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April 10th, 2009 Author:
The most often seen problem with sending an email is that the e-mail address isn’t entered properly. Spell check all of your work. Re-read the address, checking for superfluous punctuation and spaces. Is it possible that the party changed their email address? Simply because you’ve hit “reply” doesn’t mean that the sender’s own email address entered in the “reply to” field has been spelled correctly. It’s true, this occurs more frequently than you think.
The persons mailbox may be completely filled, or put on disabled – You can’t do anything about this except for contacting the mailbox holder another way and let him/her know about the problem.
Mail was rejected due to size or what it contains – Attempt to transmit a more minimal message with just text and without attachments to discover if that works.
The destination mail system has not been in service for a great while, and could not accept the mail within the time allotted. – Use other methods to reach the mailbox holder and inform him of the problem, or be patient and try again in another day or so.
Sending mail server does not correctly identify itself: Your ISP or Host should be able to repair the mail server if it’s not recognizing itself. The system name your computer transmits in the EHLO conversation must be identical to the DNS name of the IP address that your computer is currently attached to in order to be RFC 2821 compliant.
Bad email headers: Some mail servers will automatically check the message headers for validity and other common errors. Leaving aside the main content of the message, anything suspicious in the email header can result in messages being rejected. For just one example, the server will note the time the email should have been sent.
RBL Lists: Some servers which are known to be spammers could be listed in spamming databases. Some IP addresses will be rejected.
Sender verify failed: The person getting the e-mail confirms that the mail was sent by a valid party and acceptable IP address. Check the reply-to in your email to be sure it is valid and correct. Sender verification may need to be disabled if your financial institution often sends emails without a reply-to address.
SPF Record mismatch: These records were started due to servers beginning to do Sender Verification. Fake email accounts can be created by spammers. Thus, the spam senders merely began utilizing email addresses of actual mailboxes as their return addresses.
SPR records were created so the receiving server could monitor the IP of the incoming email source and map it to the IP that it should be from. If the e-mail does not match, it could be rejected as being unwanted spam.
Heuristic spam filters: These filters are “smart” filters that look at patterns and commonalities among spam e-mails and reject these e-mails when they fall into a red flagged category. They check the subject of the message, the text of the message, they check against RBL databases (above) and learn certain key words such as ‘viagra’ and other common spam words that have been deliberately misspelled in the hopes of by-passing the filter.
Stephen Grisham, Sr. is a copy writer for InfoServe Media, LLC. InfoServe Media is a Houston web site designer and web hosting company. If you would rather make a Do-It-Yourself website, InfoServe Media also offers a way to create a site yourself with a very powerful and easy to use site builder. They also provide domain registration, search engine optimization (SEO) and more.
Article Source: Common Email (e-mail) Problems
Different Types of E-mail Service
With technology constantly changing, there are always new services being made available. This is true with e-mail service as well. To help explain, we have broken down the main types of e-mail service in easy to understand terms to help you make the right decision as to what type of e-mail service your business should have. Please be aware that AJT can offer you any of the services below and/or make recommendations. Please contact our sales or support team for more information or specific questions.
POP3 E-Mail Service
This is pretty much the standard of business e-mail when you have your own domain name. This works best when you have just a few e-mail users and do not require any advanced services. With AJT this does include a free webmail interface for each user. There is no "per user" charge for POP accounts with AJT. The downfall is the fact that POP email normally runs on a single web server (rather than a cluster for redundancy as the more advanced services do) and there is no third party spam filtering service built in, however it can be added without issue.
Managed POP3/IMAP E-mail Service with Enterprise Level Spam Filtering
This is similar to the service listed above only it has the third party (or enterprise level) spam filtering built in that will capture 99% of spam. Besides spam filtering, the other big difference is this is ran off a clustered server environment - not a single web server so downtime is basically eliminated. You also get anywhere from 250mb to 2gb of storage space and a much better webmail interface, similar to Outlook. There is a per-email account fee for this service, usually under $5 per account depending on the size mailboxes you desire.
Managed and Hosted Exchange E-mail Service with Enterprise Level Spam Filtering
This (in our opinion) is the absolute best e-mail solution. It can get pricey as the price runs anywhere from $12 to $15 per month, per user, but it well worth it. Just like the above option, you get the enterprise level spam filtering and clustered server environment for a 99.99% uptime guarantee, however with exchange e-mail, a whole array of features come to life such as; unlimited storage, folder and document sharing, outlook calendar sharing, outlook exchange licensing, outlook web access (very cool - basically view your outlook exactly as it is on your computer from any computer with a Internet connection) and our personal favorite, online synchronization. If you have a Windows Mobile, PDA, Blackberry or other "Smart Phone" the exchange server will sync (over the cell signal) with your Outlook inbox, calendar and contacts. This is the ultimate for those of us that travel or are out of the office during business hours. You can also get a non-hosted Exchange server where you do not have to pay big fees per email user, but then you have to manage the server at your location (not for novices) as the connection redundancy will not be as good.