Zarafa (Kopano) — Open Source Groupware and Collaboration Platform
General Information
Zarafa was originally launched in the mid-2000s as an open-source groupware server built around compatibility with Microsoft Outlook. Later the project evolved into Kopano, which extended the original mail and calendar features with chat, video meetings, and document collaboration.
It was widely adopted in Europe, especially by organizations looking for an Exchange alternative that could still keep Outlook as a client. The rebranding to Kopano marked a shift from being “just a mail server” to a full collaboration platform.
How It Works
Zarafa/Kopano runs on Linux and uses standard mail protocols (IMAP/SMTP) while providing groupware features via its own backend. Mail storage is handled in a MySQL/MariaDB database, with attachments stored on disk. The web client gives access to mail, calendars, and contacts, while Outlook integration is supported via plugins or ActiveSync.
Kopano introduced extra modules: Kopano Meet for video calls, Kopano Files for shared storage, and integration hooks for document editing with LibreOffice Online or Collabora. Authentication ties into LDAP or Active Directory. TLS and S/MIME/PGP encryption are supported for security.
Functions
| Feature | In practice |
| Platforms | Linux servers; web client; Outlook/ActiveSync integration |
| Mail & groupware | Mail, calendars, contacts, tasks |
| Web client | Modern browser UI with responsive design |
| Integration | Outlook via plugin/ActiveSync, LDAP/AD, external storage |
| Collaboration | Kopano Meet (video), Kopano Files (storage), Docs integration |
| Security | TLS/SSL, S/MIME, PGP, MFA options |
| Multi-domain | Supported, with role-based access |
| License | Open source core, commercial features via subscription |
Installation Guide
1. Prepare a Linux server (Debian/Ubuntu or RHEL family).
2. Install Zarafa/Kopano packages from the official repo.
3. Configure MySQL/MariaDB for mail storage.
4. Connect IMAP/SMTP backend (often Postfix + Dovecot).
5. Set up LDAP/AD for authentication.
6. Enable HTTPS with Let’s Encrypt or custom certs.
7. Add optional modules: Kopano Meet, Files, Docs.
8. Connect Outlook clients via plugin or ActiveSync.
Larger environments often run Kopano behind Nginx with load balancers and clustered databases.
Everyday Use
– SMBs deploy it as a self-hosted Exchange replacement with Outlook integration.
– Universities use it for shared calendars and tasks across departments.
– Public sector picks it for sovereignty — hosting everything on national infrastructure.
– Enterprises combine Kopano with Collabora or Nextcloud to build a full collaboration suite.
For users, the daily experience feels like a trimmed-down Exchange/Office stack. For admins, the draw is flexibility and local control.
Limitations
– Outlook integration requires plugins or ActiveSync — not always seamless.
– Performance tuning is needed for large user bases.
– The ecosystem is smaller compared to Microsoft 365 or Google Workspace.
– Some advanced features are behind the commercial subscription.
Comparison
| Tool | Platforms | Strengths | Best Fit |
| Zarafa/Kopano | Linux + web/Outlook | Open source groupware with collab tools | SMBs, schools, public sector |
| Zimbra OSE | Multi-platform | Mature groupware, big community | Enterprises, universities |
| SOGo | Linux | Groupware with strong Outlook/mobile sync | Public sector, mixed-device teams |
| Microsoft Exchange | Windows | Enterprise-grade, native with Outlook | Large corporates |
| Google Workspace | SaaS | Cloud-native collab, no servers to run | SaaS-first orgs |
Notes from the Field
Admins who worked with Zarafa/Kopano often note that it shines when paired with other open-source tools: Nextcloud for files, Collabora for docs, and Kopano Meet for meetings. Outlook integration works, but sometimes needs hand-holding with plugins. Many deployments are in Europe, where data sovereignty is a must. Overall, it’s seen as a solid middle ground — more features than simple webmail, lighter and cheaper than full Exchange.