Aligning Kerio Webmail and Apple Mail

You may have noticed that your Sent, Trash, and Drafts folders differ depending were you view them. The problem is that doesn’t look for existing folders with the name Sent, Drafts, or Trash (or Deleted) in them; it creates ones with those names. Furthering the confusion, you can’t change these in the Kerio Webmail interface. Read on to learn how to minimize the confusion.

UPDATE – I’ve discovered that if you set up your Mail account as an Exchange account (vs. an IMAP account), this is not necessary.

Identify the correct folders


Since you can’t change the folders that Kerio Webmail uses, has to be the one that yields. When you log into Webmail, note the subtle difference in the name of the folders; Kerio includes the word "Items" in the various folders. The Inbox on both systems the same but Webmail uses Deleted Items and Sent Items. For some reason, though Drafts is the same, but doesn’t find it, either. Once identified, move your mail from the old/wrong folder to the correct folder.

In the example above, you’ll see a system that shows both Deleted Items and Deleted Messages. Deleted Items is the folder Webmail uses, and Deleted Messages is the one uses.


Prepar to move the existing messages


This step can be done in or Web mail. It’s FAR FASTER to do it in Webmail. And you can speed up this process by changing the number of messages in your list from 25 to 200 in Webmail’s Settings dialog box.

Select the OLD mail folder in the list of folders. Select all in the list of messages. Right (Control)-Click to see the menu on the right above and select Move or Copy.

Move the messages


As you click Move or Copy in the previous step, this new window will open. Click Move to get the messages from one folder to the other.

Switch to


Now is a good time to tell you about a irritation in Apple Mail; doesn’t show you all of the folders that reside on the mail server easily. You’ll find a list of all the folders on the Mail server under the label that contains the name of your account (the name of the account is arbitrary, and it is set or changed in Mail -> Preferences -> Accounts -> {name of your account} -> Account Information -> Description)

To see the folder that Kerio Webmail is using for Sent, Trash, and Drafts, turn the arrow down next to the account name.

All Folder View


When you click the arrow next to a folder or account name, the contents are shown (just like most any other Mac application that presents / hides information in lists and sub lists).

Select the Sent Items folder


This is where you alter where stores it’s messages for the various folders. Select the Sent Items folder as shown.

Assign the new Mailbox use


After you selected the proper Sent folder in the previous step, use the Mailbox menu to select Use This Mailbox For -> Sent. Mail will swap the folders to their new use, so make sure you check to make sure the old folder still doesn’t have any mail left in it, or that you have another computer that needs this modification.

And the repeat the above steps (starting at Step 1) for the Trash/Deleted, Junk and Deleted folders.

And keep this tip around because every so often, Mail resets this preference for you.


Help! won’t let me send messages!

We can thank the spammers and scammers for this one. Our Internet providers are trying to keep us safe and their networks free from attack and spewing spam messages to everyone, but in doing so, it makes it hard for us to send messages. These steps should minimize the problems you have sending mail when you are on a hotel or conference wifi network.


What is the problem?

When you are at work, your email sedning functions normally, but when you move away from work, the email refuses to go. It must be something wrong with your computer, right? Maybe, but maybe not. Most likely you are on a network that disallows Mail from being sent over the standard port. And not only does it not allow the standard port, it tricks into thinking mail is being sent (Connection Doctor works), but the messages really don’t go anywhere.

Your friend – Connection Doctor


If you are having Mail sending problems, the first thing you want to try is the Connection Doctor. Access this feature by choosing Window -> Connection Doctor. If you get green lights, that usually means things are working. But, if not, read on….

Standard Mail Client Settings


The screenshot above shows how probably 99% of all setups are configured. This is supposed to work everywhere. Well, everywhere but where you are right now, that is. Apple has done something nice for us here – attempts to send mail on port 25 (this is the standard port for all email traffic; unfortunately, it’s heavily abused by spammers and scammers), and if that doesn’t work, it tries port 465 and then port 587 (465 and 587 are “alternate ports” for email sending, and usually requires SSL to be enabled). The problem depends on HOW the network in your location is determining what you are doing on port 25. Getting really technical, it is possible to allow port 25 to be open to verify connectivity (what Connection Doctor does) but not allow mail to be sent. Quite simply, Mail THINKS it can send mail on port 25, but the mail server on the other side never sees the connection attempt.

How do I fix it?


Make one simple change, as shown in the red box. Rather than allowing Mail to figure out what port to use, force it to port 465 (or 587, your choice, and if one doesn’t work, try the other). You access this screen by choosing Mail -> Preferences -> Accounts -> Outgoing Mail Server (SMTP) -> Edit Server List -> Advanced.

Now that was easy, wasn’t it.

If all else fails?


Use your webmail interface! That’s why it’s there!

Out of Office and WebMail configuration

In addition to working with messages in folders, the Kerio WebMail interface also enables various settings. These changes can be performed in the Settings menu available via the Kerio WebMail’s toolbar (see figure 1.84  User settings menu).


Figure 1.84. User settings menu

1  User settings

Kerio WebMail customization is enabled via the first item in the Settings menu. This opens a dialog divided to several tabs:


The General tab contains basic user settings for the Kerio WebMail interface:


Figure 1.85. User settings — General tab

Preferred language
Selection of a language for the Kerio WebMail interface. The Browser detected option sets a language in correspondence with settings of the particular client (i.e. of the web browser or the system where the browser is running).Note: All items, such as messages, contacts, events and tasks, in all folder types will also be sorted by the alphabet of the language set as preferred. In result, if for example English is set as preferred and subjects are in German, subjects will be ordered by English alphabet and some specific national characters may also cause problems in sorting.

Reload every
This option controls the folder tree restore and reminder display.
Preferred skin
Skin of the interface can be set in the menu. Save the settings to switch to activate the new skin.
Number of displayed messages
Use this option to set the number of messages that will be displayed in the message list.This option applies also to number of events, contacts, tasks and notes which will be displayed at one page.

Delete messages permanently
Enable this option if you want that items deleted by the Delete key are removed right away instead of moved to Deleted Items.The settings apply to all folders save Deleted Items and Junk E-mail. Items in these two folders are always removed for good.

