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Filtering Google Classroom Notifications in LPS Zimbra

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It is true that when you integrate a digital system into your work, you will get more email notifications.

It is also true that no one wants more email.

However, we do not recommend turning OFF email notifications from Google Classroom. The communications that happen in your digital classroom are no less important for you to hear (see) than the communications in your physical classroom. Turning off notifications would be the digital equivalent of sticking your fingers in your ears while you teach. It would be difficult to defend the behavior to a Principal or parent when a student says they were doing their part to communicate with you and you didn’t see it because you had disabled your end of the tool.

If you feel overwhelmed by the volume of messages Google Classroom is adding to your Zimbra Inbox, let’s explore a way to have them automatically directed to a subfolder in Zimbra, keeping your Inbox less cluttered.

Notifications from Google Classroom

notifications-from-google-classroom

click to enlarge images

You should notice that the address of every notification email you receive from Google Classroom ends with @classroom.google.com. This is important because it allows us to set a filter up in Zimbra to treat these messages differently.

 

Start A Filter

start-a-filter

  1. Note that this filtering process happens in ZIMBRA – not in Google Classroom. Begin by opening an existing notification email message you have received in Zimbra.
  2. Hover your mouse over the “From:” address. As I’ve already mentioned, it should end with the address “@classroom.google.com”.
  3. Right-Click (control-click) on the “From:” address.
  4. In the pop-up menu that appears, choose “Create Filter

Add Filter: “IF”

An email filter is an “IF/THEN” statement. First we define the “IF” to determine which emails should be effected. Then we will define the “THEN” that tells Zimbra what to do if an email matches our “IF”.

add-filter---if-In the pop-up window that appears:

  1. Name your filter however you’d like.
  2. In the “If __ of the following conditions are met:” statement, change the dropdown reading all to “any“.In the IF statement line, set your choices as follows:
  3. From
  4. contains
  5. classroom.google.com (You will need to delete all of the email address included before the “classroom.google.com” text.)
  6. domain

Now we will move to the lower part of the pop-up window.

Add Filter: “THEN”

add-filter---then-

In the lower part of the pop-up window, set it up as follows:

  1. Change the “Keep in Inbox” drop down to read “Move into folder
  2. Click the Browse button to select the folder you want the messages to be moved to. If you do not already have a folder created for your Google Classroom notifications, you can click the NEW button shown in the browse window. This will allow you to create and select a new folder.
  3. Uncheck the box that says “Do not process additional filters.”
  4. Click “OK

DONE!

At this point you should be done.

From this moment on, any message you receive that originates from the domain “classroom.google.com” will bypass your Zimbra Inbox, and be moved to your Google Classroom folder instead.

Be sure to keep an eye on the name of the folder in Zimbra. It should appear bold and have a number beside it if you have a new notification from Google Classroom.

View the Filter

view-the-filterIf you want to look at (or edit) the filter you just created, you can find it along with the rest of your filters in Zimbra by:

  1. Clicking  the Preferences along the top of the Zimbra window
  2. Clicking “Filters” on the left side
  3. Double-Clicking the filter in the “Active Filters” list.

Force the Filter to Run

force-the-filter-to-runThe filter will run automatically on its own. However, you may choose to force it to run, just to make sure everything is set up correctly. Or, you may wish to move the Google Classroom notifications you already have in your email to the new foilder.

To force the filter to run:

  1. Open your Filters list (Preferences / Filters) and select the desired filter with a single-click.
  2. Click the “Run Filter” button above the list of Active Filters.
  3. In the pop-up window, select the folder where the emails live now. The filter will run against that folder and perform the actions you’ve defined in the Filter.

Written by cpultz

June 9th, 2015 at 2:43 pm

Activity Stream Exceptions

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Don’t touch *THESE* messages…

Many in LPS are appreciating the benefits of the “activity Stream” feature of Zimbra that takes mass-mailings and filters them away from your email inbox. However, from time-to-time desirable emails get caught up in that filter and moved into the Activity Stream as well. This is generally caused by one (or both) of the two situations described below, and is easily fixed.

