How to Use Firefly Email with Zimbra

Firefly mail and distribution lists are maintained on Zimbra Collaboration Server with a web interface at https://mail.fireflyartscollective.org/. You can log into Zimbra to change your mail settings, read list archives, change your Firefly Account password, and send and receive mail. Zimbra is like "private Gmail" (or Exchange) for Firefly, and it works in a very similar way.

To get started, go to https://mail.fireflyartscollective.org/ and log in with your Firefly Account address and password. Your Firefly Account password was sent to you when your account was established. If you can't remember your password, contact tech@fireflyartscollective.org to have it reset. You will be required to create a new password the first time you log in.

Keeping Your Mail on the Firefly Zimbra Server

The default for new Firefly email addresses is to forward all mail to your personal email address and NOT keep a local copy. If you would like to keep your accounts separate, or just want to use the Zimbra interface as well, you must change your mail forwarding settings.

To change your mail forwarding settings:

1) Log in to the Zimbra Web Client at https://mail.fireflyartscollective.org/

2) Click on the "Preferences" tab at the top of the screen.

3) Click on the "Mail" list item on the left.

4) Scroll down to the section "Receiving Messages" on the right. To keep copies of your Firefly email on Zimbra, uncheck the box "Remove local copy of message". To stop forwarding email to your personal account entirely, also delete your address from the "Forward a copy to" box.

5) Click on the "Calendar" list item on the left. Also delete your address from the "Forward Invites" box.

6) Finally, Click the "Save" button in the upper left.

Sending Mail from a Firefly Distribution List Address

If you are a Firefly Core or Cluster Lead you may want to send mail from your team contact address, such as "placement@fireflyartscollective.org" or "transport@fireflyartscollective.org"; this way any replies will go back to the contact address so everyone will receive it. Zimbra calls these additional "Send Mail As" addresses "Personas".

To configure a Persona:

1) Click on the "Preferences" tab at the top of the screen.

2) Click on the "Accounts" list item on the left.

3) Click "Add Persona". This will create a New Persona under Accounts.

4) Under "Persona Settings", enter the name and email address for your team contact address, such as:

• Persona Name: "Popcorn Core"
• From: "Popcorn Core", "popcorn@fireflyartscollective.org"

Also note the setting further down the page, "Use this persona: when replying or forwarding messages sent to:". If you check this box and enter your team contact address again, you will automatically use this persona when replying to a message sent to your team.

5) Finally, Click the "Save" button in the upper left.

Finding and Reading Distribution List Archives

All Firefly distribution lists now have archive folders on the Firefly Zimbra server, with some archives going back as far as 2004!

Archive folders let you search the full text of messages, and otherwise search as you would your own mail folders. Some folders are public such as "announce" and "fireflyblink". Archives of Core team lists are only available to members of the team, Event Leads, and the Board.

To view archive folders:

1) Click on the "gear" icon to the right of "Mail Folders".

2) Select "Find Shares" from the drop down menu. A new window, "Add Shared Folder", will open.

3) Click the checkbox next to any archive folders you would like access to.

4) Click the "Add" button.

5) The archive folders will now appear with your mailboxes on the left.

Changing Your Password

You will be required to create a new password the first time you log in to Firefly Zimbra. You can also change your password at any time.

To change your password:

1) Log in to the Zimbra Web Client at https://mail.fireflyartscollective.org/

2)) Click the dropdown arrow to the right of your name, in the upper right corner of the window.

3)) Select "Change Password" from the menu.

If you can't remember your password, contact tech@fireflyartscollective.org to have it reset.

Learning More About Zimbra Collaboration Suite

Firefly Zimbra is easy to use, but there's a lot you can do with it. If you'd like to learn more, check:

• The online help documentation at https://mail.fireflyartscollective.org/help/en_US/advanced/zimbra_user_help.htm
• Video tutorials at https://help.zimbra.com/videos/8x/

Using Firefly Email with a Desktop Mail Client

Firefly Zimbra also provides a standard mail interface, called "IMAP", that will work with any standard desktop email program such as Apple Mail, Microsoft Outlook, Thunderbird, or others. To use a desktop mail client, first make sure you are Keeping Your Mail on the Firefly Zimbra Server as described above.

Every program is slightly different, but here is the information you will most likely need to configure your mail client. Feel free to contact tech@fireflyartscollective.org with questions if you run into trouble.

Mail Account Type

IMAP

Incoming Mail Server
Host Name	imap.fireflyartscollective.org
Username	[Your full Firefly Email address including @fireflyartscollective.org]
Password	[Your Firefly Account password]
Optional settings that may be needed:
Port	993
Use TLS	Yes / Required
Encrypt	Yes / Required

Outgoing Mail Server
Host Name	smtp.fireflyartscollective.org
Username	[Your full Firefly Email address including @fireflyartscollective.org]
Password	[Your Firefly Account password]
Optional settings that may be needed:
Port	587
Use TLS	Yes / Required
Encrypt	Yes / Required

Using Firefly Email with Your Mobile Device

iOS: How to Use Firefly Email with iOS illustrates how to configure your iOS device to use the Firefly Zimbra server to send and receive email.

Android: See the section on "Using Firefly Email with a Desktop Mail Client" above. (Perhaps we will make a visual guide in the future.)