State University of New York at New Paltz: Zimbra

Folder Sharing

In Zimbra, you can share mail folders, calendars, address books, task lists, and documents with anyone else on campus who uses Zimbra.

To share an email folder:

Right click on that mail folder and choose "Share Folder".
Enter the person's FULL e-mail address in the Email box. For the purpose of Folder Sharing you MUST enter the person's e-mail address as username@zmail.newpaltz.edu NOT just their username, or their username@newpaltz.edu.
The default option of "Viewer" lets the person you are sharing with just view items in that folder, and not change them. If you want to give full control to someone else you will have to use the "Manager" option.
The last option, "Send standard message", will make it so the recipient gets a notice about an item being shared (so they can Accept or Decline that share). You can change "Send standard message" to "Add note to standard message" if you want to add any message to the recipient (possibly describing what the shared item is). We recommend you do not use the "Do not send mail about this share" or "Compose email in new window" options.

To share Address Books, Calendars, etc:

The process is the same as sharing a mail folder, but the first step will require you to right clicking and choosing "Share Address Book", "Share Calendar", "Share Task List", etc.

Accepting Shares

If someone has shared an item with you, you will get a new e-mail from them with the subject:

You can click "Accept Share" or "Decline Share"

If you click "Accept Share" you will be presented with a message like the one below. We recommend you shorten the folder name given before pressing Yes. The 'default' share name will be the full name of the person who shared the folder, and the name of the folder. You may want to shorten it to just "John's Calendar" or "Jane's Addresses" for example.

Revoking Shares

To revoke a share, and remove access to a folder for a person, do the following

Right click on the folder you want to change access for and select "Edit Properties".
You can click the "Revoke" button next to the e-mail address of the person you want to remove access for. If you have a folder with multiple people sharing it, there will be a Revoke option listed next to each address. You will ask to confirm whether or not you want to Revoke the Share. Click Yes to confirm, No to cancel.