Log on to Alibaba Mail with an administrator account. Go to Domain Management > Organization and Users > Mailbox Management > Employee Mailboxes. Search for the target mailbox and click the name to open the edit page.
You can change personal information, mailbox addresses, organization information, delegation settings, security settings, and feature permissions.
Personal information
Basic information
Name, employee ID, phone number (for display in the address book, not for logon verification), manager's mailbox, home address, nickname, position, work location, work phone, and remarks.
Other information
Mailbox capacity, last logon time, and used capacity.
Mailbox address
You can add multiple alias mailbox addresses. This lets you use different addresses that all point to the same mailbox.
Organization information
Manage the user's department and mail group memberships.
Delegation
Set permissions for Send As, Send on Behalf (formerly the Mail Secretary feature), and Read and Manage permissions (formerly the Associated Mailbox feature).
Each mailbox can have a maximum of 200 delegates.
Send As:
This permission allows a delegate to send emails directly as the mailbox owner. The email appears to be sent by the owner, and the recipient does not see the delegate's information. Use this for scenarios that require communication entirely in the name of a manager or team. For example, a department assistant can use a manager's mailbox to reply to internal notices.
Send on Behalf:
This permission allows a delegate to send emails on behalf of the mailbox owner. The recipient sees a "From" line that clearly shows "Sent by [Delegate's Name] on behalf of this mailbox address". Use this when you need to inform the recipient that someone else handled the email. This represents the mailbox owner while keeping the action transparent. For example, a secretary can reply to routine emails on behalf of the CEO.
Read and Manage permissions:
This permission allows a delegate to open the mailbox and manage it like the owner. It does not include permission to send emails or calendar items. Sending requires "Send As" or "Send on Behalf" permissions.
Scenario for Read and Manage permissions:
User1 needs to access user2's mailbox for business reasons.
Procedure:
Edit user2's account (as an associated or public mailbox). On the Delegation tab, add user1 and select "Read and Manage permissions". If user1 also needs to send emails, select "Send As". After the permissions are granted, log on as user1. In Settings, select "Associated Mailbox" from the dropdown menu to switch to user2's mailbox.
Message header scenario example
Send As: Edit the account of user1. On the Delegation tab, grant the Send As permission to user2. Log on as user2, compose an email, and choose to send from the mailbox of user1.
MF=user1@example.com
Received: from WS-web (user2@example.com......)
From: "Song Jiang (Song Gongming)" <user1@example.com>
No Sender header is added.
No special display in Alibaba Mail.
Send on Behalf: Edit the account of user1. On the Delegation tab, grant the Send on Behalf permission to user2. Log on as user2, compose an email, and choose to send from the mailbox of user1.
MF=user1@example.com
Received: from WS-web (user2@example.com......)
From: "Song Jiang (Song Gongming)" <user1@example.com>
Sender: "testtest" <user2@example.com>
Alibaba Mail displays: user2@example.com on behalf of user1@example.com
In summary, because proxy authorization provides broader permissions than delegation, it is difficult for recipients to determine whether a message was sent by the delegate.
No permission to send from this mailbox (error code: 80003):
In addition to read and management permissions, proxy or delegate permissions are also required.
Security
Configure security factors, such as a secure phone and an authenticator app. You can also manage the security password and devices.
Feature permissions
These are divided into three sections: Email Sending and Receiving, Client, and Other.
Email sending and receiving
Set limits for sending to external domains, receiving from external domains, automatic forwarding, attachment size, and the number of recipients.
Sending to external domains (set exceptions): This setting is case-sensitive. For the exception to apply, the recipient's email address must exactly match the case used in the setting.
Receiving from external domains (set exceptions): This setting is case-sensitive and matches the actual sender's address. The rule is based on the actual sender's address, not the display name. If the case does not match, the exception will not apply.
If you prohibit sending to or receiving from external domains, you can set exceptions.
Client
POP3 service, IMAP service, and SMTP service
Use these settings to control whether users can log on with third-party clients. After you enable a service, users can use the corresponding server address and port to log on. For more information, see Alibaba Mail IMAP, POP, and SMTP addresses and port information.
Other
This setting controls whether the user is visible in the address book.
