DingTalk (DingTalk.com) is an instant messaging tool from Alibaba Group designed for universities and corporate teams to improve internal and external communication and collaboration. Alibaba offers more than just mailboxes. It provides a complete set of enterprise collaboration solutions. Many enterprises face a common problem where their office systems are isolated. This requires users to install multiple applications, creating numerous entry points and complex operations. Alibaba uses the corporate address book and makes DingTalk a single entry point for enterprise collaboration. The "DingTalk + Mailbox" combination offers more than just communication. It establishes a new, efficient way of working based on interaction. DingTalk Mail is a mail client that is deeply integrated with Alibaba Mail. It combines the standard mail experience with unique DingTalk features. You can use the corporate mailbox service of Alibaba Mail through DingTalk Mail on the DingTalk app to experience a new way of sending and receiving emails. Every email is delivered reliably, making email as simple as a chat.
Attach DingTalk Mail
Read the following information carefully before you begin.
Purpose
This feature addresses the pain point of adding new employee accounts to multiple systems, such as mailboxes and DingTalk.
It also solves the problem of former employees being able to use their mailboxes after their departure is processed in Office Automation (OA) systems, such as DingTalk.
Notes on attaching policies
The attachment process consists of two steps. This topic does not cover attaching third-party mailboxes.
Attach a DingTalk organization and a mailbox domain:
1) If the mailbox domain is parsed to Alibaba Cloud, you can upgrade to DingTalk Mail in the Alibaba Mail console or attach the mailbox domain in the DingTalk OA console.
2) If the mailbox domain is not parsed to Alibaba Cloud, you must upgrade to DingTalk Mail in the Alibaba Mail console to attach the domain.
Attach a DingTalk account and a mailbox account:
1) If mailbox accounts are already created in Alibaba Mail, you can assign a corporate mailbox to a DingTalk account in the DingTalk OA console. To do this, fill in the Corporate Mailbox field for the DingTalk account to complete the attachment.
2) If mailbox accounts have not yet been created in Alibaba Mail, you can assign a corporate mailbox to a DingTalk account in the DingTalk OA console. To do this, fill in the Corporate Mailbox field for the DingTalk account. This action completes the attachment and creates a corresponding mailbox account in Alibaba Mail.
Synchronization results
Employees can log on to their corporate mailboxes on the DingTalk Mail mobile app without a password if the mailbox is newly created and assigned from the DingTalk OA console.
When a new employee joins, you can assign a mailbox account in the DingTalk OA console. Alibaba Mail then synchronizes the information and creates the account in the root directory of the mailbox.
When an employee leaves, you can process the departure in the DingTalk OA console. The mailbox is then frozen by default, and the account is logged out from DingTalk Mail.
Notes
If you use a third-party mailbox that is attached to DingTalk Mail with the same domain name, you must perform the following steps when you switch to Alibaba Mail. First, detach DingTalk Mail or use a temporary domain name to complete the migration. After the system is stable, you can attach it again to avoid account conflicts.
Attachment procedure
Step 1. Attach your DingTalk organization and mailbox domain
Method 1: Attach a mailbox domain in the DingTalk OA console
Log on to the DingTalk console using your main administrator account.
On the home page, find and click Corporate Mailbox in the quick access section.
On the page that appears, select Attach and Use.
Enter the domain name of your existing corporate mailbox and click Next.
After DingTalk Mail is attached to your corporate mailbox domain, the system sends a confirmation email to the postmaster administrator mailbox. Click Go to Mailbox.
Find the email in the inbox of the postmaster mailbox and click the Attach button in the email.
After the attachment is successful, you can view the attached Alibaba Mail domain name and other information in DingTalk Mail.
You can enable the Calendar Sync feature here to allow two-way synchronization between your mailbox calendar and DingTalk calendar.
Method 2: Upgrade to DingTalk Mail in the Alibaba Mail console
On the overview page of the Alibaba Mail console, click Upgrade to DingTalk Mail.
On the new page that opens, click Upgrade Trial.
Use the DingTalk mobile app to scan the QR code.
The main administrator of the target DingTalk organization must be the one to scan the code. Otherwise, you cannot select the target DingTalk organization after you confirm the scan.
Select the DingTalk organization and click Confirm Attachment.
If you use this method to attach the domain, the next step is to synchronize the organization structures of DingTalk and Alibaba Mail. If you do not need to synchronize the structures, you can close the current action page. Then, go back to the DingTalk OA console. On the home page, find and click Corporate Mailbox in the quick access section to view the attachment result.
The following page is for synchronization. For more information about synchronization, see Synchronization procedure below.
Step 2. Assign a corporate mailbox to a DingTalk account
Scenario 1: Mailbox accounts already exist in Alibaba Mail
Method 1: In the DingTalk OA console, fill in the Corporate Mailbox field for the DingTalk account in the address book. You can add accounts manually or import them in a batch using an Excel file.
Manual addition: Open the DingTalk account and fill in the Corporate Mailbox field.
Batch addition with an Excel file: Export the address book. In the exported Excel file, update the Corporate Mailbox field and then upload the file.
Method 2: After you upgrade to DingTalk Mail in the Alibaba Mail console and reach the synchronization step, you can upload the synchronization Excel file. Fill in the Corporate Mailbox field in the Excel file.
This method synchronizes the organization structures of DingTalk and Alibaba Mail. It also assigns corporate mailbox accounts to the DingTalk accounts that are listed in the Excel file. Use this method to synchronize the structures. For more information, see Synchronization procedure below.
Scenario 2: Mailbox accounts do not exist in Alibaba Mail
Method: In the DingTalk OA console, fill in the Corporate Mailbox field for the DingTalk account in the address book. You can add accounts manually or import them in a batch using an Excel file.
This method assigns a corporate mailbox to a DingTalk account. It also synchronizes the information and creates the corresponding mailbox account in Alibaba Mail.