🔹 Email Problems (Troubleshooting Guide)

📩 Email Not Receiving

Common Causes

• Incorrect email account setup (wrong username/password)

• Mailbox storage is full

• MX records are not pointing correctly

• Emails going to Spam/Junk

• Server IP temporarily blocked by the recipient’s mail provider

How to Fix

• Verify mailbox exists in cPanel → Email Accounts

• Check storage usage → increase quota if full

• Confirm MX records in the DNS zone

• Ask the recipient to check the Spam folder & whitelist the domain

• Test email using Webmail (Roundcube/Horde)

🔐 Authentication Failures

What It Means
Email clients are unable to authenticate with the mail server.

Common Reasons

• Wrong outgoing mail server (SMTP)

• SSL/TLS settings mismatch

• Incorrect port number

• The recent password change was not updated in the email client

Correct Settings (Standard)

• Incoming Server: mail.yourdomain.com

• Outgoing Server (SMTP): mail.yourdomain.com

• Port:

  • SSL: 465

  • TLS: 587

• Authentication: Required

• Username: Full email address

Fix

• Re-enter email password

• Enable SMTP authentication

• Match port + encryption correctly

🚫 Blacklist Issues

What Happens
Emails bounce or go to spam because the server IP or domain is blacklisted.

Causes

• Spam emails sent from compromised accounts

• Weak email passwords

• No SPF / DKIM / DMARC records

• Shared hosting IP reputation issues

How to Check

• Use tools like MX blacklist checkers

• Check bounce-back messages for blacklist names

How to Fix

• Change all email passwords immediately

• Scan the website for malware

• Enable SPF, DKIM & DMARC

• Request delisting from the blacklist provider

• Consider a dedicated IP or upgrading hosting

✅ Best Practices (Prevention)

• Use strong email passwords

• Enable SPF + DKIM + DMARC (VERY important)

• Avoid sending bulk emails from shared hosting

• Monitor email logs regularly

• Use professional email clients (Outlook, Gmail)