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How to Fix Email Sending & Receiving Issues

Introduction

Email communication is essential for both personal and business use. However, sometimes you may encounter issues sending or receiving emails. These problems can be caused by incorrect settings, server issues, or email client misconfigurations. This guide will help you troubleshoot and fix common email issues effectively.

Step 1: Check Your Email Configuration Settings

Incorrect email settings are a common reason for email problems. Verify the following details in your email client:

  • IMAP (Incoming) Server: mail.yourdomain.com

  • POP3 (Incoming) Server: mail.yourdomain.com

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

  • Username: Your full email address (e.g., [email protected])

  • Password: Your email account password

  • IMAP Port: 993 (SSL) or 143 (non-SSL)

  • POP3 Port: 995 (SSL) or 110 (non-SSL)

  • SMTP Port: 465 (SSL) or 587 (TLS)

  • Authentication: SMTP authentication should be enabled

Check these settings in cPanel > Email Accounts > Connect Devices to ensure they match your email client.

Step 2: Verify Your Internet Connection

If your internet connection is unstable or down, your email client may not be able to send or receive messages. Try these steps:

  1. Open a web browser and visit any website to confirm connectivity.

  2. Restart your modem or router if the connection is slow.

  3. Use a different network (e.g., mobile hotspot) to test email functionality.

Step 3: Check Webmail Access

If you're experiencing issues in an email client (e.g., Outlook, Gmail), try logging into your email through webmail:

  1. Go to https://yourdomain.com/webmail.

  2. Enter your email address and password.

  3. If you can send and receive emails here, the problem is likely with your email client settings.

Step 4: Verify Email Account Storage

If your email account has exceeded its storage limit, new emails may not be received. To check and free up space:

  1. Log into cPanel and navigate to Email Accounts.

  2. Locate your email address and check its storage usage.

  3. Delete old emails or increase storage limits if necessary.

Step 5: Check SMTP Authentication

Outgoing email issues often occur due to missing SMTP authentication. To enable it:

  1. In your email client, go to Account Settings.

  2. Navigate to Outgoing Mail Server (SMTP).

  3. Ensure My outgoing server requires authentication is enabled.

  4. Use the same credentials as the incoming mail server.

Step 6: Check Spam and Junk Folders

Sometimes, incoming emails may be marked as spam and moved to the junk folder. Check these folders and mark legitimate emails as "Not Spam" to prevent future filtering.

Step 7: Check DNS & MX Records

Incorrect DNS or MX records can affect email delivery. Verify these records in your domain settings:

  1. Log into your domain registrar or hosting panel.

  2. Ensure the MX records point to your mail server (mail.yourdomain.com).

  3. Add or update SPF, DKIM, and DMARC records to improve email deliverability.

Step 8: Contact Your Hosting Provider

If none of the above steps resolve the issue, your hosting provider may be experiencing email server problems. Contact their support and provide details such as error messages and the troubleshooting steps you've taken.

Conclusion

Email sending and receiving issues can often be resolved by verifying settings, checking webmail access, ensuring storage availability, and confirming authentication details. Following these steps will help you quickly troubleshoot and resolve common email issues.

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