When an employee leaves or changes roles, freeze their mailbox account to block access while preserving email data. You can restore the account at any time to re-enable access.
Freeze or restore an account
Log in to Alibaba Mail with the postmaster administrator account. The Domain Management console opens by default. Go to Organization and Users > Employee Account Management.
Find the account and select the checkbox next to it. From the Account Status Operation menu in the upper-right corner, select Freeze Account or Restore Account.
Freeze Account: Blocks the employee from logging in and sending or receiving email. Email data is retained.
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Restore Account: Re-enables full mailbox access for the account.
Filter for long-inactive accounts
To freeze employee accounts that have been inactive for a long time, first use the account logon logs to identify them:
In the left-side navigation pane, choose Statistics and Logs > Activity Query > Account Logon Query.
Set a time range (for example, the last three months). You can also enter an account or a domain to narrow down the query.
Click Query to view the accounts that have logon records within the specified time range.
Compare the query results with the employee account list. Accounts that do not appear in the query results are long-inactive accounts.
Go back to the Organization and Users > Employee Account Management page and select the checkboxes next to the accounts that you want to freeze.
Click Account Status Operation > Freeze Account, and then click OK in the confirmation dialog box.
For more information about querying account logon activity, see Activity query.
After freezing an account, review your organization's policy for handling the departed employee's email data, such as forwarding, archiving, or reassigning the mailbox. For more information, see Recommendations for managing departed employee mailboxes and email.