Essential Routine Maintenance Checklist for 138 Enterprise Email Administrators

Introduction

As administrators of 138 Enterprise Email, regular maintenance is crucial to ensure secure and uninterrupted email communication for your organization. This checklist provides actionable steps to proactively address potential issues before they impact business operations.

Weekly Maintenance Tasks

1. Account Security Review

• Verify all administrator accounts have strong passwords (minimum 8 characters with letters, numbers, and special symbols)
• Check for any unauthorized password changes or reset requests
• Review login attempts for suspicious activity

2. User Account Management

• Process new employee onboarding: Create accounts with temporary passwords that require reset on first login
• Handle departures: Complete mail/contact transfers before account deletion (remember the 7-day recovery window)
• Audit inactive accounts (30+ days without login)

3. Email Delivery Monitoring

• Test sending/receiving from major providers (Gmail, Outlook, etc.)
• Verify SPF, DKIM, and DMARC records remain properly configured
• Check quarantine for legitimate emails mistakenly flagged as spam

Monthly Maintenance Tasks

1. System Configuration

• Update client configuration guides for new devices/platforms
• Verify backup MX records are functional
• Test failover procedures

2. Storage Management

• Monitor mailbox sizes against allocated quotas
• Archive or purge old emails as per retention policies
• Review attachment size limits

3. Security Audit

• Review administrator access levels
• Check for outdated client software versions
• Verify all accounts have proper authentication enabled

Quarterly Maintenance

• Conduct comprehensive security review
• Test disaster recovery procedures
• Review and update email policies
• Evaluate need for additional accounts or features

When Issues Arise

For problems beyond routine maintenance:

1. Check the [138 Enterprise Email Help Center]()
2. Contact official support at kf@138.gz.cn
3. Provide detailed error messages and steps to reproduce

Remember: Regular maintenance prevents most common issues and ensures your enterprise email system remains secure and reliable.
For password management: Administrators can reset sub-account passwords via 'Organization & Users → User Management → Target Account → User Password'. Users can change their own passwords in webmail under 'Personal Settings → Account Info → Email Password' by entering the old password and new password twice. The official help page recommends passwords with at least 8 characters including letters, numbers, and special symbols.