Date format
Selection of the date display. The date form follows this pattern: dd — day, mm — month, yyyy — year.
Time format
Set time format which will be applied to time display in all folders.
Time zone

Time zone settings are based on Kerio MailServer by default. Users can re-define the time zone, if they plan to use Kerio WebMail in a  time zone different from the server location.These settings are especially useful in communication with people located in a different time zone. The communication will not be complicated by an incorrectly specified time of meeting or message.

If Kerio WebMail is opened in a browser with a different time zone, a dialog box appears with an information that the browser time zone has changed and a question whether you want to change the Kerio WebMail time zone. This is necessary for correct conversion of time zones in Kerio WebMail.


Figure 1.86. Warning

Time zones are described in more detail in chapter 1.14  Time zones.


Use the Mail tab to set parameters for mail folders. Mail folders are described in detail in chapter 1.6  Email.


Figure 1.87. User settings — Mail tab

Reading pane
This type of window is available in mail folders only. It is an area where the body (text) of the message is displayed. The subwindow can be positioned either on the right or at the bottom of the active window or it can be hidden.
Default sender address
The email address from which the messages are sent.
Address for replies
Address to which replies will be sent (the Reply-To: item).
Name of the company is included in the message as the Organization: header.
The signature added automatically to all messages sent from the Kerio WebMail interface (including replies and forwarded messages).
Display image attachments inline
The image attachments (GIF, JPEG) can be displayed directly in the message body. If this option is unchecked, only a hyperlink to the image is displayed. If you are connected to the Kerio WebMail interface via a slow line (e.g. modem), we recommend not to enable this option.
Display images from the web
Each message with HTML body can contain links to images stored on the remote server. If this option is enabled, the images will be downloaded from the server. This way, active mailboxes can be identified easily (and misused for the purpose of sending spam messages). Your computer can be also attacked due to browser security errors. For security reasons, it is recommended to leave this option inactive.
Mark displayed messages as read
For better reference, new messages which have not been read yet are bold. If the Mark displayed messages as read option is enabled, new messages are marked as read when opened. Read messages in the message list are not displayed bold any more. This option is enabled by default. If you do not want the messages to be marked as read upon opening, clear this option.Note: Use the pop-up menu of a selected message to mark it as read/unread.

Confirm marking messages as spam
Use this option to enable/disable the confirmation dialog box.
Automatic checks of address
When recognized, the address of the recipient is filled out automatically upon entering, after the pointer is moved into other field. If there are more addresses that start with the string specified, the window with all appropriate addresses is opened.The search is performed in all folders set on the Mail composing tab. By default, the default private and public Contact folders are scanned.

Message writing

Use this tab to set some of the parameters for message sending.


Figure 1.88. User settings — Mail composing tab

Compose messages in HTML format
This option is checked by default. The message text cannot be formatted, if the message is not composed in HTMLformat (see chapter 1.6.3  Message writing). This setting applies to all messages.Messages can be also composed in HTML format (or in the plain text format) by default and you can use the other alternative only when needed. To specify this setting for a selected message, use the Options dialog in the message editor (see chapter 1.6.3  Message writing). This applies only to the selected message; the default settings are not changed.


In Safari, it is not possible to compose HTML messages. Therefore, the Compose messages in HTML format option is missing for this browser.

Add original text when replying
Use this option, if you want to include the original message in your reply. You can also select the character that will appear before each line of the original message. These characters are used to differentiate graphically the original message from the reply.The line wrap function facilitates the reading of messages. The value of 76 characters is set as default. If the value is set to 0, the text will not be wrapped.

Response to request for read receipt
Use this option to specify what will happen to a delivered message that requires reading confirmation. It is recommend to select the Ask me before sending a read receipt option, because users can decide according to the importance of the message whether the confirmation should be sent or not.
Spell checker dictionary
Selection of the spellcheck dictionary language. When you use the dictionary for the first time, the spellcheck may take longer, since the dictionary is loaded into the memory.
Search for contacts in selected folders
Check this option to speed up searching for contacts. The search engine goes through selected folders only.


Figure 1.89. Folder selection


The Spam tab contains several options to get rid of unsolicited email:


Figure 1.90. User settings — Spam tab

Move spam to the Junk E-mail folder
Check this option to move all recognized unsolicited email directly to the Junk Email folder.This option also enables adding email addresses to the list of trustworthy users (see below).

Do not treat messages as spam… (Spam whitelist)
The spam filter may mark even solicited message as spam, if it bears some spam characteristics. So called Spam whitelist enables to define senders who will not be considered as spammers by any means. Their messages will not be marked as spam.
Add e-mail address of original sender…
Upon each reply, the email address of the particular sender now becoming an addressee is added to the Spam whitelist automatically.This option determines that any email message replied is considered as non-spam. Any other messages sent from such addresses are automatically considered as non-spam.

Also trust senders from…
If this option is enabled, messages marked as spam which were sent from addresses included in the default contact folder are not moved to the Spam folder.This option supposes that email addresses in one’s contact list are trustworthy. This option simplifies whitelist definition.

For details about spam, see chapter 1.6.5  Spam filter.


The Others tab enables users to customize this page. For details about the “Today” page, see chapter 1.4  The Kerio WebMail environment.


Figure 1.91. User settings — Today tab


After login
This option makes the “Today” window open after user login to the Kerio WebMail interface.
You can click on Choose to select email folders which will be showed in the Today page.
Use this option to specify the number of days displayed on one page of the calendar folders.
On the “Today” page in the Tasks section, users can specify whether only the tasks that are due today (Today tasks) or all uncompleted tasks (All tasks) will be displayed.


First day in week
This setting takes effect in Kerio WebMail in two cases:

  • Thumbnail calendar in calendar folders — if Sunday is set as the first day of the week, weeks in thumbnail calendars start with Sundays. Consequently, if Monday is set as the first day of the week, weeks in thumbnail calendars start with Mondays (see figure 1.92  Comparison of thumbnail calendars).


    Figure 1.92. Comparison of thumbnail calendars

  • Weekly recurrence period applied to events and tasks — setting of the first day in the week takes effect only in a specific case which will be better understood through an example:Every two weeks, on Sundays and Wednesdays, in the evening, Mr Jonathan Flykiller meets friends to play chess. He uses recurrent events in his calendar to remind him of these meetings. The events are set as follows:
    1. Mr Flykiller opens a new event in the calendar and sets date and time (September 9 from 6.30 PM to 8.30 PM) and sets the subject name for Chess (see figure 1.93  Event settings).


