Hello everyone.
Share your experience - how do you administer your mail servers?

Interested in the algorithm for creating/naming and using boxes.
Well, for example, I use the I_FAMILY @ domain template, [email protected]
And, honestly, I’m already tired of the fact that the accounts of the dismissed employees are still being used by new ones, including their own mailboxes.

And my ISP has a mailbox=internal_phone_number, but when they answer, a name box like i_ivanov is always used.

Tell me, how are you doing with this?
  • I did not quite understand the relationship of naming a mailing address with(and) using the boxes of laid-off employees. – Gothic39 Sep 27 '19 at 03:49

5 Answers 5

The archive(or part of it) of the mail of the dismissed person is transferred to the new employee, and a redirect is sent from the box of the dismissed person to the new employee, plus you can(and sometimes need) to set an automatic reply from the mail of the dismissed person, they say, I no longer work, write letters not to i_ivanov @ example.com, and at [email protected]
  • It’s a very, very bad practice, in offices with a large staff turnover(and most often it’s bukh \ sales managers) to create personalized mailboxes.If 10-20-30 managers work, for example, you are tormented to create \ delete them mailboxes during their infinite turnover.

    And even more so, to put all kinds of redirects from those who quit on the newly accepted ones.The best practice - as soon as I noticed signs of a"staff turnover" - is to start creating neutral mailboxes like"[email protected](especially for managers to whom all kinds of orders or suppliers are poured ) and then this whole non-Orthodox chain of redirects and temporary preservation of boxes will stretch to infinity and as a result one day a question will surely arise from above, to resurrect the long-deleted boxes of Ivanov Petrov and Sidorov who left themselves or were thrown out and cold years ago, and do with them redirect to the post office to the new manager of Doe, for example.

    So I personally try to create neutral names for mailers from a certain point, especially when there is at least the slightest risk that the employee will not stay long.The comrade quit - we change the account password and set a new one in its place.
    – Erotic Crystal Sep 27 '19 at 06:56
  • [[Keffer]], yeah, and then also keep a journal, in April we had Petrov, then Ivanov, then Sidors and all of them with one manager666 @ mailbox.Isn’t it easier to catch all incoming mail in the manager @ group, and in in case ivanov @ leaves, redirect the letters again to the manager @ group.And to mix in the letters of the dismissed new employee is the matter of one script... – Grand Quiz Sep 27 '19 at 07:53
  • [[poisons]], A lot of movement.Groups, redirects, magazines.What for??? It’s dead.The simplest option is to change the password for manager @ for every new employee who has landed in this place in one move.Everyone.Came in new, worked for a month, left, change the password, and so even if dozens of them change every year.All mail fell and will continue to fall into this box. – Erotic Crystal Sep 27 '19 at 08:12
  • [[Keffer]], well, I don’t agree.A really fierce dregs begins when using non-personalized accounts.
    Who will remember who worked under worker27 @ in November 2015? Why remember this? Well, let's imagine a situation where this worker27 merged the client’s personal data, or do you need to unravel a protracted conflict with the client, or trivially match worker27 with an external crm user in the cloud, well, or is the email field mandatory for filling in ldap/ad, is it also proposed to do worker27 accounting? Variations of the sea.
    Well, again, with the turnover, the large number of employees who perform similar work, it is much easier to catch mail at manager @, register incoming messages in a certain CRM, answer with the manager @ address, and register again in CRM.Who exactly answered there will be seen from CRM.

    The second point, I’m worker13 @, I want to go on vacation, I write an letter accountnant @ and hr @ like I want to go on vacation, call me Ivan Ivanov.How will they understand who this is and whether it is Ivan Ivanov, or maybe it’s Ivan Khitrayazhopa?

    The third point, I don’t know how others do, but personally it’s normal for me to correspond with manager @ or support @, but with support123 @ it’s kind of plague.I’ll even be kind of plague with i.ivanov @, t.ya xs and is this Ivanov alive or has he already thrown off the hooves or is it working for competitors.

