DingTalk Email: A Timeless Office Approach

DingTalk, the efficient team collaboration and enterprise digitization platform under Alibaba Group, offers many excellent tools, including attendance management, approvals, documents, calendars, video conferencing, and AI assistants. Within these functionalities, DingTalk Email, a significant offering, aims to empower organizations and individuals to be more flexible and creative. Some might ask: "Why send emails using an email client when DingTalk can already be used for chatting?" The answer is simple: different industries have their own unique work methods. Even at a time when instant messaging tools are widely adopted, formal business communications remain indispensable. Next, lets dive into the world of DingTalk Email!

DingTalk, this effective team collaboration and enterprise digitization platform owned by Alibaba, brings users numerous excellent tools, including attendance management, approvals, documents, calendar, video conferencing, and AI assistant. Among these features, DingTalk Email serves as a significant product to help organizations and individuals work more agilely and creatively.

Someone might wonder: "Since we can already chat using DingTalk, why do we still need to send emails via email?"

The answer is simple: different industries maintain distinct working methods. Even in today’s highly popular era of instant communication tools, formal business communication remains irreplaceable.

Next, let us step into the world of DingTalk Email together!

✦ Advantages of "Email" over "Chat Messages"

Advantage 1: Easier Archiving and Retrieval of Content

Business collaborations frequently involve sending various documents and contracts. If sent through chats, they require downloading and local archiving management, which is difficult for quick searching;

If sent via email, you can easily archive within DingTalk Email, customizing folders based on email content for proper classification, making it retrievable even after many years and legally valid.

Advantage 2: More Formal and Business-Oriented Emails

Sending information via chats is easily overwhelmed by various messages, which is not conducive to the communication of important information to superiors. Additionally, chat text editors are not as rich as traditional email editors, making format transmission serious and rigorous difficult.

Usually, for notification of significant matters or the finalization of business collaborations in enterprises, emails are selected as the preferred means of communication.

Formal documents and well-structured letter formats sent via email better transmit organizational voices and commercial intentions with greater formal authority compared to chat, and they also possess legal validity.

Furthermore, emails are easier to view and locate in the list, minimizing the risk of losing or missing emails.

Advantage 3: Smoother and More Convenient Cross-border Communication

Chat tools are limited by platforms, offering smooth communication only among users on the same platform. However, for cross-border communication, the two parties may not use the same communication tools.

Email communication is the only universally unimpeded solution globally, aside from phone calls. Regardless of the platform, as long as the recipient has an email address, immediate sending and receiving are enabled without any restrictions.

In addition, email addresses clearly convey enterprise attributes and information, providing greater trust to overseas recipients and making them the most suitable tool for official cooperation exchanges.

✦ Why Choose DingTalk Email

Chat tools are limited by platforms, providing convenience only among users on the same platform. However, when faced with cross-border communication scenarios, both parties might not be using the same communication tools.

Email communication is the only universally seamless solution globally, besides phone communication. Regardless of the platform being used, as long as the other party has an email address, they can send and receive emails instantly without any limitations.

Simultaneously, email addresses possess distinct enterprise features and information, instilling greater trust in overseas recipients. They are the most suitable communication tools for official cooperation and interaction. By integrating IM communication, collaborative office functions, and email, DingTalk brings forth innovation.

One, Seamless Integration with DingTalk, Ensuring Security and Convenience

In the past, when users commonly used enterprise email, the primary methods included logging in through a web browser, native mobile email apps, or third-party clients, each having its pros and cons:

1. Too many accounts are hard to remember: When using web browser or third-party client logins, users frequently forget their passwords;

2. Delayed notifications and low efficiency: When new emails arrive, users often fail to notice in real time. They need to switch among different clients to check, causing inefficiency;

3. Data insecurity: When using third-party clients, data is stored locally on devices, posing enterprise data leakage risks;

DingTalk Email, native to the DingTalk platform, offers robust security and powerful functionalities.

1. Seamless login: Users can log into DingTalk and access their emails with only their phone numbers without worrying about remembering passwords. Under the security protection of DingTalk, multiple login methods are available, such as SMS verification codes, login passwords, old device scanning, and biometric identification.

