Managing Your Mail

By default all new email messages are placed in your Inbox. You have the option to group your messages if you do not want a long list of messages in your Inbox. Traditionally, you view your email messages as single messages arranged by date, but you can choose to group your messages by conversations.
The Conversation view groups messages that have the same subject line under one heading in your Inbox. The message thread of the original message, replies, and forwarded messages can easily be viewed.
To change how messages are grouped for your current session, click the arrow next to view in the box above the Overview pane. To change the default view permanently, go to the Options>Mail, and select the view you want in the Group Mail by drop-down menu.

Message view
The traditional Message view displays a list of messages with the most recent message displayed first. Unread messages are shown in bold. The information displayed on the message line includes: flags, tags, from, attachment presence, subject, folder location, size of the message, including attachments, and the time the message was received.

To read a message in Message view
Double-click the message. The message body appears in the lower pane. If it does not display, double-click the message in the message list.

Conversation view
Conversation view displays your messages grouped by subject. Each conversation consists of the original message and all replies in context and ordered by date. The number of messages in the conversation is displayed in parentheses after the subject. All messages related to the conversation are in the Conversation view, even if they are stored in different folders. The Folder column shows the folder where the message is stored.
Double-click the conversation to display the messages within the conversation. Click on a message to display its contents. Conversations containing unread messages are shown in bold.
Conversations do not continue indefinitely. If the last message in the conversation is 30 days old or older, messages sent with the same subject begin a new conversation.

You can transfer email messages or entire conversations from one folder to another. Drag and drop the message onto the desired folder in the left-hand pane. It is added to the folder.

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Composing a new message


on the toolbar. The Compose page is displayed.
1 Click
2 If you are not using the default identity, in the From drop-down list at the top of the compose window select the identity to use. If you have only one identity, the From field does not display.
3 Complete the address, Subject line, and body text as needed.
4 To check the spelling in the message, click Spell Check.
5 To add an attachment, click
6. If you have a signature defined, but not enabled, click
to add the signature.
6 Click Send to send the message.
If you do not want to send the message immediately, click Save Draft. The message is saved in the Drafts folder.

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Replying to messages

You can reply to the sender of a message or you can reply to the sender and all recipients of the message.
Reply. Clicking Reply opens a new email compose page and populates the To field with the name of the person who sent you the message. It does not include any other addresses that might be in the To or Cc fields of the original message.
Reply to All. Clicking Reply to All opens a new email compose page, and includes all recipients from the previous message in the new To field. You can use this option if you want everyone who saw the previous message to also see your response.

To reply to a message:
or click the arrow to select Reply to All. A new message window is displayed with the addresses in the header and the original message in the body.
1 With the message open, click
2 Type your reply.
3 If you want to change which part of the original message should be included in the reply, click Options on the Compose toolbar. Your default option is marked but you can change it for this email only.
4 Click Send.

When replying to a message, if the message is in a conversation, changing the Subject line will cause your reply to appear in a new conversation.
If you add your signature automatically to your messages, your signature is automatically placed in the message according to the preference you enabled, either at the end of all messages in the compose window or at the end of the message you compose, above the quoted text.

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Forwarding messages

You can forward an email message on to someone else. Forwarding a message includes all file attachments, whereas using Reply preserves the body text and does not include the attachments.
To forward a message:
1 1. With the message open, click . A new message window is displayed. The text of the forwarded message appears in the body unless you have chosen to forward messages as attachments in the Options>Mail tab.
2 Enter addresses in the To, Cc, or Bcc fields.
3 Optional, add a few lines of new text before the forwarded message so that the recipient knows why you are forwarding

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Attaching files to your message

Email messages can include attachments. You can attach documents, spreadsheets, pictures, slide shows and other types of files.
1 1. Click . An Attach field appears under the subject line.
2 Click Browse to locate the file.
3 Select the file and click Open. Repeat the steps above to attach additional files.

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Saving sent messages

The Sent folder contains copies of email messages that you have sent. By default, Save to Sent is enabled. You can change this from the Options>Mail tab. You can delete your copies at any time.
Saving messages as drafts
You can save your message as a draft to be completed and sent at a later time. Messages are saved in your Draft folder until you send them or delete them from the folder.

