The stable operation of enterprise email relies on normalized 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 and improve office efficiency. Based on the product characteristics of Alibaba Enterprise Email and the integration advantages of its Feitian Cloud Base and DingTalk, this article summarizes the core skills covering fault diagnosis, performance optimization, security operation and maintenance, compliance management, and DingTalk collaborative operation and maintenance. It helps enterprise IT administrators quickly solve operation and maintenance problems, achieve refined and efficient management of email systems, and rely on Alibaba'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 Alibaba Mail and DingTalk integration related faults. The common faults of Alibaba enterprise email mainly focus on four categories: login abnormalities, email sending and receiving abnormalities, attachment transmission abnormalities, and DingTalk integration abnormalities. In terms of login exceptions, if prompted with "domain name unverified", it is necessary to check whether the domain name DNS resolution is correct, with a focus on checking MX and TXT (including SPF) records. It is recommended to set the TTL to accelerate the effectiveness within 600 seconds; If you forget the administrator password, you can reset it through the bound phone number, backup email, or DingTalk account; If the prompt "Account does not exist" appears, it is necessary to confirm whether the email binding process has been completed and perform domain name verification and account creation operations again. 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 (although unlimited capacity is supported, too many redundant emails may affect the receiving speed), and promptly clean up redundant emails. In terms of abnormal attachment transmission, if an oversized attachment cannot be sent, it is necessary to confirm whether the attachment size exceeds the 3GB limit, and 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 DingTalk App or Alibaba Enterprise Mail App for download. In terms of DingTalk integration exceptions, if it is not possible to log in to DingTalk free email, it is necessary to check whether the employee's DingTalk account is bound to the email account and re execute the binding operation; If the new email is not pushed to DingTalk, check if the "DingTalk Reminder" setting in the email backend is enabled.

Performance optimization focuses on storage, transmission efficiency, and DingTalk collaborative optimization to enhance the overall office experience. In terms of storage optimization, Alibaba Enterprise Email supports unlimited capacity, 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 to avoid wasting storage resources, and enable automatic email archiving function to improve email retrieval efficiency. In terms of transmission optimization, for enterprise intranet users, it is necessary to ensure that the firewall does not block domain names related to mxhichena.com, and to open IMAP and SMTP ports (993, 465) to avoid network restrictions affecting email transmission; For international email transmission, the overseas dedicated line function of Alibaba Enterprise Email can be enabled to automatically select the optimal link, reducing transmission delay and return rate; Recommend employees to use DingTalk 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 Feitian Cloud platform, 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 security features of Alibaba Mail and DingTalk, 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 archive delete" for resigned employees. Freeze the account and prohibit login and sending/receiving. According to industry regulations, retain data for 30-90 days, export emails to the designated responsible person's email, and delete them to avoid data leakage; Force all employees to enable secondary verification, regularly remind employees to change passwords, set password complexity rules to prevent account theft, and regularly scan weak password accounts to urge employees to replace them. 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 to cope with the risk of sudden data loss, and enable email encryption function to protect the security of confidential emails.

Compliance management needs to be tailored to the business needs of the enterprise, ensuring that email usage complies with relevant regulatory requirements, and relying on the compliance characteristics of Alibaba email to reduce compliance risks. 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 function is enabled normally, the sensitive information detection mechanism is effectively operated, connect with the internal audit system of the enterprise, complete compliance checks, avoid legal risks caused by illegal use of email, and ensure that the entire operation and maintenance process is traceable to meet compliance audit requirements.

Normalized operation and maintenance also require the use of Alibaba Enterprise Email and DingTalk's built-in tools 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 Alibaba Enterprise Email Backend "Monitoring Center", and promptly detect and handle any abnormalities; Utilize the "batch operation" function to batch modify employee permissions, configure security policies, bind DingTalk accounts, and reduce repetitive operations; Pay attention to the version updates and feature upgrades of Alibaba Enterprise Email, timely enable new security features and operation tools, rely on Alibaba's 7X24 professional technical support, and quickly submit work orders and obtain technical assistance when encountering complex faults. At the same time, the "Enterprise Email Management" module in the DingTalk backend can be used to achieve collaborative management between email and DingTalk, allowing for one click viewing of employee DingTalk binding status and push of email usage guidelines, enhancing employee user experience and achieving dual efficiency of "operation and maintenance+collaboration".