      Figure 1.93. Event settings

    2. Weekly recurrence is set to once-a-two-weeks recurrence on Wednesdays and Sundays (see figure 1.94  Setting recurrence).


      Figure 1.94. Setting recurrence

    Now, let’s see how this recurrent event is shown in a calendar where Sunday is set as the first day of the week and compare it to the case where Monday is set as the week-starting day. The difference can be understood through figure 1.95  Comparison of calendars with different week-starting days (the green event was created when Monday was set as the week-starting day while the red events were created when Sunday was set as the first day of the week).


    If Monday is set as the week-starting day, Wednesday and Sunday are included in the same week.

    If Sunday is set as the week-starting day, only Wednesday is marked in the first week since Sunday, September 10, already belongs to the following week. The following weeks start with Sunday (starting on September 17 at figure 1.95  Comparison of calendars with different week-starting days) as set in the parameters.

    Note: If settings of the starting day of the week are changed, settings of existing events does not change.

2  Out of office

The Out of office rule allows setting of automated responses to incoming messages.

This automatic reply can be enabled when a user cannot reply messages him/herself (e.g. when the user is ill or on vacation). It is usually helpful when the user is supposed to reply immediately.

Automated reply can be set in the Settings → Out of office toolbar menu. In the Out of office dialog, switch to the I am out of office now mode and enter a message which will be sent to incoming messages. Thus, senders know immediately that the user cannot send them any answering message at the moment.


Figure 1.96. User settings— Out of office tab

Automatic replies are defined by a rule applied to incoming email (the rule is saved in Kerio MailServer). These rules as well as their definition are focused in chapter 1.13  Message filtering.

The I’m out of office rule consists of the following items:

  • Condition: The rule will apply to all incoming messages except email sent from mailing lists. The automatic answer is not sent where answering to another automatic email (this should prevent users from email loops).
  • Action: The text entered will be sent to each sender’s address included in an incoming message only once a seven days.


Before enabling the Out of office rule, it is recommended to enable also the Spam rule to make sure that automatic replies are not sent to spammers. If the Spam rule is not enabled, your address will be exposed to spammers who try to send their spam messages to randomly generated addresses and later use those addresses from which they get an answer (so that they are sure the address exists and start to send even larger volumes of spam messages to it).

3  Change of password

Password can be changed directly in the Kerio WebMail interface, without the need to contact the network administrator.

Use the Change password option in the Settings menu of the toolbar.

For security reasons, it is necessary to use the secured HTTP for connecting to Kerio WebMail. The beginning of the URL address must be entered as follows:



Figure 1.97. Settings Menu


If you use the unsecured version of HTTP protocol, the password cannot be changed in the application.

The dialog contains only three fields to specify the old and the new password. The new password must be entered twice, in order to eliminate typing errors. If the password contains special (national) characters, users of some mail clients will not be able to log in to Kerio MailServer. It is therefore recommend to use only non-diacritic characters for passwords.


Figure 1.98. Change password


If a user connects to an account which is mapped from the Apple Open Directory and they authenticate against the password server, the password cannot be changed.

4  Integration with Windows/Mac OS X/Linux

Integration with Windows/Mac OS X/Linux is a handy tool that helps use Kerio MailServer and its features even more effectively and in a more comfortable way. It is actually a web page where you can find for example download links for client extensions and URLs of your calendars which can be used for connection via the iCal and CalDAV protocols.

Content of this page differs depending on the operating system on which it is viewed. According to this fact it offers relevant options (the Kerio Outlook Connector on Windows, Kerio Sync Connector for Mac on Mac OS X). The content also respects whether you are connected via HTTP or HTTPS. It also recognizes whether you are connecting via a mobile device. In such cases it offers also download of the Kerio MailServer’s SSL certificate (for details on the SSL certificate, see section 4.2  SSL Certificates).

5  Keyboard shortcuts used in the Kerio WebMail

Shortcuts for editing of contacts, events, distribution lists and notes:

  • Ctrl+S — saves the data and closes the window.
  • Ctrl+Enter — saves the data and closes the window.
  • Ctrl+N (Command-N) — opens window New message, New contact, New event, New task or New note, depending on the type of the folder just being opened.

Writing a message:

  • Ctrl+K — this key shortcut completes hinted email addresses in To, Cc or Bcc entries. Addresses to be entered are looked up among the addresses saved in contact folders.
  • Ctrl+Enter — closes the message and sends it.
  • Ctrl+S — saves the message to the Drafts folder.
  • Ctrl+C — the text is copied to the clipboard.
  • Ctrl+V — the text is pasted into a document or a dialog box.
  • Ctrl+X — the text is cut and pasted to the clipboard.
  • Ctrl+B — makes the text bold.
  • Ctrl+I — makes the text italic.
  • Ctrl+U — underlines the text.

List of messages:

  • Ctrl+R (Command-R) — replies to the message.
  • Ctrl+N (Command-N) — opens the New mail window.
  • Ctrl+M (Command-M) — marks message as read.
  • Ctrl+U (Command-U) — shows the source of the message.
  • Ctrl+F(Command-F) — opens a new window where the message can be forwarded.

In Kerio WebMail, the following keys can also be used:

  • Home — used in list browsing. The first page of the current list is opened upon clicking on this key.
  • End — used in list browsing. The last page of the current list is opened upon clicking on this key.
  • Page Up — used in list browsing. The previous page is opened upon clicking on this key.
  • Page Down — used in list browsing. The next page is opened upon clicking on this key.
  • Enter — opens selected item.

Kerio Calendar

note: iCal does NOT support all of these features. If you need access to all of these features, the ONLY way to do so is in the web interface.


This chapter focuses on folders used as a more efficient electronic substitute of paper calendars. What is it that is so amazing about electronic calendars? There are several benefits of these gadgets:

  • visual alerts and event reminders,
  • various view options (day, week, year, etc.)
  • scheduling of meetings,
  • resource reservation,
  • access from anywhere provided that there is an Internet connection available.

Before we focus on features of calendar folders, basic terminology will be addressed. There are two most essential items, events and meetings. Events are calendar items with time scheduled whereas meetings are events where other participants are involved (invited).


Figure 1.47. Calendar

1  Calendar view

Several view modes are available for calendars. Users can select a view type which they currently find the most useful. In this section, detailed descriptions of individual view modes are provided.