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Managing your Address Book

The Address Book application is where you can store your contact information in personal address books. By default a Contacts and an Emailed Contacts address book are created in Address Book. You can create additional address books and share them with others.

The Emailed Contacts address book lets you keep a separate address book that is populated when you send an email to a new address that is not in one of your other address books.
Your email administrator can set a maximum limit for the number of entries you can have in all of your address books. When you reach this maximum, you cannot add any more contacts. However, you can delete unused contacts to free up space.

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Adding new contacts

You can add contacts to any of your address books. Only a name is required to create a contact, or you can create detailed contact cards that include full name, multiple email addresses, work, home, and other addresses, phone numbers, and notes about that contact. You can also create group contact lists.

You can add new contacts from the toolbar by clicking the arrow on the button, or by right-clicking a name in a message header and choosing Contacts.

You can select how you want to file the contact in your list. Contacts can be quickly added to your address books when you select an address on an email message and right-click to add the email address to your Address Book.

Also, if you checked the Address Book option to enable auto adding of contacts, when you send an email to a new address the address is automatically added to your Emailed Contacts list.

If you right-click on the address, a menu appears with the option to Add to Contacts. Click this option to add the name to your Contacts list. The contacts form displays the name.

To add a new Contact:
1. From the toolbar, click the arrow on
and select New Contact.

The New Contact form opens.
1 Enter contact information, including first and last name, email address, job title, company information, birthday and notes.
2 In File As, select how you want to file the name. The default is to file the contact by last name, first name.
3 In Address Book select one of your personal address books to save the name to.
4 Click Save.
To add a new Contact from an existing email message:

You can add email addresses from mail headers From, To, Cc, or Bcc lines.

You can do this from any message or conversation view.
When you pass your mouse cursor over an address, a tool tip displays the full email address associated with that name. If the name is already in an address book, all of the contact’s information is displayed. If the name is not in one of your address books, only the email address is displayed.

1 Right-click the name to add to your contact list and choose Add to Contacts.
2 The New Contact form opens pre-populated with whatever information was available from the email header. Add additional information and check the pre-populated fields for correctness as well.
3 In File As, select how you want to file the name. The default is to file the contact by last name, first name.
4 In Address Book select one of your personal address books to save the name to.
5 Click Save.

Creating Group Contact Lists

The Group Contact feature allows you to create contact lists that contain multiple mailing addresses. When you select a group contact name, everyone whose address is included in the group list is automatically added to the address field of the message.
When creating a Group Contact list, you can select addresses from your company directory (GAL) and from your address books, and you can type in addresses.
1 1.On the toolbar, click New and select Contact Group. The New Contact Group form is displayed.
2 In the Group Name field, type the name of this group list.
3 To add members to this group, in the Find field, type a name and then select whether to search in the GAL or in your personal and shared contacts. Click Search.
1 Names that match your entry are listed in the box. Select the names to enter and click Add, the names are added to the Group Members list.
2 You can also add email addresses directly in the Group Members list box. Typed addresses can be separated by a Comma (,), Semicolon (;) or Return to start the address on a new line.
3 Click Save on the toolbar. The new group contact is added to your Address Book.

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Importing an Address Book
You can import contact lists and address books that you have in other accounts. The contact list file must be saved in a comma-separated (.csv) text file format.
1 Go to Options>Address Book.
2 Click Browse to locate the .csv file to import.
3 Click Import. A list of your address books is displayed.

4. Select the address book to import into or create a new address book. Contacts are alphabetized by last name.

Exporting an Address Book
Your address books are exported and saved in a comma-separated (.csv) text file format.
1 Go to Options>Address Book.
2 Click Export. A list of your address books is displayed.
3 Select the address book to export. Click OK. An Open Contacts.csv dialog displays.
4 Select Save to Disk, and click OK.
5 Select a location for your file and click Save.

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Viewing and Editing your contact information

You can view the contact names in a list or as detailed cards. The Contact List view is a vertical list of all of your contacts. The Detailed Cards view shows all the information you entered on the contact form. You can change the view for one session from the Address Book view drop-down menu. You can change the default view for Address Book from the Options>Address Book tab, Default contact view setting.

