4 Troubleshooting Tips to Solve Email sending Problems

For all the business and corporate users, email is a common thing and normally these people deal with loads of email issues which sometime painstakingly take a lot of time. Normally, people confront lot of problems in the sending and receiving of emails. It has been noticed that many of the email problems can be very easily fixed and these problems normally fall under a very specific group of categories. In some instances, email problems can only be rectified from the system administrator side, but a major chunk of these problems are one that can be easily solved by the end user, by following few simple steps.

Here are some quick tips that will help you to solve email sending and receiving issues:

1. Double Check Spelling of Email Address

Well, this is the most common error that users come across or that I have confronted on a lot of occasions. So the first thing every user should do is: double check the email address. Make sure that the email address is real and there is no spell error. This particular problem is further divided into two different categories: the first is the incorrect entry of the username that is the part before “@” and the other part of this error is the entry of incorrect domain name, which is the part of email address after “@” sign.

Now when you enter an incorrect username part of the email address and that does not exist on the remote email system, then two distinct things are gonna happen. In the first instance, you will not get any kind of reply or you will get a return message stating that “the particular ‘username’ does not exist”.

Similarly, if the domain name is not real, you will get a typical message “DNS Error: Domain name not found”.

2. The Error Message from the Returning Mail

Normally, when an email message gets rejected because of some reason, a detailed error message is sent back into your email inbox that contains the technical details of the reason behind failed sending of email. Usually, majority of these returned technical messages are for technical system administrators, so they can further troubleshoot the issue. So if you get these kinds of messages, then do search for a “Core” problem as well.

Generally, these problems fall under the following categories:

Full Mailbox Error

This particular type of error message pops-up when the user to whom you are sending email, is out of disk space on the official email server. The most typical kind of message is, your mailbox is full or more precisely “Quota has been exceeded”. When this kind of error messages comes, there is nothing you can do and the best remedy is to call the recipient to free up some space by deleting previous messages.

IP on a BlockList,

This is basically an anti-spam measure but if you are not sending any kind of spam, then it means, either your computer has been compromised or you are without any prior knowledge scuffed into a spam war. These kinds of error messages are normally brimming with technical details and they become very hard to decode at some instances.

The name for these particular spam lists varies but they are commonly called as Blacklists, or blackholes. Good thing is, users can see whether their local computer IP address is on a typical blacklist or not, by visiting website like Blacklist tracer. Most of email servers usually do not use any kind of RBL (real time block). If a user is using a consumer internet service provider connection, then 80% chances are that his IP will be on one of these IP tracers of blacklist. Moreover, user can also check the IP address of the outgoing email server if he has the knowledge of it. Otherwise, user has to inform to the email system administrator to check the server.

Another thing you must ensure on your end is installing antivirus software onto your system, because if your computer gets hacked and a particular bot is running, chances are that your Computer’s IP is on that list.

3. No Particular Error message

Now coming over to another reason, if there is no error message at all and you have double checked the email address of the recipient, it means that some anti-spam requirements, implemented by mail server administer, are filtering your particular email. Unfortunately, this error is very hard to trace because you don’t get to know about the error details and you have to ultimately contact your email service provider for rectification.

4. Error still persists inspite of all Check-ups

If you have scrutinized all the possibilities and checked everything, and you are still unable to send email, then it’s time for level 2 troubleshooting. If you are on a consumer internet connection and having email sending issues, contact to their customer care service. They might request for a specimen of any electronic mail that you are attempting to dispatch together with the associated error note. Make sure that you provide them with all the stuff they require to trace and troubleshoot the problem.