The following is a guide to installing and setting up the Zimbra Connector for Outlook (ZCO). The ZCO provides real time, two-way synchronization of email, folders, tags, address books, tasks and calendaring between Outlook and your Redtail-hosted Email account using a MAPI connection.
Please be sure to review the Client Requirements outlined below prior to proceeding with the Setup Process to ensure that your version of Outlook is supported.
Supported Versions of Microsoft Outlook
- For Outlook 2003 users: Client computers must have Microsoft Office Outlook 2003 SP3 or later installed.
- For Outlook 2007 users: Client computers must have Microsoft Office Outlook 2007 SP2 or later installed.
- For Outlook 2010 users: 32-bit and 64-bit are supported. Note: “Click to run” versions of Outlook 2010 are not supported
- For Outlook 2013 users: 32-bit and 64-bit are supported.
- For Outlook 2016 users: 32-bit and 64-bit are supported.
Supported Versions of Windows
- ZCO supports Windows XP with required updates, Vista, Windows 7, Windows 8, and Windows 10.
Some important notes to consider when preparing to install the ZCO are:
- ZCO installations working with older versions of Outlook require updating or reinstalling if Outlook is upgraded to Outlook 2013.
- If you are running the McAfee Security On-Delivery E-mail Scanner feature, the initial sync might be very slow. To speed up the process, turn off this option before installing ZCO and your initial synchronization.
- Before you begin the installing process, verify that you have the correct password for your Redtail-hosted Email account.
First, let us start by closing Microsoft Outlook completely on your computer. It is best to go to File then Exit.
After downloading the installation file, the Zimbra Connector for Outlook Setup Wizard will appear and begin to walk you through the setup process. Select Next to move forward.
Next, agree to the terms by selecting the top radio button for the option I accept the terms in the License Agreement. Then, click Next to move on to the next step.
The next step is to confirm the installation by clicking Next.
As the ZCO is being installed, you will see the following progress bar:
Once the installation has completed, click Close to exit the Zimbra Connector for Outlook Setup Wizard.
After the ZCO has been installed, you must now configure your account with Redtial's server settings and your account credentials. To start this process, open Outlook.
After Outlook opens, you will be prompted by the Zimbra Server Configuration Settings dialog box. Within the dialog, fill in the configuration information on the Server Configuration tab outlined below:
For Server Name use: mapi.redtailtechnology.com
Check the box for Use Secure Connection (Note: Secure Connection is Required)
For Email Address use whatever email address Redtail is hosting for you
For Password use your Redtail-hosted Email password Note: This may be different than your CRM password
After entering the configuration settings, select Apply. This will validate your credentials with the server. If some of the information is incorrect, you will receive a prompt stating . At this time you will want to double check the data entered. If the credentials are correct, the Apply button will no longer be accessible. To complete the process, select OK:
Outlook will then load your profile and begin the initial synchronization of your account with the server. Please bear in mind that it may take some time to perform the initial sync (time can vary depending on size of the account). Also, if you do not want to see the Send/Receive dialog each time you sync, click the checkbox that states "Don't show this dialog box during Send/Receive," which is directly below the progress bar:
To make your initial synchronization faster, you can do the following:
If you previously accessed your Zimbra account using an IMAP account type or the webmail client, you may want to empty the Junk, Trash and Deleted/Deleted Items folders and delete or archive any older mail items. Accounts with larger mail folders take longer to sync.
If the sync fails to start automatically, press F9 to manually start the synchronization.
When you initially install and run the ZCO, a new Outlook profile named Zimbra will automatically be created. This means that your previous account data (emails, contacts and calendar events) will be on a different profile. The data would need to be migrated from the old profile to the new profile via import/export within Outlook. For more information on Outlook profiles, click here.
If the size of your data files exceeds 2GB or you are migrated from Hosted Exchange setup, please contact Redtail Support.
Due to issues pertaining to importing Exchange related .pst files and .pst files of this size into Outlook, the .pst file will need to be imported to Redtail's mail servers by Redtail Email Support.
Zimbra Connector for Microsoft Outlook User Guide
A link to a User Guide is available from within Outlook after installation of the Connector. Within Outlook 2007, go to Help —> About Zimbra Connector for Outlook.
Within Outlook 2010 you will go to Zimbra —> About Zimbra
In the resulting dialog, you'll see a link you can click to access documentation in pdf format.