Email is an amazing technology. It’s used for many things that you probably do in modern life. Companies use it for a day-to-day communication with their customers, to welcome them and to send updates about their services/products, promotions, purchase confirmations, password resets etc. Unfortunately, it can create some problems too.
Here are some of the most common email issues and ways to deal with them:
- I can receive but cannot send email
Check the outgoing port number in the advanced settings of your mail account. We ask all of our customers to change the outgoing port number to 587. However, this does depend if your email provider supports it.
If this does not solve the issue, you need to open up the outgoing (SMTP) server settings and check that they are correct with your email provider.
- Some of my email is missing
The first thing to do would be to log in to webmail. This should be provided by your email provider e.g www.outlook.com or one of your own if you have one to see if the emails have been received by the sender.
If the emails are on webmail but not in your email program, there is an issue with your email program. Contact us we will be able to help.
If the emails are not on webmail but have been sent, you should ask the sender if they received any bounce-back email messages. If not, please take note of the email address of the sender, the approximate time the email was sent and the subject heading. Contact us with these details and we can check any spam filters and if necessary, release the message to you.
- I lost some of my email or access to them
There are several reasons you might lose your emails, or access to them. You may not have been in control of the account, the provider may stop their service ( or you didn’t pay them), accidental or malicious deletions, perhaps you found everything gone because you hadn’t logged in for 3 months or your account was taken over by hackers and scammers.
Some email services offer backup facilities, though many will backup their own databases but won’t provide restoration to the end user. Backing up email varies from being fairly straight forward job to a tricky venture but always, always have an active, automated and monitored backup in place. Even if you are using Microsoft 365 to store your data you should really think about backing it up too.
Microsoft states that you are responsible for protecting the security of your data and identities and this means you should be using a third-party backup solution separate from their systems. You are responsible for your own data, not Microsoft.
We can provide state of the art automated backups with retention for Microsoft 365 and your devices.
Quick advice:
Email is a great technology but do not think it will never fail. As with everything in life, even email has a life cycle.
Don’t let this get to you and be prepared. Backup is a good starting point, but also have a antivirus in place and a trusted IT support company you can always rely on as us.
Quick reminder:
Contact us if you have any questions. There is no technology problem too small or too large for us. You have a problem and we have a solution. Pick up your phone because we are only a few phone beeps away – 01522 797520.
Kamila
General Manager