Activity Stream Exceptions

When you drag a message OUT of the Activity Stream folder and back into your Inbox, Zimbra pops-up a window like the one shown here. “Exceptions” are rules that prevent similar messages from going into the Activity Stream in the future. This can be very useful! It can also short-circuit everything if you aren’t careful.

IMPORTANT! You need to UN-CHECK the line that includes any message sent “To:” yourself.

If you leave it checked, any message sent to you is ignored and nothing will ever get moved to the Activity Stream folder. This would appear that the process has stopped working.

In the example shown here, I would make sure that having the “To:” include my own email address was NOT CHECKED, while the “Received from:” with sender’s address IS CHECKED. After clicking save, this “exception” will be added to the Activity Stream and any messager received from this user will be excepted from my filter and stay in the Inbox.

Activity Stream Exceptions

LPS Messages

Because you work for LPS, you likely never wish to have a message from LPS swept up and moved to the Activity Stream.

To ensure that this does not happen, the following two entries should appear in your Activity Stream Exceptions:

  • From contains @lps.org
  • From contains @lists.lps.org

Follow the directions below for filter corrections to ensure that any message from an individual in LPS or an LPS list you are subscribed to will stay in your Inbox.

LPS Messages

If you have a need for certain LPS messages to be filtered away to specific folders, this can be done, but with slightly different steps.

Filter Corrections

If there are mistakes in your Activity Stream or Exceptions and you want to fix them yourself, it is easy to do so. Simply,

  1. Click Preferences at the top of your Zimbra window
  2. Click Filters on the left side
  3. Double-click the “Activity Stream” or “Activity Stream Exceptions” filter
  4. Remove mistaken entries by clicking the minus button. Add new selections by clickingthe plus button.
  5. Click OK
  6. Click Save

To be clear:

  • Activity Stream: Things that should be filtered away from your inbox and land in the Activty Stream folder
  • Activity Stream Exceptions: Things that should be ignored and allowed to stay in your inbox
Filter Corrections

Written by cpultz

June 9th, 2014 at 2:23 pm

Posted in .U,Zimbra7

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Conversation View – LPS Zimbra

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Conversation view is one of the two ways you can view email messages in Zimbra. The other view is the more traditional “Message View”. Conversation view brings all of the messages shared on a single topic together into one thread, reducing the clutter in your inbox and making a discussion easier to follow from beginning to end.

Unable to view the embedded video? Click here.

 

Zimbra Conversation View

Change to Message View

  1. In Zimbra, in the Mail tab toolbar, click the “View” drop-down menu.
  2. Select either “By Conversation” or “By Message”.

 

 

Written by cpultz

April 4th, 2014 at 1:39 pm

Posted in .U,Zimbra7

Tagged with , , ,

Inbox Filters

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A filter stops every message as it enters your email inbox, and evaluates it against a set of rules. If an incoming messages matches a rule you have established, Zimbra acts upon the message in some way. Filters can be used to:

  • Sort incoming messages into folders.
  • Tag messages with a label.
  • Flag messages for importance.
  • Trash messages.

Unable to view the embedded video? Click here.

How a Filter Works

Filter Anatomy A filter rule consists of two things:

  • Conditions: The distinguishing characteristic(s) of a message that decide if it “matches” or not. If the message does not match the conditions, it gets ignored.
  • Actions: What action(s) Zimbra should perform if the message matches the conditions.

If you are new to the idea of filters and want to start with some “preset” rules, check out the Zimbra Activity Stream as a great way to start managing your inbox.

Filter Conditions

A filter can contain one or more conditions. For example, if someone sends you email messages from more than one email address and you want to direct all messages from the person into one folder, you can create one filter that has two conditions, one for each email address, and one action to move the email messages to the same folder.
The order of the conditions is not important. You can choose whether the email message must match all conditions or just meet any one of the listed conditions.

