Setting up Email - WikiLeaks



Setting up Email and Spark Instant Messenger

Introduction

There are two programs to know about for using email with stratfor: Zimbra and Thunderbird.

- Zimbra is the email server. It is like Gmail or hotmail or any other email account one uses via the internet. You can access it anywhere by going to the web address core.. It is the email server our entire company is built on.

- Thunderbird is a desktop application that interfaces with Zimbra. Whereas you can access Zimbra from any computer, you have to download Thunderbird to every computer you want to use it on. Where Zimbra is like Gmail or Hotmail, Thunderbird is like Microsoft Outlook. There are a few reasons for using Thunderbird: It is better organized, easier to search within; has better formatting options for sending emails, and overall is easier to use.

As part of a company who is built so closely around the use of email, it is imperative that you correctly and efficiently organize the way you receive email. You will be or are already subscribed to a number of lists such as os@; alerts@; analysts@ and monitors@. You may also be subscribed to one or more of the AOR lists such as Africa@ or Eurasia@. Whenever you are subscribed to a list such as one of the above it means that if anybody sends an email to one of those addresses you will receive a copy.

The way that we organize our email system is to set up corresponding folders and message filters for each of the emails lists we are subscribed to. Therefore you will have a folder titled OS with an appropriate filter and a folder titled Alerts with an appropriate filter, and so forth.

The first task then is to create all of the folders you will use.

Setting up Zimbra Folders

This is the easiest part. As you work with STRATFOR you may be subscribed to additional lists. This is the first step if ever that happens.

Go to core. and login with your user name and password. On the main page on the left you will see an area marked folders and underneath it the word “Inbox.” Right click on Inbox and select “New Folder.” In the pop-up window make sure “Inbox” is highlighted and type in the name of the folder where it says folder name. For Example you might type “Alerts.” Do this for every folder you wish to create. You will also wish to create a personal inbox. You can title this whatever you wish; for example “John Smith,” or perhaps simply “Personal.”

Setting up Zimbra Filters

On the tool bar across the top of the window there is a tab marked “Preferences.” Click on it. On the toolbar below that toolbar there is a tab marked “Mail Filters.” Click on that.

Now click where it says New Filter. A small window will pop up in the middle of the screen. Where it says Filter Name type in the name of the folder this filter will correspond to: for example “Alerts.”

Below, there is a box underneath where it says “If any of the following conditions are met.” Where it says “Subject” change this to “To” and where it says “matches exactly” change this to “contains.” In the blank space to the right type the address of the email list; for example alerts@. To the right of that blank space is a + symbol. Click the + symbol. You will see another line pop up that matches exactly the line you just created. On this second line change the “To” to “CC.”

It should now look like

In the Box under “Perform the following actions” it says “Keep in Inbox.” Change this to “File into Folder.” Click where it says “Browse” and find the folder that corresponds to the filter you are creating. Highlight it. Now click OK. Then Click OK again.

You have created your first filter. Repeat these steps to create a filter to correspond to each folder you have created. Now any email that is either sent to alerts@ or cc’ed to alerts@ will go into the folder marked alerts@

Organizing filters on Zimbra

This section is very important to understand. You may need to read it a few times to understand.

You should still be on the same “Mail Filters” page. You should see a list of all the filters you have created. We will now change the vertical order of the filters.

Why? You may ask.

Often at this company someone will send an email with many recipients. They may send it to alerts@ and “cc” analysts@. When this email hits your inbox it will be filtered into either the Alerts folder or the Analyst depending on which filter is higher up on the “Mail Filters” page. So the order of the filters is crucial.

Any email that hits the inbox will go down, in order, the filters you have set up. As soon as it hits a filter that it matches to, the email will file into that folder and will not continue any longer.

To make this slightly more complicated, there is an option that you can adjust separately for each filter whereby if a message hits that filter and matches it, a copy of the email will be put in to the corresponding folder and the email will continue down the list of folders looking for any other filters it may match.

If this option is selected it can lead to duplicates. Therefore we want to use this option as little as possible.

So, Back to the order of the filters. Make sure you are on the “Mail Filters “page. On the top right there is an option to “move up” or “move down.” Highlight the “OS” filter and move it up to the top of the filters list. Then highlight the “Alerts” filter and move this to second place.” The next filter should be your personal filter, followed by the “Monitors” filter, followed by the “Analysts” filter followed by the “Interns” filter, then the “Research filter” and then any AOR filters you have.

This is where the option comes in to have duplicates. You will go back and edit the first two filters on your list: “OS” and “Alerts.” Double click the filter to bring back the pop up window you created earlier. On the bottom left is a little check box that says next to it: “Do not Process any additional filters.” Unclick this box. Make sure you do this for both the “OS” and “Alerts” folders.

We are doing this so that any email sent to one of those two address will leave a copy in that folder; but if it is also addressed to your personal email or say “Analysts” you will also get a copy there.

You are now done setting up your Zimbra account”

Setting up your Thunderbird Account

Whereas your Zimbra account will not need to be changed ever again (unless you subscribe to a new email address) the following steps will need to be followed every time you set up Thunderbird on a new computer.

Download Mozilla Thunderbird to your computer.



Follow all the steps at this link



Unfortunately that is not a complete list of the steps. Here are some more.

To Subscribe to Zimbra folders

Right click on Inbox on the left and click subscribe. Open up the Inbox and choose the folders you want by checking the little boxes on the right that correspond to them

Automatic Update

For each folder right click, go to properties, click “check this folder for new messages”

Go to: Tools=> Options=>Composition

Under the General tab

Change Forward Messages to Inline

Click Send options on bottom right

Under text format change to “Send in HTML anyways”

Under HTML Domains click add and type in

You have now set up Thunderbird.

Spark

Spark is our secure instant message system. Any time you are on should be logged into Spark and your status should reflect what you are doing.

1. Download Spark.

 

Windows:

 

Mac:

 

2. Install Spark.

 

The default options are fine. Simply keep hitting "Next" until you get the "Finish" button.

 

3. Login to Spark.

 

The username and password are the same as the ones you use for Clearspace. Server is "clearspace."

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4. Adding Spark contacts.

 

You can type part of any Stratfor employee's name in the search box at the bottom of the contact window to find them. For example, if we wanted to chat with Reva, we begin by typing part of her name in the search box and hitting the enter key.

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The results show Reva's info. To begin a chat with her, we can just double click on her info.

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Not only can we chat in this window, but we can also add her to our contact list by clicking on the green plus sign icon.

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5. Adding AIM contacts.

 

Start by clicking on the AIM icon (The grayed out running guy), and clicking "Enter Login information". If you don't see the AIM guy, try making the contact list window wider, or just maximize and restore the window.

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Now just enter your AIM username and password. If you don't remember your password, email tanwar@.

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MSN, Yahoo, ICQ, and GTalk contacts can be added in a similar fashion by clicking on the appropriate icon.

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