Editing contact information

After you create a contact you can add additional information, change information, and move the contact to another address book.

To open a contact for editing:
1. In the Address Book, right-click the contact to be modified and choose Edit Contact.
2. In the Edit Contact form, make the changes and click Save to commit your changes.

To move a contact to another address book:
1 Select the contact and open the contact edit form.
2 In the Address Book pull-down menu, select the address book where you want to move the contact. Click Save.

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Finding a Contact

You can use Search to find a contact in your Address Book.
1. In the Search box, enter search criteria such as a first or last name, or group name.
To search by email address, the complete address must be entered. First or last name must be a whole-word match. For example, you could enter something like Smith or smith@acme.com.

2. Select the address book or select GAL from the drop-down list on the right to search. The results are displayed in the Content pane.

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Printing contact information

You can print a complete address book or just print the information for one contact.

Select an address book and either select a specific contact name and click the Print icon, , or to print the complete list, click the arrow next to the Print icon and select Print Address Book.

For Group Contact lists, if the list is long, only the first few names on the list are printed and More displays, to let you know that there are additional names that were not printed.

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Sharing your Address Book

You can share any of your address books with others. Sharing an address book can be useful if your address books are for specific categories of contacts and you want other users to have access to the names. Depending on the role you assign to the grantee, the shared contacts list can be view-only or can have full access privileges to add, edit, and delete names.

You can share your Address Book with the following:
- Internal users or groups. You select the type of privileges to grant to internal users:
-Viewer. The grantee can read but cannot change the address book content.
-Manager. The grantee has full permission to view, edit the contacts, add new contacts to the address book, and delete contacts.

External guests. You create a password for the address book that guests must enter to view the contacts. The address book displays in a .csv file. They cannot make any changes to the address book in your account.
Public. Anyone that knows the URL to the address book can view the Contact list. The address book displays in a .csv file. They cannot make any changes to the address book in your account.

To share your Address Book with Internal guests:
1 Right-click on the address book to share and select Share Address Book.
2 On the Share Properties dialog select whom to share with.
3 When you choose Internal, you can choose addresses from the list that appears as you type, or type addresses that are not in the list. The user or group must be a valid address in your company's mail server.
4 In the Role area, select the access permissions.
5 In the Message area, select which type of message to send. The options are:
Send standard message. The standard share notification message is sent to the email address.
Add a note to standard message. You can add additional information to the standard message.
6. Click OK.

To share with External guests:
1 Right-click on the address book to share and select Share Address Book.
2 On the Share Properties dialog select whom to share with.
3 When you choose External guests, enter the guest email addresses. You can enter more than one address in the Email field. Put a Semi-colon (;) between addresses.
4 Enter the password that users must enter to view your Address Book.
5. In the Message area, select which type of message to send. The URL to your address book and the password is included in the email message.
Send standard message. The standard share notification message is sent to the email address.
Add a note to standard message. You can add additional information to the standard message.
5 Click OK.

To share with the Public:
When you choose Public, anyone who has the URL can access your address book. No password is required. You will need to publish your URL.

Editing or revoking permission
You can change or revoke permissions at any time.
1 Right-click a shared address book.
2 Click Edit Properties. Users sharing the folder are listed.
3 Click Edit to change permissions, or click Revoke to remove permissions.
4 Select whether a message describing the change should be sent.
5 Click OK.

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Managing your Calendar

In Calendar, you can create different business and personal calendars, schedule appointments and meetings, set up recurring activities, set your free/busy option to show your schedule, and share your calendars with others.

To open the Calendar view, select the Calendar tab. The Work Week view is the default and is displayed when Calendar is opened the first time.

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Creating calendars

One calendar is created for you, and you can create additional calendars to keep track of different types of functions. For example, you can create a calendar for work, for personal, and for company activities. You can also create calendars and synchronize the activities to your Web Client Calendar from calendars you keep on other websites.

Personal calendars can be maintained separate from your business calendar. You do not need to share your schedules on these calendars. You can select the option to not show your schedule in the free/busy report. When you do this, others cannot view your schedule to select available times to schedule a meeting.

When you select a color for your calendar, activities are displayed with this color as the background. If you have multiple calendars, the color code makes it easy to identify activities for a specific calendar.

