Monitor emails sent and received by some or all employees in Alibaba Mail. Back up emails and preserve important information and evidence.
How an administrator views a specific employee's mailbox
An administrator can view or monitor an employee's email in the following ways:
Email monitoring and forwarding
Log on to Alibaba Mail with the postmaster account. By default, the Domain Management page appears. Choose Security Management > Mail Rules > New Rule. Under Perform the following operations, select Email monitoring and forwarding. Specify the employee mailbox to be monitored and the administrator mailbox that receives the copies. Emails sent and received by the monitored mailbox are automatically copied to the administrator mailbox. For detailed steps, see the Procedure section in this topic.
Mail approval
On the same mail rule creation page, under Perform the following operations, select Mail approval to add an approval step for emails that employees send.
Mail archiving
In the domain administration console, choose Advanced Features > Mail Archiving > Query Archived Mail to search an employee's historical email records by archived mailbox, full sender and recipient addresses, keyword, time range, and department. Query results can be exported. Mail archiving is disabled by default and must be enabled by the archive administrator first.
Features of email monitoring
Automatically copies emails sent and received by a monitored mailbox to the monitor's mailbox.
Monitors all emails in Alibaba Mail, including client and webmail. Set monitored objects as needed.
The maximum number of email monitoring and forwarding rules varies by edition: 200 for the Standard Edition, 500 for the AI Premium Edition, and a configurable quota for the Private Edition. There is no explicit limit on the number of monitored mailboxes; it is constrained by the total number of rules. For edition differences, see Alibaba Mail editions.
Procedure
1. Log on to Alibaba Mail with the postmaster account. By default, the Domain Management page appears. Choose Security Management > Mail Rules > New Rule.
2. Set the rule condition to When all of the following conditions are met. Available conditions are listed in Mail rules.
3. Set the rule action to Perform the following operations.
Select Email monitoring and forwarding.
Domain names support wildcard characters, such as *.top.
Note:
1. If no monitored object is specified, all domain emails are forwarded automatically.
2. If no email direction is set, all directions are monitored by default.
3. Store monitored emails in a custom folder in the monitor's mailbox, as shown in the following figure.
4. Only emails sent and received after this feature is enabled are monitored. Earlier emails are not copied.
5. The rule is bound to a mailbox account and persists if the account is reassigned. Mail group accounts are not supported.
