Most enterprises only use Alibaba Mail for basic email sending and receiving, leaving a large number of advanced collaboration, security and management functions idle for a long time. The following features are divided into employee daily efficiency-improving functions and administrator background management and control functions with applicable scenarios, which can be directly used for internal enterprise training and promotion copywriting.
1. Dynamic Email Group (Administrator Function)
Unlike ordinary email groups that require manual member addition and removal, dynamic email groups are bound to the organizational structure. Members are automatically synchronized when employees are onboarded, transferred or resigned, eliminating repeated maintenance work for administrators.
✅ Applicable scenarios: Department notifications, project team communications, sales team group announcements
Precautions: It can be set to internal sending and receiving only to prevent external spam from being delivered to the group.
2. Public Mailbox & Proxy Sending (Powerful Team Collaboration Tool)
Build team public mailboxes such as support@company.com and sales@company.comwithout sharing account passwords. It supports two types of permissions:
Proxy Sending: The recipient directly sees the public mailbox as the sender;
Representative Sending: Displays the note "Sent by A on behalf of B" for clear responsibility attribution.
✅ Applicable scenarios: After-sales service, front desk, procurement, unified external communication window for projects
3. Confidential Email Mode (Anti-leakage Hidden Function)
Enable this function in more options on the email writing page to activate four core protection measures:
Add exclusive watermarks for email recipients;
Disable email copying, forwarding, downloading and printing;
Set automatic expiration time for confidential emails;
External recipients need verification codes to view email content.
✅ Applicable scenarios: Quotations, contracts, financial data and internal sensitive documents
4. One-click Email Migration for Resigned Employees (Core Administrator Function)
Within 30 days after deleting a resigned employee's account, administrators can transfer all historical emails in the account to the successor's mailbox in the account recycle bin, completely inheriting customer communication records and project data. Many enterprises simply freeze employee accounts, resulting in the loss of years of business email records.
5. DingTalk & Mail Linkage: One-click Ding Reminder & Read/Unread Status Check
Most users use DingTalk and Alibaba Mail separately and ignore their in-depth integration advantages:
Check the read/unread status of recipients in real time after sending emails;
Forward important emails to DingTalk chats with one click and send Ding reminders to unread users;
Archive DingTalk group chat records as emails for long-term preservation with one click.
✅ Solves the problem of recipients ignoring or pretending not to receive important external emails
6. Inbound Rules & Global Auto-forwarding (Employee Automation Tool)
This function is far more powerful than simple out-of-office auto-reply. It supports customized conditional rules:
Automatically forward emails from specific clients to supervisors;
Automatically archive emails with "Quotation" in the subject to a dedicated folder;
Block or reject emails containing spam keywords.
Difference from out-of-office reply: Inbound rules support complex conditional settings and take effect permanently.
7. Administrator Email Approval (Pre-risk Control, Underutilized by Most Enterprises)
Customize rules to require administrator approval before external delivery for outgoing emails from designated departments or employees. For example, sales staff sending large-value proposals or R&D personnel transmitting technical documents can only send emails after approval, effectively preventing unintentional data leakage.
8. Unified Collection & Sending for Multiple Mailboxes
Employees can bind personal QQ Mail, old enterprise mailboxes, overseas mailboxes and other accounts to Alibaba Enterprise Mailbox. Receive all emails on one unified interface and switch different sender accounts to reply to external emails freely.
✅ Ideal for foreign trade businesses and enterprises in the transition period of mailbox migration, avoiding frequent account switching.
9. Hierarchical Administrator (Refined Permission Management)
Super administrators do not need to take over all management work. They can create hierarchical administrators and grant department leaders department-only account management permissions, which only allow managing internal department employees without access to company-wide account information. Suitable for large and medium-sized groups and multi-branch enterprises to reduce IT operation and maintenance pressure.
10. Global Email Archiving & Advanced Search (Compliance Requirement)
Many enterprises only save emails locally, leading to permanent data loss once computer devices are damaged. After administrators enable email archiving, all enterprise incoming and outgoing emails are permanently stored on the cloud. Users can conduct full-domain retrieval by sender, time, attachment, keyword and other dimensions, meeting the audit traceability needs of finance, foreign trade and legal departments.