To create a calendar:
1. In the Calendar application, right-click on Calendars and select New Calendar.

1 In the Create New Calendar dialog, type the name of the calendar and select a color to display the Calendar activities.
2 If you do not want to include this calendar in the free/busy reporting, check Exclude this calendar when reporting free/busy times.
3 Click OK. The new calendar displays in the Calendar list.

To create a calendar and synchronize appointments from a remote calendar:

Unlike other calendar options, the option to synchronize appointments from a remote calendar is only available when you create your new calendar. Before following these instructions, be sure to have the URL to your iCal remote calendar.
1. On the toolbar, click
and select New Calendar, or select the Calendar tab and in the Overview pane right-click and select New Calendar. Select a color to display the Calendar activities.
2 If you do not want to include this calendar in the free/busy reporting, check the box for Exclude this calendar when reporting free/busy times.
3 Check the box for Synchronize appointments from remote calendar. Enter a valid iCal file URL for the remote calendar.
4 Click OK.

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Printing a calendar

You can print individual calendars in any of the views. The meetings are displayed per day. If you print a view that includes more than one calendar, all the schedules are combined, but the printed calendar does not specify the individual calendar names for the activities.
To print a calendar, select the calendar and display the Calendar view to print— Daily, Weekly, or Monthly. Click
on the toolbar. Your printer dialog appears and the Calendar view to be printed displays

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Deleting calendars

You can delete any calendar in your Calendar list, except your original calendar.
To delete a calendar, in the Calendar list right-click on the calendar. Select Delete. The calendar is immediately deleted. There is no undo.
Meetings that were created from this calendar are not automatically deleted from invited attendee's calendars.

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Customize your Calendar view

When you are in the Calendar view, you can set up how you want to view your calendars, whether by day, work week (5 days), 7-day week, or month. You can even set which day of the week is the first day in your work week.

You can change your view at any time from the Calendar toolbar.
Changing the Calendar view from the toolbar only changes the view for that session. You can set your default initial Calendar view from the Options>Calendar tab.

The views are as follows:
Day view is one day's activities
Work Week view displays Monday through Friday activities
Week view displays seven days of activities
Month view displays a month's activities
Schedule view is used when you have more than one calendar. Each calendar is displayed in a separate column

You can also set the day that displays as the first day of the week, so if your work week starts on Wednesday, you can view calendars that start the week with Wednesday.

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Viewing multiple calendars

You can view your different calendar activities, displayed by the calendar color in one calendar view. If you have more than two or three calendars, viewing them this way can be confusing. The schedule view lets you see multiple calendars selected from your calendar list.
The Content pane shows a time bar, a free/busy indicator, and the calendars side-by-side. Each calendar name is displayed in the header.
All of your calendars including shared calendars are visible in your calendar list. Each calendar has a check box to the left of its name. Check the boxes for the calendars you want to view.


The All column is a color-coded free/busy indicator for the viewed calendars.
White means that no activity is schedule at that time on any of the shown calendars.
As more calendars have activities scheduled at the same time, the color in the Add columns become deeper. When the color is deep red, most calendars have activity during that time.

Mouse-over the All column, to quickly see which calendars have activity scheduled within a time period.

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Scheduling appointments, meetings and events

Activities you schedule are appointments, meetings, or events.
Appointments. An appointment is an activity without other people. When you schedule an appointment, no email is sent to confirm the appointment. You can set recurring appointments. QuickAdd can be used to quickly create an appointment.
Meetings. Meetings are appointments that include other people. When you create a meeting, you select attendees and send an email invitation to them. You can reschedule meetings and set up recurring meetings.
Events An event is an activity that lasts all day. Events do not display as time on the calendar, they appear as a banner at the top of the calendar schedule.

All three types of activities can be entered in several ways. You can schedule an activity from any view except Options.
To create an activity you can do one of the following:

• On the toolbar, click the arrow on
and select New Appointment. This is available in any view, except the Options view.

Enter appointments directly on the calendar. In any view, except month view, select the date and a start time, double-click or drag through the time and the QuickAdd Appointment dialog opens.

Right-click on either the mini-calendar or the start time in one of the calendar views. You can select to create a New appointment or a New all day appointment.