Users can switch between individual types of calendar views by clicking the appropriate icon in the toolbar:

Day view

The day view is the most detailed one since it focuses the shortest period. The schedule is divided into 30-minute periods market by a clock symbol on the left. The current interval is highlighted in yellow color (the first half-hour of the 12th hour in the picture 1.48  Day view).

The single-day view header serves to better reference in the calendar. In the left section, the current day and date are displayed; in the right section, there is a thumbnail calendar icon with sliders.

The individual calendar events are ordered in a vertical timeline. Each event is marked by a colored stripe and it contains the basic information (subject, location, whether it is private or not and if is has a notification). Whole-day or multiple-day events are displayed in the upper section of the calendar, before the timed schedule (so that these events do not mess into the daily schedule).


Figure 1.48. Day view

The events in this type of view can be moved to a different time using the mouse pointer or extended to cover more hours. To move an event, move the mouse pointer to the left stripe marked with a different color. After the pointer changes its shape to four arrows, click the left mouse button and move the event to another time. To extend or reduce the time interval of an event, move the pointer to the upper or lower area of an event and after the pointer changes its shape, click the left mouse button and edit the event as necessary.

Focus once again on the left coloured vertical stripe. This area shows the time of the event’s duration. If the event is shorter than half an hour, the stripe is shorter as well so that users can recognize the time period taken by the event.

The coloured stripe also shows level of the user’s busyness during the event:

  • purple stripe — away,
  • full blue stripe — busy,
  • dash blue stripe — tentative,
  • grey stripe — free.

The fastest and most simple way to open and edit an event is to double-click on it.

To open a new window and define a new event, double-click on the calendar line corresponding to the time which we want to set the event for. The time is set automatically in accordance with the row where the new event was opened. The day is also preset in the definition.

Events in the calendar may be distinguished by colors (see figure 1.48  Day view). Colors associate various event types (such as events referring to work, to private issues, to important issues, etc.) and make manipulation with the calendar more transparent. Colors of events can be defined in the event’s edit dialog.

Week view

One week display mode (including Saturday and Sunday). The events in the week view are marked as colored stripes (according to the event type). If more events are displayed in a single day, they are ordered by type as follows:

  1. The all-day or multiple-day events — these are displayed without any time limitation. If there are more all-day events specified in one day, they are ordered by subject alphabetically. The all-day events are described in chapter 1.8.4  All (multiple) day event in more detail.
  2. Time-ranged events — repeated events, meetings, etc. If multiple events are defined for a day, they are ordered by the time when they were set.

The events of the same type are displayed in descending order according to their scheduled time.

The events in this type of view can be marked by different colors. These colors represent different event types and can be specified in the edit dialog box — chapter 1.8.2  Creating and editing events).

Each event can be moved to any other day in the week displayed. Click the selected event (after the pointer changes its shape to four arrows) and drag it to another location in the calendar.

Note: Only events with no recurrence set can be moved.

Today is marked by a box in the weekly view.

A new event can be created by double-clicking on a selected day. An event editing window will be opened with the date information automatically set to the selected day.

To display the previous or next week, use sliders on the right of the dialog box. Users can also use the thumbnail calendar icon next to the sliders. Click the icon to open the month calendar. The today is marked by a box. When another day in the calendar is clicked, the main display of the calendar is also switched to the selected day. To switch to today, click on Today. The current week is marked in the left corner of the bar.

Month view

It is similar to the week view, but the events for the whole month are displayed.

List view

This view type provides a comprehensible list of events where every single line stands for one event and includes relevant information. By default, events are ordered by their starting dates. The list of events includes all items where no recurrence is set.

This view mode can be helpful especially when a particular event is searched since it allows ordering of the items by simple clicking on a particular parameter’s header. Click the heading again to change the order from ascending to descending and vice versa.

By default, up to 20 events are listed on one page. To change number of events displayed on a single page, edit the settings in Kerio WebMail (see chapter 1.12.1  User settings).

The information to be displayed in the list can be chosen. Sometimes it is better to hide some columns in order to make the navigation easier, sometimes showing more columns is desired. Right-click the column heading to open the dialog box with column selection. The pop-up menu that appears contains the Change columns option.


  1. If using meetings, it may be useful to show the column with the attendees, to view who has been invited.
  2. To see the duration of each event, show the Duration column.

The column settings apply to the event list as well as the list of repeated events.

The column width can be modified in the event list. To change the column width, click between two columns in the table header and drag the cursor right or left as needed.

Repeated list view

This view is similar to the previous one, but it shows only the repeated events.

2  Creating and editing events

Events are all items created in the calendar. New events can be added in a special create-and-edit dialog. To open this dialog, use the New event button on the toolbar or the corresponding option available in the context pop-up menu (opened by right-clicking on the calendar’s main panel).

Meetings are special events. This event is shared by multiple participants (invited users). For details on how to create a meeting, see section 1.8.6  Appointments.

Some events and meetings can be repeated in regular periods. To set periods of repetition for an event, click on Recurrence. When recurrence is set for an event, the item will be repeated in the calendar according to the settings. For detailed information, read chapter 1.8.5  Recurred event.

Event settings

Use the General tab to define basic configuration (see figure 1.49  Event settings):


Figure 1.49. Event settings

The summary information about the event. This information will be displayed in the calendar window after the event is saved, therefore it should be as brief as possible.

Location of the event.

If you use the resource scheduling feature in your company, clicking on Rooms lists all rooms available for reservation.

Use this menu to specify the type of event. A specific color next to the description represents the type of event. The same color will be also used to mark the event in the calendar.

Start time
Start time of the event.

End time
End time of the event.

All day event
In the All day event, the start and end time items are missing. This means that this event will be in progress over the entire day, but other events can be still planned for this day. The typical example is setting entire-day events like wedding anniversaries, symposiums, vacations, business trips, etc.

Reminder is a special function of the Kerio WebMail interface that allows reminding of events. If the reminder is set for an event, an alert is displayed at the defined time that informs of an upcoming event(s). The default alarm time is set to 15 minutes, but any different value can be selected from the drop-down list. To cancel the reminder, simply disable the option in the event’s edit dialog box.

The event reminder (see figure 1.50  Reminder) is displayed as an alert window including a list of upcoming events. Each row contains the subject of the specific event (task) and time left to the upcoming event.

Note: Besides events, it is also possible to use the reminder for Tasks. Therefore, a single alert window may contain both events and tasks if their reminder time is the same.