You can base a filter condition on any of the following:

  • Specific email addresses in the From, To, or Cc fields
  • Words found in the subject or body of the message
  • Size
  • Dates
  • Attachment
  • Calendar invitation

For more detailed instructions, visit Zimbra’s user guide on this topic.

Filter Rule Actions

A filter rule can contain one or more actions. If the email message matches the specified conditions, actions are applied in the order in which they appear in the filter. Examples of filter rule actions are:

  • Keep the message in your Inbox
  • Move the message to a specific folder
  • Tag or flag the message
  • Discard (trash) the message before it reaches your Inbox
  • Forward or redirect the message to a specified email address

Written by cpultz

April 4th, 2014 at 11:18 am

Posted in .U,Tips & Tricks,Zimbra7

Tagged with , ,

Activity Stream: Inbox Filters for LPS Zimbra

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Unable to view the embedded video? Click here.

About the Activity Stream Filter

Zimbra-Activity-StreamThe Activity Stream is a set of rules to filter email messages out of your Inbox and into an “Activity Stream” folder. This allows you to read the filtered email messages at your convenience. For example, you might want to automatically filter the following types of messages into the Activity Stream folder:

  • Messages sent through distribution lists to which you are subscribed
  • Commercial mass marketing and bulk mail messages

Set Up Your Activity Stream Filter

  1. Select your Mail tab
  2. Click the Action gear icon next to the Folders heading to the left
  3. Choose “Activity Stream”
  4. Click the “Enable” checkbox in the Activity Stream dialog box.

The Activity Stream filter displays in your Active Filters list.

Move Messages Into the Activity Stream Folder

If you receive an email message in your Inbox that you wish to see filtered to the Activity Stream folder in the future, drag and drop the message into the Activity Stream folder.

  1. In your Inbox, select the message you want to move.
  2. Drag and drop the message into the Activity Stream folder.
  3. In the Activity Stream Rules dialog that appears, select properties to create a rule that will apply to similar messages in the future.
  4. Click Save.

Move Messages Out of the Activity Stream Folder

If you have an email message routed to the Activity Stream folder that you do not want to filter, you can create an “exception”. Similar messages received in the future will no longer be filtered to the Activity Stream folder.

  1. Select a message in your Activity Stream folder.
  2. Drag and drop the message into your Inbox.
  3. In the Activity Stream Exceptions dialog, select properties to create a rule to prevent similar messages from being routed into the Activity Stream folder in the future.
  4. Click Save.

 

Activity Stream Exceptions

If you are having problems with your Activity Stream moving LPS messages or not moving anything at all, try these two simple solutions.

 

Remove the Activity Stream

Have you given Activity Stream a few weeks and it just never grew on you? That’s OK. It happens, kudos for giving it a try. Following are instructions for returning your inbox to a pre-Activity Stream state.

Unable to view this embedded video? Click here.
Basic Steps

  1. Move all messages from your “Activity Stream” folder to your Inbox or another appropriate folder.
  2. Delete the Activity Stream folder.
  3. Open the Preferences tab and click on Filters on the left side of the screen.
  4. Select the Activity Stream and/or Activity Stream Exceptions rules and click the delete button above the “Active Filter” area.
  5. Save

Written by cpultz

April 4th, 2014 at 10:31 am

Saved Search – Show Messages from lps.org Only

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Our email boxes are filled with messages from our colleagues at LPS and from a lot of other people outside of LPS.  The messages that come from non-LPS addresses are sometimes extra ‘noise’ that we would like to turn off on occasion.

Zimbra has a feature called ‘Saved Searches‘ where you can set it up so that you can quickly view the messages in your Inbox that are from other LPS employees only.