Within an email message, certain text is interpreted as a date and triggers the ability to right-click to create an appointment. Text such as today, tomorrow, and a day of the week or an exact date are highlighted in messages. Hover the mouse over this type of text to see if you have an appointment scheduled. Click on the highlighted text to open your calendar.

Scheduling a single meeting
You can schedule an appointment for yourself, or you can schedule a meeting and invite attendees.
1. In any view except Options, from the toolbar click the arrow on
and select Appointment.
2 Enter the Subject. The subject is required. The subject becomes the description in the calendar.
3 Enter a location. You can enter any location. Locations that have been created as resource accounts by your system administrator can be reserved. If you know the name of the location, enter it in the Location field. If you do not, go to the Find Location tab to search for the location. When you select it, the location appears in this field.
4 Set the meeting date and time. Enter the Start date or click the down arrow to display a calendar and pick a date. Select the End date.

If the time zone is displayed (Options>Calendar allows you to chose whether the time zone is displayed or not), it reflects the time zone that you are in. You usually do not need to change this. When you schedule meetings with attendees in different time zones, the invitation is sent reflecting the meeting time in their time zone. For example, if you create a meeting with attendees in California and New York, the invitation displays Pacific Time for attendees in California and displays Eastern Time (three hours later) for attendees in New York.

1 If you have multiple calendars, use the Calendar drop-down menu to select which calendar is setting up the event.
2 Add resources. If you know the name of the resource, enter it in the Resource field.
If you do not, go to the Find Resources tab to search for available resources.

7. Enter the names of the attendees. You can enter attendee names in any of the following ways:

Togo to the Find Attendees tab. Type a name and select which list to use, either Contacts or Global Address List. Select the names and press Add. When complete, click OK.
Ion the Attendees field, type the email addresses, separating addresses by a semicolon (;).
onto see the free/busy schedules for attendees, click the Schedule Attendees tab. As you enter attendees' names and email addresses, if attendees' schedules are known, availability appears in horizontal bars next to the names. Return to the
Appointment tab when the attendee's list is complete.

1 Use the Text field to add additional information to include in the email. To add attachments, click Add Attachments on the toolbar.
2 Click Save. An email invitation is sent to all attendees and the appointment is
displayed in their calendars.
If you are adding an appointment to a shared calendar, you may need to refresh the screen to see the appointment

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Using QuickAdd

The QuickAdd dialog makes it easy to quickly create an appointment.
On your calendar, you select a start time, double-click or drag through the time and the QuickAdd Appointment dialog opens.

QuickAdd is an option. If you would prefer to always open the Appointment page when you double-click or drag on a calendar, disable this feature from your Options page.

To create an appointment using QuickAdd:
1. On the calendar for the appointment, click the time for the appointment or click and drag from the start time to the end time for the appointment. The QuickAdd Appointment dialog appears.

To create an all-day appointment, from the Day or Week view, at the top of the calendar, click and drag over one or more days.
1 Enter the subject, location, and, if this is a repeat appointment, select a repeat mode.
2 Click OK. The appointment displays on the calendar.

If you need to invite attendees or change repeat options, click More Details to open the Appointment page.

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Creating a meeting request from messages and contacts

You can quickly create a meeting request by simply dragging and dropping a message, conversation, or contact to a date on the mini-calendar.
When you drag and drop a message or conversation, the information in the message is used to populate many of the fields on the Appointment page.

-The Subject of the appointment is the subject of the message.

-The attendees are the email addresses in the To and Cc fields of the message or for conversations, the most recent message in a conversation. When you drag a contact from your Contacts list to the mini-calendar, the contact's first email address is added to the attendee field.

-The text of a message or the text of all messages in a conversation thread becomes the text of the invitation. Message attachments are not attached to the appointment request.

Turning messages and conversations into meeting requests
1. Click on a specific message or conversation and drag it to a date on the mini-calendar. The Appointment page opens.
2. Accept the information that was taken from the message or you can change any of the Appointment fields.
3. Set the time constraints for the meeting hours and recurrence if required.
4. Click OK to send the invitation.

