Managing Documents with the Zimbra Collaboration Suite

16     Sharing a Notebook
To share a Notebook with another user, right-click on the title of the Notebook you want to share in the left sidebar. This will show you a new menu. Click on the Share Notebook option in the menu to share the Notebook.

17     Sharing with external guests
You can share your Notebooks with users from outside your Zimbra user base. To do this, right-click on the Notebook you want to share and click on the Share Notebook option in the menu. Then check the Share With External Guests radio button. Enter the email address of the user and assign him/her a password to be able to access the Notebooks. He/she will receive an email containing the link and the password to access the Notebook.

18     Share a document by email
Zimbra Documents also allows users to share their documents by email. To do this, open the document you want to share and click on the Send button on the top right of the Documents Editor. This will bring up the Zimbra Email interface. An email will be composed containing a link to the document. You can add some more content to the mail before sending it off to the person you want to share the document with. Note that he/she will only be able to access the document if the share settings allow him/her to.

19     Import Documents
Zimbra Documents has a very cool feature which allows you to import documents – PDF, Word documents, MS Excel files, HTML documents etc – right into a Notebook. To import a document, select a Notebook. In the Documents menu, click on the Import button to import the document. In the window that pops up, click on the Browse button and select the file you want to import from your computer. Then click OK to complete the import. You should have a new Page created with the contents of the document you just imported.

20     Tagging your documents
Zimbra has a really smart way of organising your documents. It allows you to tag your documents with keywords and colours. This way if you have a large number of documents, you can use the tags to group the documents. This makes finding the right document a lot easier than having to sieve through a long list. In the left sidebar of your Zimbra Documents you will see a section titled Tags, where you will find a list of tags. Click on any to see a list of documents tagged with that keyword.