    Perhaps in some specific situations and cases, the option of using worker123 will be the norm, but so far I have not encountered such.
    – Grand Quiz Sep 27 '19 at 20:21
Well, the soap format is not a standard, for example, we have [email protected] now, although I worked in offices where [email protected], [email protected] was located.
A new employee arrives, if he needs the mail of the previous one - his boss says - it is necessary, then the mail is transferred to him from the mailbox of the previous employee.The accounts are blocked by the dismissed, the boxes are packed and unloaded into the archive, if necessary, the redirection is set.
To protect against spam(and spammers manage to remember the people who worked with us twenty years ago), mail on the dismissed is blocked through the milter-greylist(for those who do not need a redirect).If it still got to the mailer - there is a local redirect - to the"landfill", which at times is simply deleted.
  • Yes, it happens that mailboxes will spawn and spam will then fall for a long time to nonexistent ones.Then yes, such letters to the “dump” are the most option. – Erotic Crystal Sep 27 '19 at 08:14
  • [[Keffer]], I believe that once upon a time, in the late 90s - early 00s - we had someone stole a user base, because they still send spam to addresses that I no longer thought nobody remembers: D – Gifted9 Sep 27 '19 at 10:29
  • [[CityCat4]], This is not news even today.Especially smart characters manage to export an address book from a corporate client(usually an outlook), so that they can use it later at home \ in the country \ etc and then it is successfully stolen or by the users themselves forward. – Erotic Crystal Sep 27 '19 at 10:41
1) Bringing all mailing addresses to a single standard is difficult.
When naming the type [email protected], initial-surname @ domain, etc., sooner or later the situation with two Ivanovs will appear and you will have to move away from the standard.
Anonymous accounts of the form position @ domainor department @ domain - convenient, but not solid.
Accounts of the type telephone @ domainare somewhat convenient if, when transferring an employee to another position or to another department, the telephone number will remain with the employee.

2) New employees will use the accounts of those dismissed until these accounts are available.Therefore, I believe that they should be immediately turned off or the password changed and redirected to the current address.

A good option would be aliases that are supported by most mail systems.Then you can make an employee any box and give him a dozen names for all occasions.
Ivan Ivanov
Mailbox: [email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected](fired employee of the department)
  • [[Dobryak88]], Aliases are only at first glance worthless.When they breed(and the boxes in place with them) there will be little good. – Erotic Crystal Sep 27 '19 at 10:43
  • [[Keffer]], aliases solve the task better than individual mailboxes with permanent forwarding.And administering 1000 mailboxes and 4000 aliases is much simpler than 5000 mailboxes. – Hungry24 Sep 27 '19 at 14:39
For those who come up with such emails, there is a separate boiler in hell, and then scary phone conversations begin, where one productive manager reads his email to another and says a dash, an underscore where either with a dot or without, always preferred man1 @ domain, buh @ domain, sale1 @ domain, the simpler the less errors
  • [[Fzero0]] That's right, the simpler the less errors.This is the whole trouble.And if the email i.ivanov @ is dictated “relatively easy”, then with the name of the box from non-Russian names it’s all bad.Stop the zukelburger when.For those who administer the boxes give a flight of fancy at the time of creation. – Erotic Crystal Sep 27 '19 at 10:46
  • Why dictate if you can write? – Bionic7 Sep 27 '19 at 12:53
Of the options that I implemented:

Pupkin Ivan
Ivan Pupkin(In English, the name comes first, if the company is international or works with foreign partners, this will be the correct spelling)

emal - [email protected]
alias - [email protected]
If a two-letter email is busy, I enter 1 more letter from the surname
alias - [email protected]

- Easy to pass on to customers
- Address pool ends quickly
- Suitable for companies with personnel up to 50 people

email - [email protected]
In cases of repetition, appended the name to the surname
(As the most unsuccessful way to create emails for me)

- It’s easy to pass on to customers(well, this is debatable, but sometimes the client asks just to create users)
- Address pool ends quickly

email - [email protected]
At the meeting of the double(I encountered 2 times in the company with 500+ staff) put the bottom dash in the place of the point.

- Large Address Pull
- Suitable for large companies
- Hard to pass
- In some cases it looks monstrous([email protected])

All old accounts are blocked.Archiving and deletion from the server occurs no earlier than after 2 years.
When an employee is fired, a call is forwarded to his immediate superior, and an answering machine with authorized people will contact who to contact to resolve issues.