Turning Contacts into meeting requests

1. Click on a name from your Contact list and drag the name to a date on the mini-calendar. The appointment page opens with the contact name in the Attendees field.
2. Complete the appointment information and click OK to send the invitation.

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Viewing free/busy times

When you schedule meetings, you can view attendees, locations, and resource schedules as you set up the meeting in the Find Attendees tab.
The free/busy information shows whether the attendee is busy, out of office, tentative, or free.

Scheduling resources
When you schedule your meetings, you can reserve a location or equipment for the meeting. When you want to schedule these resources, you invite them to a meeting. The resource receives the invite and if it is free, accepts the meeting.

Scheduling resources
When you schedule your meetings, you can reserve a location or equipment for the meeting. When you want to schedule these resources, you invite them to a meeting. The resource receives the invite and if it is free, accepts the meeting.

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Creating recurring appointments

Recurring appointments are appointments that repeat on some sort of schedule. You can schedule recurring meetings to repeat daily, weekly, monthly, or yearly. In addition, you can customize recurring appointments schedules.

Changing recurring appointments
If you created the recurring meeting, you can change and delete one occurrence or the series of meetings. An email is sent to attendees.

1. Double-click on the meeting to change, or right-click and select Edit.
2. Select whether to open only the selected date or to open the series. The Appointment page opens.
3. Make your changes. You can change the schedule, the attendees, add an explanation in the Text field, and add attachments.
4. Click OK. An email is sent to the attendees.

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Deleting an appointment

Only the originator of an appointment can cancel the appointment.

1. Click on the appointment to delete. Right-click and select Delete.
2. If the appointment is a recurring series, you can delete an instance of the series or the complete series. An email is sent to the attendees and the appointment is deleted from their calendars.

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Responding to a meeting invitation

When you receive an email notification for a meeting, the meeting is added to your calendar and marked New. You can quickly respond to the invitation either from the email Inbox or from the Calendar pane.

1. Open the message that contains the meeting request or right-click the appointment in the Calendar list.
2. To respond to the meeting invitation, click the appropriate action. If the meeting is a recurring meeting, you have the option to select Instance or Series to respond to.
3. Click Accept, Tentative, or Decline. A reply is automatically sent. You can add comments before you send your response. To add comments when in Calendar view, right-click and select Edit Reply.

After you make your choice, the email message is moved to the Trash, and New is removed from the calendar notice. Declined appointments display on your calendar in a faded view, as a reminder of the meeting you declined. You can delete declined appointment any time.

To read the message or to see any attachments that may have been sent, click the meeting notice.

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Editing or revoking permission and accepting/declining access

You can revoke permissions to view or manage your calendars at any time.

1. Right-click a shared calendar. Click Edit Properties. Users sharing the folder are listed.
2. Click Edit to change permissions, or click Revoke to remove permissions.
3. Select whether a message describing the change should be sent.
4. Click OK.
Accepting access to a shared calendar
If you receive an email notice that you have been granted access to share another person's calendar, you can accept or reject the share.

When you accept to share a calendar, the shared calendar displays in your Calendar list.
To accept:
1. Click Accept Share in the email. The Accept Share dialog opens and describes the role granted to you.
2. Before you accept you can customize the calendar name and select a color for the calendar items to be displayed.
3. Check the Send mail about this share, to send a confirmation back to the Grantor. (optional)
4. Click Yes. The calendar is added to your Calendar list. The message is moved to your Trash folder.

Declining access to a shared calendar
When you get an invitation to share a calendar, the email message gives you the option to decline the share invitation.
When you click Decline, a Decline Share dialog displays. You can either decline and not send a message to the grantor, or you can send a reply and explain why you are declining.

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Searching for Items

The Search feature is a powerful tool that lets you find messages, contacts, and attachments. You can search by specific words, by dates, time, URL, size, tag, whether or not a message has been read, whether it has file attachments or attachments of a particular file type.

Zimbra offers two search tools:
Search. This is a quick search that executes whatever search query is currently displayed in the search text box. The drop-down arrow at the left of the search box allows you to select which type of items to search for. You can select to search within messages, your personal contacts, the Global Address List contacts, pages and files, or to search all item types. This is an aid to quick searches as described in Quick-Search settings.
Advanced Search. This search opens a new pane and makes it easier to execute more complex searches. You can save your advanced search queries and re-execute them again later.
You can set your Options>General tab to Always show search string to see the current query in the Search toolbar. For example, when this option is set, clicking your Inbox folder shows the query string in:box.

