Find out how to create, edit and manage docs using Zimbra Collaboration Suite…
Sukrit is an OpenOffice.org expert but turns his hand to the Zimbra Collaboration Suite for this issue’s in-depth tutorial on managing documents.
Zimbra Collaboration Suite
The Zimbra Collaboration Suite (ZCS) is a web-based open source office suite and collaboration platform that works on all operating systems. Paid versions of Zimbra come with extra features and different levels of support. Zimbra provides both the server and client components for users. You can either set up a local Zimbra Collaboration Suite server or sign up with an authorised Zimbra hosting provider. Zimbra Documents is a component of ZCS which allows users to create, edit, share and collaborate over documents with other users. Zimbra Documents is built for sharing and has a WYSIWYG HTML editor built into the web client interface. Let’s look at how to create, manage and share documents using Zimbra Documents…
This article originally appeared in issue 80 of Linux User & Developer magazine.
Back issues are still available here.
01 Logging in and out
The first step to using the Zimbra Collaboration Suite is to get the administrator of your Zimbra setup to create a user account for you. Use the username and password combination to then log into your Zimbra Suite. You will be greeted by a screen that says ‘Loading’ and then you will be taken to the Zimbra Collaboration Suite main interface, which is where all the magic happens.
02 The main window
The main window of Zimbra consists of a number of components. At the top is the search bar. This is a pretty nifty search plug-in with which you can search all the content in your account and then some. In the left sidebar you will have a list of folders, your IM buddy list, Zimlets and the Calendar. Below the search bar you should have a horizontal menu consisting of all the ZCS components, from Mail to the Briefcase.
03 The Zimbra Documents interface
Click on the Documents tab in the ZCS menu. A new tab appears in the left sidebar, called Notebooks. Below the Zimbra main menu is the Documents menu with options allowing you to create a new document, browse or import documents. Below this are the documents contained in the selected Notebook. You’ll see the title of the document, the person who last edited it, the date of the last modification, and the version.
Zimbra Documents uses Notebooks, the equivalent of folders. You can have multiple levels of Notebooks, and documents belonging to parent or child Notebooks. To create a new Notebook, click on the New Notebook button above the list of Notebooks in the left sidebar. Enter a name for it and pick a colour. Select an existing Notebook if you want to create a child Notebook. Click OK to create the Notebook.