We recommend following the directions below to ensure the cleanest possible integration of your Zimbra account with your Microsoft Outlook 2003 local email client. For full Zimbra functionality, Outlook 2003 is required. For other versions of Outlook, please use IMAP or POP connections - more information for using Zimbra with other versions of Outlook is available in our knowledgebase.

Zimbra Email Integration with MS Outlook 2003

For previous Outlook 2003 users (who have data in Outlook from an old email account) - before starting, back up all Outlook 2003 files!

METHOD 1 (preferred method):

From within MS Outlook 2003, use the Export wizard to back up current Outlook data. Select File --> Import / Export --> Export to a File --> Personal File Folder (.pst) --> select appropriate folder (and include sub-folders if required) --> name the backup and choose a location to save it. This is only necessary if there is currently data in Outlook 2003.

METHOD 2:

Go to: C:\Documents and Settings\Administrator\Local Settings\Application Data\Microsoft\Outlook and copy all .pst files and save them in a different folder. Again, this is only necessary if there is currently data in Outlook 2003.

Main Instructions for Outlook 2003 / Zimbra Integration

1. Restart your computer. Close all Microsoft programs (including MSN messenger and IE). Make sure that none of these programs are running during any of the following steps
2. Download import wizard, found here: http://a.mail.sonomait.com/downloads/index.html
   Type or cut and paste this for the mailserver entry: a.mail.sonomait.com
   Select "Use secure connection"
   Type 443 in the "Server port" text box.
   Additional documentation can be found here: https://a.mail.sonomait.com:7071/zimbraAdmin/adminhelp/pdf/User%20Instructions%20for%20ZCS%20Import%20Wizard.pdf
3. If there was mail, contacts, etc. previously in your Outlook 2003, you can import that data into your Zimbra email account. Using the import tool (available via link below), import all required .pst files into the zimbra mail server. All your data might be located in one .pst file, these files can usually be found in the C:\Documents and Settings\Administrator\Local Settings\Application Data\Microsoft\Outlook folder. You will need to re-run the import tool after each import if you have data in separate .pst files (i.e contacts, sent items, inbox, etc.) so be sure to note where you saved the import tool! Start with calendar, contacts and archive, since the file outlook.pst is likely the largest so it should be saved for last (if they are saved in separate files).
4. After uploading old data into your Zimbra email account (if required), next you need to configure Outlook 2003 so it connects with the Zimbra email server. Download and run the Outlook Connector tool found here: http://a.mail.sonomait.com/downloads/index.html
   Type or cut and paste this for the mailserver entry: a.mail.sonomait.com
   Select "Use secure connection"
   Type 443 in the "Server port" text box.
   Additional instructions can be found here: https://a.mail.sonomait.com:7071/zimbraAdmin/adminhelp/pdf/User%20Instructions%20Connector%20for%20Outlook.pdf
5. Use Outlook 2003 and other programs as normal. Once the sync is completed, you may work within both outlook and the web-based SonomaEmail client as normal and changes will be mirrored

NOTE: If you imported a lot of items from your existing outlook account, the sync may take some time. Please be patient, as new mail may not display in Outlook until the sync is complete.