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Searching for messages

If you are familiar with text-match searches or word-processing features such as the Find/Change in Microsoft Word, note that the content search in the Web Client is slightly different from performing a literal string match.

Zimbra search syntax works as follows:
You can search for phrases, but each word within that phrase is matched literally by whole-word only. Spelling variants are not allowed. For example, if you search for bananas, messages with banana are not a match. You can search by domain name including the period (.).

Search is not case sensitive; South, south, and SOUTH are all the same thing.
These special characters cannot be used in your search text. ~ ' ! @ # $ % ^ & * () _- + ? / { }[ ] ; : "
The following characters are allowed in a search parameter as long as they are not the first character: - + < >
The asterisk (*) as a wildcard after a prefix is supported. That is search for do* returns items with the word dog, door, etc.

• Searching for content will search the body of a message plus any (system-readable) file attachments it may have. A system-readable file attachment is a type of file that can be converted to HTML-viewable text. These include Microsoft Office documents (Word, PowerPoint, or Excel), as well as text files, but not image or audio files.

Creating queries
Go to the following Help topics for descriptions of how to create complex queries.
Query language description. This describes a list of keywords to use in your search.
And vs. or searches. Explains how to use And and Or in your search.


Using Advanced Search
The Advanced Search opens separate mini-panes to perform different types of searches. You can open multiple instances of each mini-pane. You might want to do this if you are doing And searches.

Searching for messages
To search for messages using the Search text box:
1 Enter search criteria in the Search box, such as has:attachment or perhaps the sender's name.
2 Click the Search arrow,
and select the type of search from the list.
3. Click Search.

To search for a message using detailed criteria:
1 Click Advanced to open the Advanced Search area.
2 Click icons in the toolbar to open the pane for the type of criteria you want to use for your search.
3 Enter information. If you enabled the option to Always Show Search String, the Search text box updates as you type or make selections.
4 As soon as you enter a criteria in a Search pane, or as soon as you have made any selection change in any other Search pane, such as changing a radio button or a drop-down search option, the search executes.
5 Items matching the search criteria are listed in the lower right. If the Conversation feature is enabled, conversations containing messages that match the search criteria are listed.
6 To refresh the Search Results area, click Search.

Using a wildcard in Search:
The asterisk (*) can be used as a wildcard in a search to find content that contains words that have similar spellings.
Use the asterisk (*) as a wildcard after a prefix. That is search for do* returns items with the word dog, door, etc.

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Using Quick Search

A Quick Search shortcut is to simply type in a name or word, without any keywords. For example, to find all mail containing the word tim anywhere in the subject line, To, From, Cc, or Bcc lines, message body, or file attachment, you could simply type tim into the Search box and click Search.

You can enter any value, such as a word, first name, last name, phone number, or domain name.

For contacts in your address books, the field must be a whole word. For example, to search contacts by phone number you would have to enter the full phone number as it appears in the contact entry; you could not search just by the area code alone.

Before you can use the Quick Search feature, make sure that you have selected the type of item you want to search for. The drop-down arrow on the left of the search box allows you to select messages, personal contacts, personal and shared contacts, the Global Address List contacts, or for all types. When you search for more than one type, the icon displayed in the list lets you know which type of items is included.

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Using Advanced Search
The Advanced Search opens separate mini-panes to perform different types of searches. You can open multiple instances of each mini-pane. You might want to do this if you are doing And searches.

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To search for a message using detailed criteria:

1 Click Advanced to open the Advanced Search area.
2 Click icons in the toolbar to open the pane for the type of criteria you want to use for your search.
3 Enter information. If you enabled the option to Always Show Search String, the Search text box updates as you type or make selections.
4 As soon as you enter a criteria in a Search pane, or as soon as you have made any selection change in any other Search pane, such as changing a radio button or a drop-down search option, the search executes.
5 Items matching the search criteria are listed in the lower right. If the Conversation feature is enabled, conversations containing messages that match the search criteria are listed.
6 To refresh the Search Results area, click Search.