It is also possible to set another interval for later reminder of the event. This might be helpful especially when you have no time to focus to the event’s subject at the particular moment. Set the desired time to the next reminder (from five minutes to two weeks) in the pull-down menu in lower part of the window and click Remind me later.

It is also possible to double-click on the alert window to view the event.


Figure 1.50. Reminder

Click the Dismiss all/Dismiss buttons to cancel the selected reminder or all reminders. The dismissed reminder will not be displayed any more unless it relates to a repeated event.


  1. The reminder window is active only when Kerio WebMail is running.
  2. Alerts are displayed only if reminders are set in the default personal Calendar and Tasks folders (default folders which are created with each user account). Reminding alerts are not displayed for custom calendar and task folders.
Show time as
In this item, users can select the state of the user during the time of the event. Three status modes are available: free, tentative, busy and out of office. Selecting the state is useful e.g. when the Free/Busy server is used for scheduling and communication (for more details on this topic, see chapter 1.8.6  Appointments).

The Private option allows hiding of the event in case the calendar is shared with other users. Events set as private cannot be viewed by other users (for details, see chapter 1.8.3  Private Events).

To any event it is possible to add a comment referring to various issues such as event details or lists of items related to the event.

The Categories item is useful only if the web interface is used in connection with MS Outlook with Kerio Outlook Connector preinstalled. Use the tools in this application to display the events in individual categories.

Click the Categories button to display the list of default categories. Users can also create new categories that are more suitable.

3  Private Events

Events are private when they are set as Private. This feature allows to hide private events in shared calendars. The users with whom the particular event is shared cannot view its content, edit it or remove it. Such users will see only the item labeled as Private event. The only information these users learn from the calendar is date and time.

Note: In the Free/Busy calendar, the level of busyness and the time of private events are available.

Private events can be created as follows:

  1. Open the New event dialog box.
  2. Insert relevant information.
  3. On the Settings tab, enable the Private option (see figure 1.49  Event settings).
  4. Save changes by clicking Save and Close.


Private events are treated as private only if the client where the private event calendar is viewed supports this feature. In other client applications, it is possible to view and edit events without any restrictions by users with appropriate access rights. This implies that information included in private events are not well secured.

4  All (multiple) day event

All-day events are special events useful especially when the user leaves for a business trip for one or more days, when we want to note someone’s birthday, etc.

All-day events may be 24, 48, 72, etc. hours long and it is only bond to particular date(s). All-day events are always displayed above the other, time-anchored events of the day (see figure 1.51  Month view events). This type of event is not included in the day schedule because users can add other types of time-limited events in the day schedule. No starting or ending time is specified for all-day events.

To set the all-day event, check the All day option in the dialog box for creating an event (see picture 1.49  Event settings).

All-day events are not moved according to time zones since they are bound to date, not to particular time. This means that if for example an all-day event is set for December 24, 2006, this date will be kept for all time zones. For details regarding behavior of events in different time zones, see chapter 1.14  Time zones.


Figure 1.51. Month view events

Multiple-day event

The multiple-day event is created the same way as the all-day event, but the time range must be specified in the Start and End fields in the event’s edit dialog box.

Examples of multiple-day events are multi-day business trips or vacation.

Note: Multi-day events can also be created by non-checking the All-day option and simple setting an event for more days. The only difference in the layout may arise from frequent trips to various time zones, as events can be moved accordingly to the current time zone. To learn more on behaviour of events in different time zones, read chapter 1.14  Time zones.

5  Recurred event

For periodically repeated events the Repeat mode can be set. This feature enables for example setting of regular company briefings or regular Thursday Scrabble parties with friends. Simply define the event once and set its repetition. To set recurrence of an event, click the Recurrence icon in the top-left of the Edit event dialog box.

Various types of recurrence periods are available —daily, weekly, monthly or every year. Range of the recurrence (validity) can be also set. Just set an initial and the final date.


Figure 1.52. Event recurrence

Range of recurrence
Set the desired range of recurrence.

  • No end date — the event will be repeated for an unlimited period (useful for birthdays, anniversaries, etc.).
  • End after … occurrences — the recurrence is over when the specified number of recurrences is reached.
  • End by — the repetitions will occur during the specified time range (including the end date).
Recurrence pattern
Several recurrence patterns are available (daily, weekly, monthly and yearly). For each one, different parameters can be set in the right part of the dialog.

6  Appointments

Meetings are special events where email addresses of other participants can be involved. Once a meeting is created, addresses can be added to which the message will be sent — these special messages are called invitations. Invitations are special messages informing users of topics, times and place of a meeting. Invitations include special accept/reject buttons.

Information derived from the participant’s reaction is sent to the meeting initiator (chair member). The initiator thus know whether the persons invited come or not.

It is also possible to send updates related to meetings when the initiator modifies the invitation.

In addition to the option of creating of meetings, meeting scheduler tools are also included in Kerio WebMail. If participants are added who also use a Kerio MailServer account, meetings can be scheduled in accordance with free time information available in calendars of these users.

How to create meetings

Meetings are created in the same way as events. Simply open a dialog where an event can be edited and specify corresponding parameters in the General tab (for more information, refer to chapter1.8.2  Creating and editing events). Then create a list of attendees who will participate in the meeting. This can be done on the Attendees tab.

By default, the Attendees section includes only the name of the meeting initiator. Use special buttons to add more attendees (see picture 1.53  Attendees). Several types of attendees can be created:

  • Required — this group includes invited persons who should not miss the meeting from any reason. The invitation includes this information so that each user addressed knows if their presence is required or not.
  • Optional — this group includes users who can decide whether to come or not.
  • Source — special type of attendee. To learn more on resources and their reservation, read section 1.8.7  Resources.

There is also the chair attendee, a special attendee type. This member cannot be changed. The chair attendee is the appointment’s founder.

Attendees can also be divided between those to whom the invitation will be sent and the others. It is also possible to create meeting and include attendees without sending them any invitation. By default, however, sending of invitations and meeting newsletters is enabled.

Below, you can find instructions on how to create a list of attendees:


Figure 1.53. Attendees

  1. Two buttons located below the list can be used to add attendees (see figure 1.53  Attendees):
    • Use the Attendees and Resources buttons to browse for attendees and resources in contacts (see figure 1.54  Select). Look up and select addresses of resources or attendees you want to add.The dialog contains the following items:

      wattendees1Figure 1.54. Select

      The menu includes all contact folders in the mailbox (including public and subscribed contacts).
      Search for:
      Enter a string which will be used as search criteria, i.e. any addresses including the string will be searched. First letters of first or second name or username (the part of address preceding the at-sign) can be used as the string. The search string is not case-sensitive.