Follow the steps below to set up a Saved Search for messages in your Zimbra Inbox that come from other @lps.org accounts:

  1. Log in to Zimbra
  2. Click the magnifying glass in the Search box toward the top of your screen
    search
  3. Click the Folder… button and select Inbox
    folder_inbox
  4. Click Received from… > Domain
  5. Click the arrow next to the text box to select lps.org from the list of domains
    received_from

  6. Click the Save button found in the upper right corner
    save
  7. Name the Saved search ‘Inbox – @lps.org‘ (or something similar)
    save search
  8. Click the X to close the search tab
    Screen Shot 2013-04-18 at 12.56.32 PM

To see how this works all together:

  1. Click your mouse on the Inbox in the upper-left corner of your screen
  2. Use the scroll bar to move beneath your list of mail folders to the section called Searches.
  3. Click the Saved Search called Inbox – @LPS
    Screen Shot 2013-04-18 at 1.00.37 PM

From now on, you can easily select either your full Inbox or just the messages from lps.org search.

Click here to see a video of this process – no audio is provided.

Related Posts:

Written by Kristi Peters

May 12th, 2011 at 2:10 pm

Posted in .U,How To,Mail,Zimbra7

Tagged with

Saved Search – Unread Messages in Inbox

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Zimbra - Unread Email

Whenever you go through your email box in a non-sequential manner, you end up with messages that are read and messages that are unread mixed throughout your Inbox.  Sometimes this leads to a desire to see only those that are unread.

Zimbra has a feature called ‘Saved Searches‘ where you can set it up so that you can quickly view the messages in your Inbox that are unread.

Follow the steps below to set up a Saved Search for Unread Messages in your Zimbra Inbox:

  1. Log in to Zimbra
  2. Click the magnifying glass in the Search box toward the top of your screen
    search 
  3. Click the Folder… button and select Inbox
    folder_inbox 
  4. Under Basic Filters click the check box next to is unread
    unread
     
  5. Click the Save button found in the upper right corner
    save
  6. Name the Saved search ‘Inbox – Unread‘ (or something similar)
    inbox unread
  7. Click the X to close the search tab
    Screen Shot 2013-04-18 at 12.56.32 PM

To see how this works all together:

  1. Click your mouse on the Inbox in the upper-left corner of your screen
  2. Use the scroll bar to move beneath your list of mail folders to the section called Searches.
  3. Click the Saved Search called Inbox – Unread
    unread_saved

From now on, you can easily select either your full Inbox or the Unread – Inbox search.

Click here to see a video of this process – no audio is provided.

Related Posts:

Written by Kristi Peters

May 12th, 2011 at 12:49 pm

Posted in .U,How To,Mail,Zimbra7

Tagged with

Email and SMS Event Reminders

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Calendar event reminders sent via SMS or email allow greater flexibility in how you can stay informed about upcoming meetings.

Before you can use this feature, you must set up LPS Zimbra to be aware of the email address or phone number you want to use for these notifications.

 

Setting Up for Email Notifications

Set up LPS Zimbra to be able to send you email notifications of Calendar events or tasks.

  1. While logged into LPS Zimbra, click the “Preferences” tab along the top of the Zimbra window.

     

  2. In the left hand column of Preferences, select “Notifications

     

  3. Under “Notifications By Email” enter the email address where you want reminders sent.

     

  4. Click the “Save” button in the top left corner of the Preference screen.

     

Setting Up for SMS Notifications

Set up LPS Zimbra to be able to send SMS (text) notifications of Calendar events or tasks to your cell phone.

NOTE: Make sure you have your cell phone within reach before you start setting this up.

NOTE: Standard text messaging rates apply, per your personal wireless plan. LPS is not responsible for costs incurred on personal cell phones.

  1. While logged into LPS Zimbra, click the “Preferences” tab along the top of the Zimbra window.

     

  2. In the left hand column of Preferences, select “Notifications

     

  3. Under “Notifications By SMS” select the appropriate Region of the world, your Cell Phone Carrier, and enter the phone number where you want reminder text messages sent.

     

  4. Click the “Send Verification Code” button and wait for a text message containing a short verification code to arrive on your cell phone.

     

  5. When the text message arrives on your phone, note the verification code provided and enter it in the “Verification Code” box in Zimbra, immediately below the spot where you entered your phone number. If you have successfully matched the codes, you should see “Status: Confirmed” with your cell phone number at the bottom of the “Notifications By SMS” box.

