🔹 Troubleshooting Email Issues

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

1️⃣ 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.

2️⃣ 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.

3️⃣ 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.