2. Timely notifications: Powered by the comprehensive notification capability of DingTalk, new emails can be alerted via the message assistant, red dot notifications, and global push notifications (users can choose to disable notifications).

3. Data security: Based on the management of all information and data within enterprises, DingTalk ensures greater security without the worry of data leakage.

Two, Outstanding AI Writing Capabilities

Sometimes composing or replying to an email can be mentally exhausting. DingTalk Email has already integrated AI Assistant comprehensively to help address this issue.

When you open DingTalk to compose a new email or reply to an existing one, you can use the slash “/” shorthand to quickly invoke the AI assistant, input keywords and your request, and it will help you draft the email, which can then be adjusted according to your business circumstances. If you have already written an email, the AI assistant can also help polish it.

The AI assistant supports multiple language versions, providing significant utility for foreign trade industries. Let AI assist you in composing emails, whether humorous, witty, or serious and formal. There is still much more AI capability to explore.

Three, Deep Integration with DingTalk's Collaborative Office Products

Collaboration's essence is enabling smooth information exchange between different people and tasks, an area where DingTalk Email excels.

1. Email + Address Book:

Traditional email address books require administrators to manually edit the domain management backend for the departmental structure, contacts, and mailing groups, while employee onboarding and offboarding require manual updates to the address book and corresponding email accounts, which is time-consuming and labor-intensive. When users log in to the email through third-party clients, they must use the CardDav protocol to sync the address book data locally, increasing the risk of data leakage. In addition to traditional technical solutions, DingTalk Email enhances this by linking with the DingTalk address book. Unique features like department and group emails can dynamically update members and facilitate convenient personnel searches. New employees can automatically obtain work emails (e.g., This email address is being protected from spambots. You need JavaScript enabled to view it.) based on their name’s pinyin, and when employees leave, the email data can be seamlessly handed over with one click.

2. Email + Calendar:

One of the major functions of an email system is scheduling management. You can use DingTalk Calendar or create an online meeting through video conferencing, choose to add email contacts as participants, and the schedule invitation will be sent via DingTalk Email. Similarly, external customers can also send scheduling invitations to your DingTalk Email address, which will be synchronized to your DingTalk Calendar reminders, ensuring you never miss any important schedules.

3. Email + Documents:

An essential email often requires repeated editing, modifying, and formatting. DingTalk Documents are the best tools to support this. Supporting Markdown format and simultaneous multi-user editing, once you finish editing, the document can be sent to email contacts with one click and can also be synchronized to chats. In addition to online documents, DingTalk Emails can send DingTalk Drive documents as online attachments, meeting the requirements for sharing large files.

Four, Accurate Identification of Spam Emails

Using a business email account represents a corporation's healthy operating status, but black/gray industry players have targeted these high-quality users, attempting to obtain illegal profits through methods like marketing advertisements and phishing emails.

DingTalk Email's anti-spam capability tracks spam email senders' domains and servers using big data and analyzes the content features of spam emails to accurately intercept them.

Administrators can also customize email blacklists, hyperlink whitelists, and email isolation zones to minimize false positives' negative impacts on business operations.

Five, Data Security

Security is the foundation of operations, and DingTalk Email builds a business firewall through three key aspects: access security, data security, and compliance security.

1. Rich and Manageable Permissions

Administrators can follow the "minimum viable" principle to grant authorization for third-party software use and set the scope of third-party software for retrieving emails based on personnel roles, thus avoiding email data leakage.

2. Emergency Recall

In case of unexpected incidents, administrators can recall internal emails within the organization.

3. Safe and Reassuring Management

Regarding routine email activity behavior, log and audit functions can be used to identify suspicious actions. Additionally, email archiving provides administrators a convenient and compliant solution for email data storage and retrieval.

✦ Conclusion

DingTalk Email continues iterating its product to expand functions and application scenarios. To reduce the complexity of domain purchasing, filing, CNAME setup, and MX settings during enterprise email activation, DingTalk Email has partnered with Alibaba Cloud with a joint campaign. Purchasing DingTalk Email allows users to obtain a free, self-selectable email domain name, highlighting the enterprise branding image. For more information, visit the original article.