Top 10 Common Email Issues and How to Resolve Them

We know that email hiccups can be frustrating, but the great news is that most have simple solutions. Here are the 10 most common email issues, why they happen, and what you can do to fix them. We’ve also included 10 quick guides to common email issues to help ease your worry. 

Top 10 Common Email Issues 

We’ve listed 10 of the top common email issues that you may be experiencing, along with possible causes and fixes for you.

1. Unable to Send Email (SMTP Authentication Error)

Causes

Using the wrong SMTP server, port, or login details.

Fixes

Verify the SMTP server and port (465/587) are correct, use SSL/TLS, and ensure the username is the full email address.

2. Cannot Receive Email 

Causes

Incorrect incoming server (IMAP/POP), wrong port, or a MX record issue. 

Fixes

Confirm the server names, check the MX records, and use the correct SSL ports (993/995). 

3. Mailbox is Full 

Causes

Too many emails are stored in different boxes, such as the Inbox, Sent, or even Trash.

Fixes

Delete any old emails, empty the Trash folder, archive any emails, or upgrade your package for bigger storage.

4. Error Message: “550 Mailbox Not Found” 

Causes

This often happens due to incorrect spelling in the email address, a non-existent account, or a problem with the recipient’s mail server configuration, such as invalid MX records. 

Fixes

Verify the recipient’s email address, confirm that the mailbox exists, and verify that the MX records are correct. 

5. Emails Land in Spam 

Causes

This happens with a sender’s compromised reputation, improper email authentication (like SPF, DKIM, DMARC), content that triggers spam filters, poor engagement from recipients, and issues with email list cleanliness or lack of consent. 

Fixes

Configure the SPF, DKIM, and DMARC records correctly, use clean subject/content, and check the spam filter settings. 

6. SSL / Certificate Warnings 

Causes

Primarily caused by an invalid, expired, or untrusted SSL certificate on the mail server, which can also stem from a mismatch between the certificate’s domain name and the connection attempt, improper installation of the certificate chain, incorrect date/time settings on the mail client device, or server misconfiguration.    

Fixes

Match the server hostname with the SSL, ensure certificate validity, and check the email settings in the mail client. 

TIP: We highly recommend purchasing your own SSL Certificate from our website so that you can find one that works best for you, rather than relying on a standard server/hostname certificate.

7. Slow Sync / Delays 

Causes

Often caused by a poor internet connection, issues with the email server, problems with the email client or device, or a large mailbox size.

Fixes

Optimise the sync interval, reduce the mailbox size, and check connectivity.

8. Attachment Size Errors 

Causes

The email file is larger than the limit set by the sender’s or recipient’s email server, a common cause for high-quality photos, large documents, or videos. 

Fixes

Compress any files, use cloud links, where possible, and check size limits for the mail client.

9. Authentication Errors After Password Change 

Causes

Often caused by a mismatched password in your email client, the need to update app-specific passwords for two-factor authentication (2FA), or an incorrect username. 

Fixes

Update the email password in every email client/device.

10. DNS / MX Misconfiguration 

Causes

When (MX) records, which direct email traffic to the correct mail servers, are incorrect or missing. Common problems include typos in server names, missing MX records entirely, or incorrect priority numbers, leading to delivery failures, email bounces, or the inability to receive replies. 

Fixes

Check MX record, remove conflicts, and allow DNS propagation.

Top 10 Quick Guides to Help Resolve Email Issues

We believe in getting things done quickly, and don’t want email issues to hold you back, so we’ve put together 10 quick guides to help resolve some of your email issues, from setup and configuration to troubleshooting.

1. Settings to Configure Your 1-grid Email Accounts Across Devices

• Find the correct IMAP, POP and SMTP settings for configuring your 1-grid email accounts across devices. 
   
  To set up your email account in an email client (like Outlook, Apple Mail, Thunderbird, or your mobile app), you’ll need the correct incoming and outgoing server settings. These details ensure your account connects to 1-grid’s mail servers securely and reliably, allowing you to send and receive email outside of Webmail. 

2. How to Set Up Email on Android for Your 1-grid Email Accounts

• You can set up email on Android devices for your 1-grid email accounts quickly and simply if you follow the correct steps and use the right settings. This guide will walk you through everything you need to know.

3. Setting Up Email in Outlook via Windows Control Panel

• Setting up email in Outlook via your Windows Device Control Panel for your 1-grid email is quick and simple if you follow the correct steps and use the right settings. This guide will walk you through everything you need to know. 

4. How to Change or Reset Your Email Password via cPanel

• This guide will show you how to change or reset your email password in cPanel (Control Panel).

5. Troubleshooting Steps for Email

• Having trouble getting your email set up to work on your Outlook or Mobile, no matter what you try? This guide will help you figure out what is causing the problem.

6. Unable to Receive Emails: Here’s What to Check

• This guide provides you with information on what to check should you not be receiving emails in your webmail inbox.

7. How to Set Up an Email Account on iPhone or iPad

• Setting up your email account on an iPhone or iPad allows you to send and receive emails directly from your Apple device. This guide provides step-by-step instructions for adding an email account manually or automatically using Apple Mail.

8. Resolving Email Error Messages When Sending to Gmail Accounts

• The reason for the bounce back is due to Google, which has upgraded its security. This means they now require your records to be compatible. In this guide, we will show you how to update the specific record to eliminate this issue.

9. Email Error Messages: What Do They Mean and How to Fix Them 

• Every mail server is unique, and so are its error responses. When you send or receive email, errors may occur, and often the message you see contains the clue you need to fix it. Because we know it’s not always easy to decipher what they’re trying to tell you, we’ve collected a list of the most common email error messages and their variations. This guide will help you with how to read those error messages, interpret them, and resolve them.  

10. How to Access Webmail / Email via cPanel

• This guide will show you how to access your Webmail / Email via your cPanel account.  

FAQs 

Why can’t I send emails even though I can receive them?

This usually points to an SMTP authentication or port issue. You can double-check that your outgoing server, port, and security settings are correct using this guide: Settings to Configure Your 1-grid Email Accounts Across Devices.

My emails always go to spam. How do I fix it?

Ensure that your domain has the correct SPF, DKIM, and DMARC records, and avoid spam-triggering keywords or formatting.

Outlook shows a certificate warning. Is my email still safe?

The warning usually means your settings don’t match the mail server’s SSL certificate, so you may need to adjust your server hostname to match the certificate name. You can use this guide to help: Troubleshooting a Security Certificate Warning Pop-Up in Outlook.

I changed my password, and now the email won’t work.

Updating your new password on every device or email client you use is required. Remove and re-add the account if needed. Here’s a quick link to help with password updates: Password FAQs. 

Additional Resources 

What Is Email Spoofing? How It Works and How to Protect Yourself   
Prevent Email Spoofing Attacks
How to Spot a Scam Email  
Email Headers FAQs
Email FAQs 
How to Enable DKIM and SPF on Your Mail Domain  
Why SSL? The Purpose of Using SSL Certificates 
What is a Domain Name Server (DNS)?
How to Update Your Domain’s Nameservers at 1-grid  
MailChannels FAQs
SpamTitan FAQs 

Need Additional Support? 

We’re Here to Help: 

Tackling common email issues and figuring out how to fix them doesn’t have to feel so technical with this easy-to-reference guide. Stuck? Contact our Support Team for clarity and guidance (https://1grid.co.za/contact-us/). We’re ready to see how we can help!