     

  6. Click the “Save” button in the top left corner of the Preference screen.

     

Adding Email or SMS Event Notifications to a New Event

  1. While logged into LPS Zimbra, add an event to your calendar. In the QuickAdd window that appears, select the time frame in which you would like your reminder from the “Reminder” drop down menu and place a checkmark(s) beside the type of reminder(s) you would like to recieve – Email or SMS.

     

  2. Save your event by clicking “OK“.

     

Adding Email or SMS Event Notifications to an Existing Event

  1. While logged into LPS Zimbra, double-click an event on your calendar.

    1. If you are the creator of this event, you will be able to edit the original event to add a reminder.

       

    2. If you were invited to the event by someone else, you can edit your “local” copy of the event.
      NOTE: Any future changes to this event by the original creator of the event WILL overwrite your local copy, and your reminders will be lost.

       

     

  2. In the edit event window that appears, select the time frame in which you would like your reminder from the “Reminder” drop down menu and place a checkmark(s) beside the type of reminder(s) you would like to recieve – Email or SMS.

     

  3. Click the “Save” button in the top left corner of the Preference screen.

     

     

Written by cpultz

May 6th, 2011 at 12:23 pm

Saved Searches

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Zimbra offers amazing search capabilities. To begin with, it is FAST! Really! Try it! Most searches complete in about 1 second. It also offers tremendous granularity. Clicking the ‘Advanced’ button in the top-right corner of the screen displays a number of search widgets that can be combined to locate very specific and useful results out of your thousands of messages. Even better, when you create a search that feels “just right” you can save it for future 1-click access!

Situations when a saved search could be valuable:

Saved searches can eliminate the need for many of the folders that you have always managed by dragging messages in & out of them manually. Consider moving all of your messages into a single folder per year and using saved searches to find what you need, when you need it.

To Create a Saved Search

Visit Zimbra’s help page to view a video that goes into detail about searching.

Or to get started quickly, follow the steps listed below:

  1. Click the magnifying glass in the Search box toward the top of your screen
    search
  2. Build your advanced search from the options on the left of the screen.  Narrow your results by searching who the message(s) were received from, who the message was sent to, when it was sent, what kind of attachments were included, the size, status, or tags and what specific folder the message might be located in.  Combine any of these options using the conditionals at the bottom.  This video goes into a bit more detail on using the conditionals. 
    advanced_search

  3. Once your search is configured, click the Save button found in the upper right corner
    save
  4. Name the Saved search appropriately
    inbox unread
  5. Click the X to close the search tab
    Screen Shot 2013-04-18 at 12.56.32 PM

Now what?

If you look below your folders of email you should see a saved search with the title you provided. Clicking on it re-runs the search through all of your messages in all of your folders, including messages received since the search was saved.
unread_saved

Not quick enough?

Shortcut "S" - Saved Searches

Shortcut “S” – Saved Searches

Another fast way to call up this search is to use a keyboard shortcut. While viewing a folder of mail tap the “S” key on your keyboard to call up a window that shows your saved searches. Select the one you want to run. No mouse needed!

To return to your inbox tap the “I” (for Inbox) key on your keyboard to return to your Inbox.

 

 

Written by cpultz

March 9th, 2011 at 11:25 am

Posted in .U,How To,Zimbra7

Tagged with

Calendars: Subscribing to a Google Calendar with Zimbra

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Zimbra calendar is great, but it’s not really the place to put your family schedule. Outside calendar services such as Google Calendar are great for this, but it’s nice to be able to see everything at once when you are considering what is coming up in your day or week. If you use an external site like Google Calendar to organize things at home, the following steps will show you how to subscribe to a Google Calendar with Zimbra to see your whole schedule on one calendar.

Please note that this will NOT give you the ability to edit your Google Calendar with Zimbra. It will allow you to view it.

Written by Brian Fitzgerald

February 16th, 2011 at 2:01 pm

Posted in .U,Calendar,Zimbra7

Tagged with , , , , , ,

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