Email Troubleshooting Guide

Email Troubleshooting Guide

Email is like the “glue” that holds the Internet together. If your email isn’t working, here’s how to troubleshoot the issue. Bounce emails often contain clues about delivery problems and can indicate why an email couldn’t be delivered. If you receive a bounce-back message, don’t overlook it—read through it to identify any useful information. If someone who emailed you got a bounce-back, ask them for the message to help diagnose the issue. While these messages can seem confusing, scanning for sentences and error messages can provide insights. If you're still unsure, consider googling the error or contacting support.

Always review bounce-back messages for clues about delivery failures; they often contain specific error codes and messages.

Steps to Troubleshoot Email Issues

1. Identify the Source of the Issue

Begin by determining where the problem originates. If you receive error messages like “Failed Delivery” or “Problem Found - Message Not Sent,” check the recipient's email address for accuracy.

Double-check the recipient's email address to ensure it is correct before troubleshooting further.

2. Password Issues

If you receive a password prompt and your password doesn't work, reset your email account’s password in cPanel:

• Log into cPanel.

• Navigate to the Email Accounts section.

• Click the Change Password link next to the relevant email account.

Note: Too many sign-in attempts may lead to your account being blocked for security reasons.

3. Check MX Records

Ensure your MX records are set up correctly. MX records route email from your domain to the servers hosting your user accounts. If your MX records point elsewhere, the server may misroute your emails.

• To verify your current MX settings, visit MX Toolbox.

Contact support if you’re unsure about your MX record settings.

4. Review Email Client Configuration

If you receive an error, review your email account configuration in your client:

• Ensure you’re using the correct email client settings.

• Send an email to yourself from your webmail. If it arrives, the issue may lie with your email client.

• Consider reconfiguring or updating your mail client. Test sending/receiving with a different client (e.g., Thunderbird).

5. Inbox Full

If bounce-back messages indicate that “the recipient’s inbox is full,” your mailbox is at capacity. To resolve this:

• Delete unnecessary emails or increase your mail quota.

• Log into cPanel and check the quota for your email account.

Regularly managing your inbox can prevent delivery issues due to full mailboxes.

6. Check Spam Filters

If you’re missing emails, they may be caught by spam filters:

• Review your SpamAssassin settings.

• Adjust the spam threshold or add trusted addresses to your allow list.

7. Firewall Issues

Sometimes, a firewall may block your IP address. If multiple users in your location cannot send/receive mail, contact support to whitelist your IP.

If you suspect your IP is blocked, immediate action is needed to restore access.

8. Account or Domain Issues

Check for any account or domain issues:

• Ensure your account is active and not suspended due to payment issues or abuse reports.

• Contact support if you believe your account has been wrongly flagged.

9. Security Concerns

If you suspect your email account is compromised (e.g., sending spam without your knowledge):

• Change your password to a strong one.

• Add an SPF record to your DNS zone file.

• Conduct a network cleanup and audit.

10. Blacklisting Issues

If your email is blocked due to blacklisting, use MX Toolbox to check if your domain/IP is listed. Follow the removal instructions provided by the blacklist.

11. Internet Connection

Verify that you have an active internet connection. If necessary, reset your router or try a different device.

12. Server Migration

In rare cases, accounts may be migrated to another server. If notified of such a change, ensure you access your webmail through the new server address provided.

13. Miscellaneous Solutions

• Sign out and back into your email account.

• Check the size of the email you are trying to send; it may exceed size limits.

• If you still can’t resolve the issue, contact support for assistance.

Keep this troubleshooting guide handy for quick reference when issues arise!