      One or multiple addresses can be selected from the list (by left-clicking while holding the Ctrl key), or the  Required, Optional a Resource buttons can be used to add selected addresses.

      Note: Addresses can be also added to the attendee list by double-clicking on a particular item. The address is filled in the active entry. At figure 1.54  Select, the Required is currently active. The button name preceding the active entry (Required, Optional or Resource) is bold. You can switch between entries by clicking on a particular textfield.

      Once attendees are selected, save settings by the OK button. The dialog is closed and all selected addresses are listed. Various icons are used to mark attendees as required, optional or resource. Roles of attendees can be changed (see figure 1.55  Setting an attendee’s status)

    • Use the Add button to add users to the list by hand. In case you know the particular email address by heart, this method is the fastest one. The Add button can also be used if the address we intend to add is not included in our contact lists.The Add button is not active unless there is at least one line blank where another address can be added. Once addresses are filled in all entries, the button is activated so that another line can be added.
  2. To set or change attendee type, simply click on the attendee icon in the list and perform the settings (see figure 1.55  Setting an attendee’s status).


    Figure 1.55. Setting an attendee’s status

  3. To enable/disable sending of invitations and updates to individual users, simply click o n the envelope icon next to the particular user’s name and set an appropriate option in the menu (see figure 1.56  Sending an email message to an attendee). Simply choose yes to send the invitation or no not to send it.


    Figure 1.56. Sending an email message to an attendee

When inserted, events can be sent to attendees or just saved by the Send button (Send update — this button appears instead of the Send option where an existing meeting is changed) and the Save and Close toolbar button.

Note: Appointments can be canceled only by their initiators.

Scheduling of meetings

As denoted right at the start of this chapter, a special tool is provided for time scheduling. It is known as Free/Busy calendar and it might simplify creation of meetings. Thanks to the Free/Busy calendar feature, it is easy to find out whether participants invited to the meeting are free or busy in the time scheduled by comparing the meeting date and time calendars of these users. It is, therefore, easier to find a time range where all attendees required to participate in the meetings are free. This feature help us avoid many phone calls and emails that we would otherwise make or send.

Free/Busy calendar exploits information on user’s free time from the calendar of the particular user. However, the meeting initiator can only see when the attendee is free or busy. It is not possible to view particular details on the user’s activities.

Free/Busy calendar is displayed in the event’s edit window on the Attendees tab in the section addressing meetings. The Free/Busy calendar is enabled automatically when attendees are entered in the list. To the right from the list, you can find the Free/Busy calendar (see figure 1.57  The free/busy data of the users).

The Free/Busy calendar also provides informati

on on how much busy the user is. Degree of user’s busyness is suggested by the color. Color key is provided below the Free/Busy calendar.

The Free/Busy calendar displays all meetings and events included in the default calendar folder and its subfolders. If you want that some events (e.g. items of a private calendar) are not shown in the Free/Busy calendar, create a new calendar folder out of the branch of the default calendar and its subfolders.


Free/Busy information is displayed only for attendees with an account in the Kerio MailServer (usually, this function is used to set meetings with colleagues). The information is not displayed for external attendees (as shown at figure 1.57  The free/busy data of the users).


Figure 1.57. The free/busy data of the users

As shown at figure 1.57  The free/busy data of the users, Free/Busy is kind of a timeline. Each Free/Busy line shows freetime information related to a particular user. Coloured parts refer to time segments when the user is busy or free. The two vertical lines (a green and a red) show where the meeting we are setting starts and ends. Ideal conditions are when no coloured field interferes with the range set by the two lines. Both lines can be moved within the timeline as needed. To move lines, use the Start time and End time fields located below the timeline section. These fields are interconnected with fields of the same names on the General tab. This implies that if these items are change on either of these tabs, the values are automatically copied to the twin items.

Now, let us see the attendee’s view of Free/Busy To make the Free/Busy information as relevant as possible, the following conditions should be met:

  • Each user should use their Calendar folder and include all their events in it.
  • Degree of busyness should be set in the Show time as menu (see figure 1.58  Setting of busyness level) of the event’s edit dialog.In the Show as menu, the following options can be specified:


    Figure 1.58. Setting of busyness level

    Such event is not displayed in the Free/Busy calendar. Use this mode when you can be interrupted while completing a task or for entire-day anniversary events.

    This event is highlighted by a light blue color in the Free/Busy calendar. This option may be useful especially for events where time settings can be changed if needed.

    This event is highlighted by a dark blue color in the Free/Busy calendar.

    This event is highlighted by a pink color in the Free/Busy calendar.

The Free/Busy calendar works only for users of one Kerio MailServer. Other users will be displayed in grey color, since there are no free/busy data available for them.


Short description of invitations was provided at the top of this chapter. In this section, we will focus on invitation’s layout and on how to react when an invitation is delivered to your mailbox.

Invitations use a special icon, different from the one used for usual email messages (see figure 1.59  Acceptation or declination of a meeting). Upon clicking on an invitation, meeting information is shown along with several buttons. Name of the meeting is provided in the header (at figure 1.59  Acceptation or declination of a meeting, Meeting is simply set as the name). Below, you can find basic information such as when and where the meeting takes place and a list of attendees, both required and optional. If your name is included in the list of required attendees, you should accept the meeting. Otherwise, it is up to you whether you choose to participate in the meeting or not.


Figure 1.59. Acceptation or declination of a meeting

By opening (reading) of an invitation, the meeting is automatically added to the calendar with the “tentative” status set.

Buttons located below the basic meeting information allow fast response, as follows:

  • Accept — upon clicking on this button, an email message informing of acceptance of the invitation is sent to the meeting initiator and a green icon appears at the name of the name of the user who has accepted the invitation (the same icon as used on the Accept button in the invitation).
  • Tentative — upon clicking on this button, an email message informing of acceptance of the invitation is sent to the meeting initiator and an orange question mark icon appears at the name of the name of the user who has tentatively accepted the invitation (the same icon as used on the Tentative button in the invitation).
  • Decline — upon clicking on this button, an email message informing of acceptance of the invitation is sent to the meeting initiator and a red cross icon appears at the name of the name of the user who has rejected the invitation (the same icon as used on the Decline button in the invitation).