Using a wildcard in Search:
The asterisk (*) can be used as a wildcard in a search to find content that contains words that have similar spellings.
Use the asterisk (*) as a wildcard after a prefix. That is search for do* returns items with the word dog, door, etc.

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Saving search queries

If you create a search that you think you will want to use again, you can save it.
1 Create the search query, either by entering text in the Search bar or by creating a query with Advanced Search.
2 To save the search, click
on the Search bar.

The Save Search dialog opens.
1 Type the name for your Saved Search. Searches are saved as a search folder in the Searches section of the Overview pane by default, but you can select another folder.
2 Click OK. Your search is saved.

To use a Saved Search, click the Search folder. The search results immediately display in the Content pane.
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Search examples

The different panes in the Advanced Search area can be used to search by different criteria. The following examples include which Advanced Search panes you would use.

Here are a few possible search examples:

• To search for a specific type of attachment file. A message with next year's budget spreadsheet attached. You don't remember who it's from or what date it was sent, but the filename has an .XLS extension.
Open just the Attachments pane and choose Specific Attachment. A list of check boxes appears beneath the radio button. Scroll down and check the box next to Microsoft Excel.

• To search for a contact within a specific company. A contact who works at a company called Rivendell.
Use the down-arrow to select Search Contacts. In the Advanced Search area, open the Basic Search pane and enter Rivendell under the Content field. (You could also do this search without using advanced search.)

• To search for an attachment that may be one type or another. Messages with either PDF attachments or JPEG attachments.
In the Attachments pane, choose Specific Attachment and then check both Adobe PDF and JPEG Image.

• To search for an item that was tagged. Description of the new procedures for your workgroup, which you had tagged as High Priority.
Open the Tags pane and select the check box for the High Priority tag. Note that tags are user-defined, so this assumes that you have previously created the tag definition, and applied it to the mail message.

• To search by a date range. A message someone claims to have sent you in early December, which you think was never received.
To set a date range, open two instances of the Date pane. In the first one, set the Date drop-down to is before and select an end date. Use the other Date pane to specify is after and a start date. You can also search by sender.

• To search for a specific type of attachment that included a specific phrase. A message with a PDF file that contains the phrase Mixed Nuts.
In the Basic Search pane, under Content, enter Mixed Nuts. In the Attachments pane, choose Specific Attachments and check Adobe PDF. Note that the search does not distinguish between content found in the body of an email message versus content found in a file attachment.

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Using TAGS

Tags are your personal classification system for mail messages and contacts and are an aid to finding those items. For example, you might have one tag for Immediate Turnaround and another for Medium Priority. The mail messages that are tagged can be in different folders.

You can search for a tag and all messages with that tag are displayed, no matter which folder they are in.
You can create as many tags as you want.
You can apply multiple tags to the same mail message and contacts.

Creating new tag definitions
You can access the New Tag feature in any of the following ways:
From the toolbar, click the down arrow next to New and choose Tag.
Select Tag from the toolbar.
Right-click an item in List view and choose Tag Conversation.
Right-click on Tags or a tag in the Overview pane and choose New Tag.

To tag an item using drag and drop:
Drag and drop the tag from the left-hand Overview pane onto the item on the Content pane.
To apply a tag to an item using menus:
1 Right-click the item from the Content pane.
2 Choose Tag Message (or Tag Conversation or Tag Contact).
3 Choose the tag name from the list that appears. Only tags not already applied to the selected item are listed.

To create a new tag and apply it to an item:
1 Right-click the item from the list and choose the Tag menu option that appears.
2 Choose New Tag.
3 Enter a name for the tag and click OK.

To remove a tag from an item:
1 Right-click the item from the list and choose the Tag menu option that appears.
2 Choose Remove Tag. If the item has multiple tags, you can choose to remove one or all tags.

To apply/remove a tag to multiple items at once:
1 Select all the items to be tagged using Control-Click or Shift-Click.
2 Right-click over any one of the selected items and choose the Tag menu option that appears.
3 Choose the tag to add or remove.

To find tagged messages quickly:
Click a tag in the Overview pane. All messages that are tagged are displayed in the Contents pane

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