The stable operation of enterprise email cannot be separated from regular operation and maintenance. Efficient operation and maintenance work can not only reduce the occurrence rate of failures and security risks, but also optimize the user experience, improve office efficiency, and ensure that email usage meets compliance requirements. Based on the product characteristics of NetEase Enterprise Email, combined with its matrix architecture and high-level security advantages, this article summarizes core operation and maintenance skills covering five aspects: fault diagnosis, performance optimization, security operation and maintenance, compliance management, and tool application. It helps enterprise IT administrators quickly solve operation and maintenance problems, achieve refined and efficient management of email systems, and rely on NetEase's 20 years of professional operation and maintenance experience to reduce enterprise operation and maintenance costs.

Troubleshooting is the core of operation and maintenance work, requiring mastery of common fault location methods and quick solutions, with a focus on safety configuration and transmission related faults. The common faults of NetEase enterprise email mainly focus on four categories: login abnormalities, email sending and receiving abnormalities, attachment transmission abnormalities, and security function abnormalities. In terms of login exceptions, if the prompt "domain name not verified" appears, it is necessary to check whether the domain name DNS resolution is correct, with a focus on checking MX and TXT (including SPF, DKIM, DMARC) records. It is recommended to set the TTL to within 600 seconds to accelerate the effectiveness; If you forget the administrator password, you can reset it through the bound phone number or backup email; If prompted with 'account locked', it is necessary to check for any violent cracking behavior. The administrator can unlock the account in the background and urge employees to change their password. In terms of abnormal email sending and receiving, if the email fails to be sent or is returned, it is necessary to check whether the recipient's address, sending quota, and email content contain sensitive information. You can use the "email tracking" function in the background to query the transmission trajectory, and also check whether the SPF/DKIM/DMARC configuration is correct to avoid email interception; If unable to receive emails, it is necessary to check the blacklist settings and email capacity, promptly clean up redundant emails, and check the anti spam interception logs to verify if emails were intercepted incorrectly. In terms of abnormal attachment transmission, if an oversized attachment cannot be sent, it is necessary to confirm whether the attachment size exceeds the 2GB limit. It can be split and sent through a file transfer station; If the attachment cannot be downloaded, you need to check the network environment, browser cache, or switch to the NetEase Enterprise Mail App for download. In terms of abnormal security functions, if the secondary verification cannot be used, it is necessary to check whether the employee's phone number is correct, rebind and reset the verification method; If the email encryption function fails, it is necessary to check the backend security configuration, restart the encryption function, and update the configuration.

Performance optimization focuses on storage, transmission efficiency, and system response speed to enhance the overall office experience. In terms of storage optimization, NetEase Enterprise Email provides large capacity storage, but still needs to regularly clean up redundant data. Administrators can view the email storage capacity of each account through the background, send cleaning reminders to accounts with excessive emails, focus on cleaning expired emails and duplicate attachments, plan the use of public email and file transfer stations reasonably, regularly archive historical data, and avoid wasting storage resources; Simultaneously enable the automatic email archiving function, set archiving rules by department and time, and improve email retrieval efficiency. In terms of transmission optimization, for enterprise intranet users, it is necessary to ensure that the firewall does not block 163.com related domain names, and to open IMAP and SMTP related ports (993, 465) to avoid network restrictions affecting email transmission; For international email transmission, the overseas dedicated line function of NetEase Enterprise Email can be enabled to automatically select the optimal link, reducing transmission delay and return rate; Recommend employees to use the NetEase Enterprise Mail App to handle emails, achieve real-time response to new emails, and improve communication efficiency. In addition, unnecessary functional plugins can be closed in the background to reduce system resource usage. Leveraging the flexibility advantage of the matrix architecture, storage and computing resources can be adjusted in a timely manner according to user growth and traffic changes to ensure service response speed.

Security operation and maintenance need to establish a normalized mechanism, combined with the high-level security features of NetEase email, to comprehensively prevent security risks. In terms of account security operation and maintenance, regularly check the status of employee email accounts, and immediately execute the three-step operation of "freeze data migration delete" for resigned employees. Freeze the account and prohibit login and sending/receiving. Transfer core email data to the designated responsible person's email, retain the data for 30-90 days according to industry regulations, and delete it to avoid data leakage; Force all employees to enable secondary verification and client authorization codes, regularly remind employees to change passwords, set password complexity rules, regularly scan weak password accounts, and urge employees to replace them; At the same time, regularly check the IP login whitelist, promptly clean up invalid IPs, and prevent illegal access. In terms of anti spam and anti counterfeiting operations, administrators need to regularly check anti spam and anti counterfeiting interception logs, verify intercepted emails, adjust whitelist settings in a timely manner, optimize anti spam and anti counterfeiting strategies, regularly check if SPF/DKIM/DMARC configurations are working properly, and ensure that the three major anti counterfeiting tools remain effective; Provide security training to employees, popularize methods for identifying phishing emails, counterfeit emails, and malicious attachments, and reduce human security risks. In terms of data security, regularly backup email data, set backup email accounts and backup rules through the backend "email backup" function, automatically backup important emails, cope with the risk of sudden data loss, and enable email encryption and security lock functions to protect the security of confidential emails.

Compliance management needs to be tailored to the business needs of the enterprise, relying on the compliance characteristics of NetEase email, reducing compliance risks, and meeting audit requirements. Administrators need to regularly export system logs, including employee login logs, email sending and receiving logs, administrator operation logs, operation and maintenance audit logs, etc., and archive and retain them for at least 6 months for security auditing and responsibility tracing; According to the characteristics of the enterprise industry, email outbound restrictions are set to restrict the outbound permissions of core departments such as finance and research and development, to prevent confidential leaks. At the same time, the email outbound approval function is enabled to control the approval of sensitive emails. In addition, regularly check whether the email configuration meets compliance requirements, ensure that the email archiving and email review functions are enabled normally, the sensitive information detection mechanism is effectively operated, connect with the internal audit system of the enterprise, complete compliance checks, and avoid legal risks caused by illegal use of email; At the same time, ensure that the entire operation and maintenance process is traceable, with every configuration modification and account operation recorded in logs to meet compliance audit requirements, fully leveraging the compliance advantages of NetEase Enterprise Email EAL3+certification and ISO/IEC27001 certification.

Normalized operation and maintenance also need to rely on the built-in tools of NetEase Enterprise Email to improve operation and maintenance efficiency and reduce operation and maintenance costs. Administrators can view the real-time operation status, resource utilization, email volume, fault alarms, and other data of the email system through the "Monitoring Center" of NetEase Enterprise Email backend, and promptly detect and handle any abnormalities; Utilize the "batch operation" function to batch modify employee permissions, configure security policies, import and export address books, and reduce repetitive operations; Pay attention to the version updates and feature upgrades of NetEase Enterprise Email, timely enable new security features and operation tools, rely on NetEase's 7X24 professional technical support, and quickly submit work orders and obtain technical assistance when encountering complex faults. At the same time, the "self-service query" function in the background can be used to assist employees in querying login, sending and receiving, and deleting message records, quickly solving small problems encountered by employees during use, improving their user experience, and achieving dual efficiency of "operation and maintenance+office".