Upon clicking on any of these buttons, a dialog box is opened where a message to be attached to the acceptation status notice can be entered. No additional information is required since the necessary data has already been entered by the moment.

In addition to the options described above, there is another button labeled as Calendar. This button opens a special dialog box including a one-day view of the calendar with the date and time of the meeting marked so the user can easily find out whether the event collides with another activity or not. This help us make an appropriate reaction.

Once the event is answered, the invitation is removed from the email folder and the meeting is marked in the private calendar if accepted.

7  Resources

In Kerio WebMail, resources are meeting rooms and devices (such as OHPs, whiteboards, cars, etc.) shared by multiple employees across the company. To make resources be as helpful and efficienly used as possible, resources and their reservations are managed by administrators. The resource management system is a part of Kerio MailServer, fully available in Kerio WebMail.

Resources can be booked by using the existing calendar system. Resource reservation is based on creating of en event. The feature works similarly as appointment scheduling. The main difference is that the Attendees tab must include the resource selected from the contact list (it can naturally also include contacts of attendees). The Free/Busy shows whether the particular resource is available for the suggested time or not (details on Free/Busy calendars and on appointments are provided in section 1.8.6  Appointments).

Note: To make a resource available for booking, it is necessary to create it in Kerio MailServer first. If you need to create a new resource, contact your network administrator.

Resource scheduling

To book a resource, follow these instructions:

  1. Open a new event and specify its subject on the General tab.
  2. To reserve a room, click on Rooms and select the corresponding item (see figure 1.60  Booking rooms).Another option is to switch to the Attendees tab. There you can enter the room in the same manner as you enter attendees.Note: To check whether the room is not reserved yet for the desired time, go to the Attendees tab and see the Free/Busy calendar for the information whether the event planned does not collide with another event already scheduled for this time.


    Figure 1.60. Booking rooms

    To reserve a facility, switch to the Invite attendees tab and click on the Resources button (see figure 1.61  Resource reservation). In the list, select a resource. There are both rooms and devices included in the list. In the right section of the dialog, you can see the item’s Free/Busy information (information referring to the attendee as well as the resource). It is therefore easy to check right away, whether the source is free or already booked by another user for the suggested time.


Figure 1.61. Resource reservation

You may have noticed that there are also other attendees in the list shown in figure 1.61  Resource reservation. Resources can be reserved either for usual appointment or for meetings (see section 1.8.6  Appointments).

Resource calendar

Each resource created in the system has its own calendar where all reservations are displayed. Calendars of individual resources can be subscribed through the standard sharing process (subscription of shared folders is focused in chapter 1.11.6  Folder subscription).

Most user can access resource calendars in the read-only mode. Resource calendars can be edited only by the resource manager. The role of resource managers and their rights are addressed in the following section.

Reservation management

In certain situations, it is necessary that a resource is booked even if it has already been reserved or that there is no other way than to make the reservation by a phone call. For such purposes, there exists a user with special rights who is a manager of the company resources and can access their calendars. Resource managers can access resource calendars with administration rights. This implies that they can edit, remove or move reservations in the particular resource calendar.

If you are a resource manager, first it is necessary to subscribe calendars of all resources that you would manage:

  1. In the folder tree right-click on the root folder and select Subscribed shared folders in the pop-up context menu (see figure 1.62  Context pop-up menu of the root folder).


    Figure 1.62. Context pop-up menu of the root folder

  2. In the Subscribe shared folders dialog, enter the resource name and confirm specification by clicking on OK. Now subscribe the Calendar folder just displayed (see figure 1.63  Subscription of shared folders).


    Figure 1.63. Subscription of shared folders

  3. If you manage multiple resources, subscribe their calendars in the same way.

Once subscribed, calendars of individual resources are shown in the folder tree. Each resource calendar now shows all reservations of the particular item done by any users. The resource manager can edit reservation time, add new reservations or remove them if demanded.

8  Events forwarding

Kerio WebMail allows forwarding of events in such a format so that it is possible to save it to the calendar directly. Thanks to this feature, it is not necessary to copy event data to email messages and to the event’s edit dialog box at the addressee’s side.

Kerio WebMail also supports another option. When a message with an event in the attachment is received, the recipient can simply click on the attachment to open the event in the standard event edit dialog box. Click on Save and Close to confirm settings and save the event to the Calendar folder.

Note: To save an event or open it as an attachment, right-click on it and use one of the options available, Open or Save.

How to forward an event

To forward an event, select it by the mouse pointer and click on the Forward button on the calendar folder’s toolbar (it is also possible to use the corresponding option in the pop-up context menu).

Select an event and click on a corresponding icon to open a message editor where the event is included as an attachment.[3] The message can be edited before it is sent.

The event will be saved in the iCalendar format (.ics).

Kerio WebMail

The Kerio WebMail environment

Once you are successfully connected to Kerio WebMail, a special user interface resembling of usual email clients is opened in the browser (see figure 1.7  The first connection to Kerio WebMail). Basically, Kerio WebMail consists of three functional parts:

  • hierarchically sorted folder tree,
  • the main pane with content of the selected folder,
  • toolbar (depending on folder type),

This section addresses main Kerio WebMail components:


Figure 1.7. The first connection to Kerio WebMail

1  Folder tree

The left pane of the Kerio WebMail window provides the folder tree. The tree includes all folders of the mailbox. Clicking on any folder displays its contents in the main pane (message list, calendar, etc.).

The folder tree allows manipulation with individual folders. This means that folders can be moved, renamed, created and removed here. Folders and possible options are focused in chapter 1.11  Folder Administration.

In addition to the basic operations, in the folder tree it is also possible to add or remove access rights to users as well as subscribe folders of other users. Sharing and subscription of folders is addressed in section 1.11.5  Shared and public folders.

2  The main pane

The main pane of Kerio WebMail displays contents of a folder currently selected in the folder tree. To view content of the folder in the main pane, click on the particular folder in the tree. The way of display in the main pane depends on folder type. Kerio WebMail supports viewing of the following folder types:

  • EmailIn case of email folders, the main pane consists of three sections. These include a list of messages, a special reading pane where the message body is displayed and a toolbar where several email tools can be found (see figure 1.8  Email).


    Figure 1.8. Email

    Email folders and their manipulation are addressed in chapter 1.6  Email.

