Email might seem old-school to some, but it’s still the go-to tool for small businesses. When it works, it’s great. But when IMAP, POP3, or SMTP errors pop up—or your messages stop landing in clients’ inboxes—it can become a real headache. This post will explain common email problems and give you straightforward steps to prevent or resolve them.
Email Protocols in Simple Terms: IMAP, POP3, SMTP
Email protocols are the rules that your devices follow to communicate with your email server. Think of them like a set of instructions that let your emails get sent, received, and synced properly.
IMAP is designed to let you access your email across multiple devices. This is useful if you’re constantly switching between your phone, laptop, and desktop.
POP3 works differently by downloading your emails to a single device. It’s best suited for smaller teams that don’t need to access their inbox from different places.
For most businesses, IMAP is the preferred option because of its flexibility.
SMTP is what takes care of outgoing emails. If you’ve ever had trouble sending an email, your SMTP settings might be the issue. You’ll want to make sure the server details, like the ports and encryption settings, are correct and match what your email provider requires.
Understanding SPF, DKIM, and DMARC: Email Security Basics
You’ve probably seen these acronyms—SPF, DKIM, and DMARC—without really knowing what they mean. These are technical standards designed to prevent email spoofing, where someone fakes your email address to send harmful messages.
Configuring these correctly is key to making sure your emails aren’t mistaken for spam or blocked by filters. If any of these records are misconfigured, it can hurt your email’s chances of reaching the inbox. There are a few free record checkers on our website that you can use to examine your records but your best bet is to contact your IT support.
How Do I Know If I’m Blacklisted?
Getting blacklisted is one of the worst things that can happen to your email domain. Blacklists are databases that track domains associated with spam or suspicious activity. Once you’re on one, your emails may never reach your clients, no matter how legitimate they are.
To stay off blacklists, regularly check your domain status using online tools. Make sure you’re following solid email practices, like avoiding bulk sending to outdated lists and keeping your system secure.
My CRM Says ‘Bounced’, What Does That Mean?
A bounced email means that the message couldn’t be delivered.
- A soft bounce is usually temporary, caused by things like a full inbox or the recipient’s email server being down.
- A hard bounce is a permanent failure, like sending an email to an address that doesn’t exist. Hard bounces should prompt you to remove that address from your list.
If you experience frequent bounce-backs, it might be time to review your email lists and make sure they’re up to date.
Common Email Errors
IMAP/POP3 Sync Issues
Ever had emails not appear on all your devices? Sync problems happen when your email settings aren’t correct, or when a network change causes a hiccup. This can usually be fixed by reviewing and updating your email settings or asking your IT provider to set up alerts for changes in configuration.
SMTP Sending Issues
If you can’t send emails, it’s most likely an SMTP problem. Double-check the outgoing server settings to make sure they align with what your email provider requires, including the correct port and SSL certificates.
Problems Sending to Mailing Lists
Sending bulk emails to clients or mailing lists can trigger spam filters, especially if your list contains inactive addresses. Clean your email lists regularly, removing old or inactive contacts, and break your send into smaller batches to reduce the likelihood of being flagged.
Why Emails Aren’t Reaching Inboxes: Deliverability Explained
Deliverability refers to the likelihood that your emails make it to the recipient’s inbox, rather than their spam folder. This is a big deal for businesses that rely on email marketing or client communication.
The most common reasons your emails aren’t making it to inboxes include:
- Spam filters triggered by unprofessional subject lines or poor sender reputation.
- Blacklisting, where your domain is flagged for potential spam activity.
To improve your deliverability, make sure you’re using proper email authentication methods (SPF, DKIM, DMARC), keep your email lists clean, and stick to best practices when it comes to subject lines and email formatting.
Best Practices to Avoid Email Errors
- Choose a reliable email host: Business-grade services (we recommend Microsoft 365 for Business).
- Monitor your email performance: Use tools that alert you to deliverability issues so you can tackle them before they impact your communication.
- Prioritise security: Multifactor authentication (MFA) and regularly updating passwords are key to keeping your business email accounts safe from phishing attacks and hackers.
If you’ve tried everything and you’re still struggling with email issues, it’s time to call in the pros. Clearsky IT can help you troubleshoot and resolve your problems quickly, keeping your business running smoothly.
Further Reading: Email Security and Support for Business
