A small amount of maintenance avoids most of what goes wrong.
WEEKLY
Empty Trash and Junk Glance at the Spam folder for anything legitimate Deal with anything sitting unanswered
MONTHLY
Check mailbox usage against quotas in cPanel Check the account's overall disk usage Review filters that may be catching too much
QUARTERLY
Archive old mail to your computer Review who has access to which mailbox Check for forwarding rules nobody created Verify SPF, DKIM and DMARC in cPanel > Email Deliverability
ANNUALLY
Change mailbox passwords Remove mailboxes for people who have left Review whether role addresses still reach the right person Test that you can restore an archived mailbox
AFTER ANY STAFF CHANGE
Change or delete the mailbox, check for forwarders, and check which third-party services were registered to that address.
Ten minutes a month prevents the majority of email problems we are asked about.
