With Zimbra documents, you can create and upload documents, tables, images, and spreadsheets to allow for wiki-style collaborative editing. Instead of e-mailing a draft document, all editing can be done in one central location.

Sharing documents allows multiple people to have access to documents you’ve created in K-State e-mail. For example, you could share a document containing important notes that you recorded during a meeting.

To share a document, you must share the notebook where the document is located.

Sharing notebooks:

  1. Sign in to K-State webmail at webmail.ksu.edu.
  2. Right-click the notebook you want to share and click Share Notebook. The Share Properties window will open.
  3. Select whom to Share with:
    • Internal users or groups. K-Staters with @k-state.edu and @ksu.edu e-mail addresses.
    • External guests. Specific users who do not have a K-State e-mail address. For example, those with @gmail.com or @hotmail.com e-mail addresses.
    • Public. Sharing with the public means that anyone who knows the web address (URL) of the shared notebook can view it. However, they cannot make any changes to the notebook.
  4. When sharing with an internal K-State e-mail user, enter the e-mail address(es) for user(s) you want to share with and select the user(s) Role. Privileges for each role are dependent on the type of item you are sharing:
    • None
    • Viewer. User will only be allowed to view the documents in the notebook.
    • Manager. User will be allowed to view, edit, add, and delete documents and folders in the notebook.
    • Admin. User will be allowed to view, edit, add, and delete documents and folders in the notebook. The user will also be allowed to share the notebook and its folders with other users.
  5. When sharing with external guest(s), enter the guest(s) e-mail address(es) and select a Password they will use to view the shared notebook.
  6. When sharing with the public, direct them to the web address that displays in the URL area. For example, copy and paste the URL into an e-mail message.
  7. In the Message area, select what kind of notification message you want to send:
    • Do not send mail about this share. No message is sent. If you do not send a notification message, the user cannot accept the share and will not be able to see the shared notebook.
    • Send standard message. The standard share notification message is sent to the e-mail address. This message includes the name of the notebook being shared, your address, the address of the user granted permission to share the notebook, and the role assigned to that user with a list of the allowed actions.
    • Add a note to standard message. You can add additional information to the standard message.
    • Compose e-mail in new window. Create and send a new, custom e-mail message.
  8. Click OK.
  9. Internal users to whom you have granted access will receive a notification message and must click the Accept Share button above the Subject line to begin sharing the notebook. The user must be using webmail.k-state.edu to accept the share.

Notes about sharing notebooks

  • Users will be allowed the same privileges to all folders inside the notebook. If you want to grant access only to certain folders within a notebook, you can share the folder(s) individually instead of sharing the entire notebook.
  • External users will receive an e-mail notifying them of the share, their password, and the URL to access the notebook. They do not have to accept the share. When visiting the URL, they will be prompted for their e-mail address and password to access the shared notebook.
  • External and public users will only be allowed to view the shared notebook; they cannot edit, add, or delete documents or folders in the notebook.
  • The shared notebook will appear to each internal user inline with the rest of that user’s shared notebooks, below their personal notebooks.
  • Internal users can change the name and color of the shared notebook, but these changes will not affect the notebook name or color for any other user.
  • Share privileges can be revoked or edited by the inbox owner by right-clicking on the shared notebook and clicking Edit Properties.

Next week, how to share briefcases will be explained in detail.

Go to the K-State Zimbra website to read frequently asked questions, getting-started information, and helpful tips and tricks.