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Operations Playbook

Operational guides for email hosting administrators — server monitoring, deliverability tuning, incident response, and scaling your email infrastructure.

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A desk cleared except for one nameplate and a full in-tray

What to Do With a Mailbox When Someone Leaves

The decision usually gets made in a hurry on somebody last afternoon, which is how history gets lost. This covers the four dispositions, the credential inventory nobody does, and the sequence that avoids both losing mail and leaving access open.

· Alexey Bulygin
A hand and a mechanical arm reaching for the same set of labelled drawers

Giving an AI Email Assistant Real Access to Your Mail Estate

Drafting replies is the narrow version. An assistant that speaks MCP reads your actual estate and changes it, which is where the tedious work lives — this covers what it is good at, what it should never be trusted with, and how to scope it.

· Alexey Bulygin
A wall of small numbered boxes with only a few doors open

Running Hundreds of Mailboxes Without a Per-Seat Bill

Hundreds of mailboxes usually means a letting agency, a manufacturer or a membership body, not a large employer. This covers the arithmetic, the storage constraint that replaces the bill, and the three cases where the model does not fit.

· Alexey Bulygin
Labelled pigeonholes on a wall, each holding letters for one job rather than one person

A Mailbox Per Project, Not Per Person

Per-seat pricing forces you to organise email by headcount, so history vanishes when staff leave. A mailbox per job, property or client inverts that — this covers the cost arithmetic, why folders don't substitute, and where the pattern fails.

· Alexey Bulygin
A Recently deleted view listing trashed mailboxes with restore and purge actions

Someone Deleted the Wrong Mailbox. Now What?

Mailbox deletion is the one administrative action with no undo in most systems, and it gets performed by tired people at the end of an offboarding checklist. A retention window turns that from an incident into an inconvenience.

· Alexey Bulygin

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