry, and can be modified in the new system. Tasks will NOT be migrated. Users will be encouraged to resolve tasks before Calendar implementation, or recreate the task in Zimbra.
Will I be able to manage all the calendars and resources I do now?
Yes. Zimbra includes resource calendars and allows delegated access to calendars. Resource calendars will be migrated when user calendars are migrated. The management of resources and delegates is currently being reviewd and documented.
Need Assistance?
Can't find the Information you need? Contact the Service Desk at 756-7000 or send an email to servicedesk@calpoly.edu.
