Email problems are usually caused by DNS misconfiguration, authentication failures, or security restrictions. Follow this guide to identify and fix common email issues quickly.

1⃣ Emails Not Sending

If emails fail to send from webmail or email clients:

Check the following first:

• Correct SMTP server: mail.yourdomain.com

• SMTP port: 465 (SSL) or 587 (TLS)

• Authentication: Enabled

• Correct email password

Common causes & fixes:

• Wrong SMTP port → Use 465 or 587

• Authentication disabled → Enable SMTP auth

• Blocked IP → Contact support to whitelist

• Firewall blocking SMTP → Use recommended ports

Tip: Webmail sending works, but Outlook fails → client settings issue.

2⃣ Emails Going to Spam

Emails landing in spam are caused by trust & reputation issues.

Check these DNS records:

• SPF configured

• DKIM enabled in Plesk

• DMARC added

Other common reasons:

• New domain with no email history

• Sending bulk emails suddenly

• Spam keywords in content

• Missing company signature

Best practices to fix spam issues:

• Send emails slowly (warm-up domain)

• Use a professional email signature

• Avoid shortened links

• Don’t send identical emails repeatedly

Gmail & Outlook strongly require SPF + DKIM.

3⃣ Delayed Email Delivery

Emails arrive late or after several hours.

Possible reasons:

• Greylisting by the receiving server

• Large attachments

• Poor sender reputation

• DNS propagation delay

How to fix:

• Avoid sending large attachments

• Use Google Drive / OneDrive links

• Ensure server IP is not blacklisted

• Wait up to 24 hours after DNS changes

Delays usually resolve automatically if DNS is correct.

How to Diagnose Email Issues

Use these tools:

• Mail headers (check authentication results)

• MXToolbox (DNS & blacklist check)

• Plesk Mail Logs

Always test by sending to Gmail + Outlook.

The post 🔹 Troubleshooting Email Issues appeared first on ecHOST.

DNS records control how your emails are sent, received, and trusted by other mail servers. Proper DNS setup helps avoid spam, improve delivery, and protect your domain.

1⃣ MX Records Explained

MX (Mail Exchange) records tell the internet where emails for your domain should be delivered.

Example MX record:

• Host: @

• Mail server: mail.yourdomain.com

• Priority: 10

Important points:

• Without MX records, emails will NOT be received

• Lower priority number = higher preference

• Always point MX to your hosting mail server

2⃣ SPF Record (Sender Policy Framework)

SPF verifies who is allowed to send emails on behalf of your domain.

Purpose:

• Prevents email spoofing

• Reduces spam flagging

Example SPF record (TXT):

Add SPF as a TXT record in DNS
Only ONE SPF record should exist per domain

3⃣ DKIM (DomainKeys Identified Mail)

DKIM adds a digital signature to outgoing emails.

Benefits:

• Confirms email integrity

• Improves inbox delivery

• Required by Gmail & Outlook

How DKIM works:

• Plesk generates a DKIM key

• DNS stores the public key

• Receiving servers validate emails

Enable DKIM inside Plesk → Mail Settings

4⃣ DMARC (Domain-based Message Authentication)

DMARC tells mail providers how to handle failed SPF/DKIM emails.

Basic DMARC record:

Policy options:

• none → Monitor only

• quarantine → Send to spam

• reject → Block emails

Start with p=none for safety

5⃣ Preventing Email Spam Issues

To avoid emails landing in spam:

Configure MX, SPF, DKIM & DMARC correctly
Use business email instead of free email senders
Avoid spam words & excessive links
Send emails gradually (warm-up new domains)
Keep email passwords secure

Missing SPF/DKIM is the #1 cause of spam issues.

The post 🔹 DNS Records for Email appeared first on ecHOST.

Outlook allows you to manage business emails on a desktop.

Required details:

• Email address

• Email password

• Incoming server: mail.yourdomain.com

• Outgoing server: mail.yourdomain.com

Recommended settings (IMAP):

• Incoming (IMAP): Port 993 (SSL)

• Outgoing (SMTP): Port 465 (SSL)

Steps:

1. Open Outlook

2. Go to Add Account

3. Choose Manual setup

4. Select IMAP

5. Enter server details

6. Test & finish setup

IMAP keeps emails synced across devices.

2⃣ Thunderbird Setup

Thunderbird is a free email client by Mozilla.

Steps:

1. Open Thunderbird

2. Click Set up an existing email

3. Enter email & password

4. Choose IMAP

5. Verify server settings

6. Save configuration

Advantages:

• Free & lightweight

• Good spam control

• Works on Windows, Mac & Linux

Best alternative if the Outlook license is not available.

3⃣ Mobile Email Setup (Android & iOS)

Business emails can be accessed on mobile devices.

Common settings:

• Account type: IMAP

• Incoming server: mail.yourdomain.com

• Outgoing server: mail.yourdomain.com

• SSL: Enabled

Steps:

1. Open the Mail app

2. Add new account

3. Choose Other / IMAP

4. Enter email credentials

5. Save settings

Always enable SSL on mobile for security.

The post 🔹 Using Email Clients appeared first on ecHOST.

A professional email uses your domain name, not free providers.

Example:

• info@yourdomain.com

• support@yourdomain.com

• sales@yourdomain.com

Steps in Plesk:

1. Log in to Plesk Panel

2. Go to Mail

3. Click Create Email Address

4. Enter email name (info, admin, etc.)

5. Set a strong password

6. Click OK

Professional emails improve brand trust & business credibility.

2⃣ Setting Mailbox Size

Mailbox size defines how much email storage each account gets.

Common options:

• Default size (shared hosting limit)

• Custom size (example: 2GB, 5GB)

• Unlimited (if plan allows)

Best practice:

• Info/support → larger mailbox

• Individual users → moderate size

Full mailbox = emails will stop receiving.

3⃣ Webmail Access (Roundcube)

Webmail lets you access emails via a browser.

Webmail URL:

• webmail.yourdomain.com

Login details:

• Email address (info@yourdomain.com)

• Email password

Roundcube Features:

• Inbox, Sent, Drafts

• File attachments

• Folder management

• Spam filtering

Useful when Outlook or mobile email is not configured.

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