Common Email Issues Debugged
We’ve all been there – you click send, and your email takes an eternity to reach its destination, or worse, it bounces back with an error message. In the world of business, there’s nothing worse than a hiccup out of your control. Email issues are downright frustrating, but fear not!
We’re here to unravel the mysteries of commonly reported email problems and how to troubleshoot them like a pro.
The Spam Folder Abyss
The Issue: You sent an important email but it seems to have vanished into the void, never to be seen in the recipient’s inbox.
The Quick Fix: First, check the strength and speed of the internet connection on both sides. It could be a momentary hiccup; especially if you’re sending attachments. But if your email is never seen, have the recipient check their spam or junk folder. Sometimes, legitimate emails end up there. If it’s a recurring issue, your email server’s reputation might be at stake. Ensure your emails aren’t marked as spam by using clear subject lines and avoiding spammy content.
Did You Know?: Two occurrences can get you marked as a “spam sender”. #1 is having subject lines and email body content that’s less than professional or suggests something that most people would consider spam (or solicitation). #2 is having sent out email marketing which resulted in a significant percentage of your recipients marking you as spam. When either of these situations sets off a flag, your future emails – even when legitimate – can land in Spam folders. Fixing this takes time working on reversing this trend, and asking others to mark you “not as spam”.
The DNS Dilemma
The Issue: You’re sending emails, but they’re bouncing back with mysterious DNS-related errors. Alternatively, you can send emails without issue but not receive any in return.
The Quick Fix: DNS, or Domain Name System, can be a tricky beast. It may be safe to assume this is the cause if any recent changes were made to your email system or the website that uses the same domain. If you’re not sure where to start, contact your hosting or email provider. They can help troubleshoot and fix DNS issues that could be affecting your email delivery.
Did You Know?: DNS issues can sometimes be caused by simple typos. A single incorrect character in your DNS settings can lead to email sending/receiving chaos. It’s like sending a letter with the wrong postal code; it won’t reach its destination. DNS issues can affect your website’s performance too. A misconfigured DNS can slow down your website or even make it inaccessible to visitors. So, keeping your DNS in tip-top shape is essential for your online operations.
The Case of the Missing Attachments
The Issue: You attached that all-important document, but it’s nowhere to be found when you hit send.
The Quick Fix: Before panicking, double-check your email client. If anyone else is experiencing any email issues, it could very well not be your fault. Reattempt by attaching the file and sending it in a new email. Sometimes, it’s just a hiccup. If the file continues to disappear upon sending, make sure it’s not a protected file – this may actually be about a setting change on the file itself.
Did You Know?: It’s more common than you think to accidentally forget to attach a file even though you’re fully aware that’s the purpose of the email. So if that is possible, know you’re forgiven! But it’s also noteworthy to consider the size of the file if you’re used to working fast-pace; where you immediately hit send after selecting the attachment. If the file is large, it will need more than a few seconds to attach itself. If it’s too big for your email client to process, it will show an error – this is when you may need to consider an alternate delivery method. A good rule of thumb is that files larger than 1MB (1024KB) should be used sparingly and that you should never send anything bigger than 5MB via email.
The Slow Email Syndrome
The Issue: Your emails are taking ages to send or receive, making you wonder if you’re sending them via snail mail.
The Quick Fix: Slow email can be caused by various factors. First, check your internet connection. If that’s not the culprit, it might be your email server or the recipient’s server. Patience is key in these situations, but if it’s a persistent problem, reach out to your IT support contact for a closer look.
Did You Know?: Every once in a while, this can be something that not even your IT specialist or internet provider can fix. While it doesn’t happen often enough to put an accurate timeline on it, there could be something happening with major players behind the scenes (ie. Google) and they just need a few hours to patch things up. Rest assured, it is just a matter of time as if the internet as a whole is experiencing a “Monday”.
The Phantom Email Forwarding
The Issue: Emails are being sent from your email address without your knowledge, and you’re left scratching your head.
The Quick Fix: In a work environment, this should raise an immediate flag as a security concern. Change your email account password immediately and enable two-factor authentication for added security. If the issue continues, consult with your IT team to investigate any unauthorized access.
Did You Know?: It used to be easier than you’d think to have your email spoofed; even without someone logging into it. Thankfully, updates have made this a rare occurrence these days. Even when it happens, it’s often an illusion and taking a close look at the sender’s actual email address will confirm this. But if you have evidence of an email coming from your name and address, but it was not of your doing, then you should call whoever may be responsible for looking after your technology.
Email Issues Can Be Resolved With This Know-How
Remember, email issues can range from minor inconveniences to potentially serious security threats. If you ever feel out of your depth, don’t hesitate to call the experts. Sterling Grace Technologies has your back when it comes to email conundrums. We’ll help you navigate the digital labyrinth and keep your email communication on the right track.
Stay tech-savvy, and keep those emails flowing!