How to Avoid Common Email Server Problems

Connection refused

The most common email server problems are the ones where you are unable to send or receive emails. Among them are: Connection refused, Recipient address rejected, CC or reply/reply all functions are not working, and the Internet connection between your computer and the server fails. To avoid these common problems, you can check the following things. Read on to find out what to do if you are experiencing any of these problems. For more serious problems, like 554, contact a technical specialist.

Connection refused

When you try to send an email, you will encounter an error titled “Connection refused”. This message will indicate that the server cannot connect to the recipient’s mail server. Depending on the scenario, this error may occur for several reasons. First, you may have exceeded the maximum per-message limit. If you are using a free SMTP provider, it’s possible that this message has come about because your message is too large. To solve this problem, you can try to split the message into smaller parts.

Recipient address rejected

One of the most common email server problems is that the recipient address is rejected. If you receive this error, it’s possible that the recipient’s address is invalid. If this happens, you must correct your forwarding settings. If you’re using Help Scout, this error can occur if your SPF or DKIM records are invalid. In this case, you’ll need to contact your IT team or website developer.

CC and reply/reply all functions aren’t used correctly

You might be wondering why the CC and reply/reply all features aren’t used correctly on your email server. The answer lies in your purpose of using these features. CC and reply/reply all are usually used to share information, not for replying. It’s best to limit the use of these features and make sure they’re used only for good. Try thinking of some good role models in your organization before using them.

Internet connection between a mail server and a user’s computer can fail

When an Internet connection between a mail server and e-mail user’s computer fails, e-mail messages will be unable to be delivered to the recipient. The failure is usually temporary, and mail server programs will retry email delivery over a period of 24 to 72 hours. Nevertheless, if your Internet Service Provider is not willing to acknowledge the problem or is not responsive to user requests, you might want to consider an alternative e-mail address.

SMTP connection isn’t allowed by your ISP

If you’re using an ISP to send email, you may be experiencing an SMTP connection problem. Your ISP’s SMTP server requires that you connect from a specific IP address. Some ISPs don’t allow connections from a remote IP address, so you must use web mail provided by your ISP. If this is the case, you can ask the network administrator if the server will accept connections from a remote IP address. The connection is likely to be dropped as spam if your domain has SPF records in place.

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