  • CalendarThe layout of the calendar’s main pane depends on view mode. Figure 1.9  Calendar shows calendar in the weekly view mode. Beside this mode, day and month views are available, as well as two types of lists, distinguishing events with and without recurrence.


    Figure 1.9. Calendar

    For detailed information on calendars, see chapter 1.8  Calendar.

  • ContactsLike calendars, contact folders also allow various view modes. The modes available for calendars are either address cards or a list of contacts (at figure 1.10  Contacts, the address cards mode is shown).


    Figure 1.10. Contacts

    For detailed information on contacts and their management, see chapter 1.7  Contacts.

  • TasksIn case of tasks, the main pane provides a list of created tasks and a toolbar allowing comfortable administration of tasks (see figure 1.11  Tasks).


    Figure 1.11. Tasks

    For detailed information on tasks, see chapter 1.9  Tasks.

  • NotesThe main pane of the Notes folder provides a list of notes (see figure 1.12  Notes). The notes use customizable colours to distinguish various topics. The main pane also includes a toolbar allowing creation of new notes, their removal, printing, etc.


    Figure 1.12. Notes

    For detailed information on notes, see chapter 1.10  Notes.

3  Today page

The “Today” page provides overview of the current status of the mailbox. It shows current number of unread messages in Inbox (Settings allow to add more folders for which this information will be shown) as well as tasks and events for the current day. It also includes a quota for disk space reserved for the particular mailbox (if the quota has been set by the server administrator). This section also provides information about current free and occupied space in the mailbox so the user can always easily recognize how much of the mailbox is currently available.

To open the “Today” page, click on the root folder (at figure 1.13  Today page, the root folder is

In the user interface it is possible to set the “Today” page as an introductory page that would be displayed upon each connection to Kerio WebMail (for details on these settings, see chapter 1.12.1  User settings). Thus the users can see right at the start what should be done on that day and they do not have to surf through individual folders. Individual items at the “Today” page are formated as links which can be simply clicked to view the particular event, task or email folder.


Figure 1.13. Today page

The “Today” page is divided into four parts. The information in individual sections vary (events, tasks, quota and number of unread messages):

  • Calendar — this section includes a list of events scheduled for the current day. In Kerio WebMail’s user settings, up to seven days may be set to be displayed at the “Today” page. For details on where and how number of days to be displayed can be set, see chapter 1.12.1  User settings.
  • Tasks — by default, this section shows a list of tasks set for the current day. However, in the user interface it is possible to change the “Today” page settings so that all tasks included in the particular folder are always displayed. The settings are addressed in chapter 1.12.1  User settings.To make manipulation with tasks even more comfortable, various types of information are also displayed, such as priority (an exclamation mark or a blue arrow), information on uncompleted tasks where the due date has already expired (items marked red), etc. These attributes are shown at figure 1.13  Today page.
  • Quota — server administrators can set a so-called quota and apply it to particular mailboxes. The quota is a limit for number of messages and for diskspace reserved for the mailbox. The Quota section informs users if quota is set and how much of the reserved mailbox capacity is left. When the mailbox is full, the server generates an automatic message recommending to remove some messages in the mailbox and sends it to the corresponding user. If the user ignores this warning, other mail will not be delivered to the mailbox since no more capacity is left.
  • Messages — by default, this section shows all unread email in Inbox. In the Kerio WebMail user settings, it is possible to allow also displaying of other email folders. Details on where and how these settings can be done are addressed in chapter 1.12.1  User settings.

4  The Kerio WebMail pop-up menu

The Kerio WebMail’s pop-up context menu, opened by right-clicking on an object (folder, message, note, etc.), provides a list of actions. The pop-up menu is always associated with a particular object. This implies that right-clicking on an email message opens a menu (this menu is shown at figure 1.14  Context menu for email) which includes options different from the options included the pop-up menu associated with the Tasks folder (opened by right-clicking on Tasks in the folder tree).


Figure 1.14. Context menu for email

The Kerio WebMail’s pop-up context menu generally includes the same items as found on toolbars of individual folders.


  • If a new contact, event, task or another item is created through the pop-up context menu (see figure 1.15  The pop-up menu for creation of a new item (message, contact, event, etc.)), these items are added automatically in the default folders (Contacts, Calendar, Tasks). Default folders are folders included in Kerio WebMail by the moment where the particular account is created (such as Inbox) and they cannot be removed.
  • On Apple Macintosh computers, click the mouse button and hold the Ctrl key to simulate the right mouse button behavior. On the standard two-button mouse, the right mouse button shows the context menu.


Figure 1.15. The pop-up menu for creation of a new item (message, contact, event, etc.)

5  Moving and copying items

Kerio WebMail allows moving and copying of items between folders. Variety of methods can be used for this purpose and it depends on the user’s choice which one they feel more comfortable with. The methods are described in the following section:

The Drag & Drop method

The Drag & Drop method is a simple way how to move and copy an item by using the left mouse button:

  1. Put the mouse pointer over the item to be moved. Hold the left mouse button and drag the item over the destination folder. Release the mouse button.Note: To copy the selected item(s), hold the Ctrl key (or Alt on Mac OS X).
  2. Hold down the mouse button (and the Ctrl key, when copying) and drag the item to another folder.


    Figure 1.16. Moving items by the Drag & Drop method

  3. A green tick icon appears when the item is ready to move (see figure 1.16  Moving items by the Drag & Drop method) or a blue + icon when ready for copying (see figure 1.17  Copying items by the Drag & Drop method).


    Figure 1.17. Copying items by the Drag & Drop method

  4. Let hold of the button to move the item to the selected folder immediately.

Note: Unless the item is dragged over a folder where it can be moved (i.e. any mail folder with corresponding access rights in the folder tree), a red icon is displayed meaning it is impossible to move the item to the particular location.

Using the Move or copy button

The toolbar includes a clickable Move or copy icon. Items can be move or copied by using this button as described below:

  1. Highlight the selected item and use the Move or copy button in the toolbar.
  2. In the Folder selection dialog just opened, select the folder where you want to move or copy the item and click on Move or Copy.

Pop-up menu

Items can be moved or copied also by a special option in pop-up menu:

  1. Right-click on an item. to open a context pop-up menu and select Move or copy.
  2. This opens the Folder selection dialog where you can select a folder where the item will be move or copied. Click on Move/Copy.