A simple guide to resolving email issues

Email remains a cornerstone of communication for business as well as home life. Yet, it’s all too common to encounter email issues that can disrupt your workflow. Knowing how to troubleshoot email problems can save you time and frustration. Here are some common email issues and steps on how to tackle them effectively.

1. Forgotten password

Use the “Forgot Password” link on the email login page. Follow the instructions to reset your password. You might need to answer security questions or enter a code sent to your phone.

2. Can’t send Emails

  • Check your internet connection: Make sure you’re connected.
  • Verify recipient’s email address: Ensure there are no typos.
  • Check email quota: Make sure your mailbox isn’t full.
  • Email settings: Ensure your email settings (SMTP server) are correct.

3. Can’t receive Emails

  • Check spam/junk folder: Sometimes emails are mistakenly marked as spam.
  • Verify your email address: Ensure the sender has your correct email address.
  • Check email quota: Ensure your mailbox isn’t full.
  • Email filters: Check if you have filters set up that might be directing emails elsewhere.

4. Email attachments not opening

  • Check file format: Make sure you have the correct software to open the attachment.
  • Update software: Ensure your software (like Adobe Reader for PDFs) is up to date.
  • Scan for viruses: Be cautious and scan attachments with antivirus software.

5. Emails are disappearing

  • Check filters and rules: Make sure you don’t have any filters that might be moving or deleting emails.
  • Check multiple devices: If you access your email on multiple devices, one might be set to delete emails after downloading them.
  • Archive settings: Check if your emails are being archived.

6. Too much spam

  • Mark emails as spam: Most email services let you mark emails as spam to filter them out in the future.
  • Unsubscribe: Use the “Unsubscribe” link at the bottom of legitimate marketing emails.
  • Use spam filters: Adjust your spam filter settings to be more aggressive.

7. Email client crashing

  • Reboot your device: Sometimes a restart can resolve issues.
  • Update software: Ensure your email client software is up to date.
  • Restart the program: Close and reopen the email client.
  • Check for conflicting programs: Ensure no other software is causing conflicts.

8. Emails showing incorrect time

  • Check time zone settings: Ensure your email client and device have the correct time zone settings.
  • Update device time: Make sure your device’s clock is accurate.

9. Email account hacked

  • Change your password immediately: Use a strong, unique password.
  • Check account recovery options: Ensure your recovery email and phone number are correct.
  • Check rules: remove any malicious email rules
  • Enable two-factor authentication (2FA): Adds an extra layer of security.
  • Notify contacts: Inform them that your account was compromised and to ignore suspicious emails.

10. Unable to find an Email

  • Use search function: Use keywords, sender’s name, or subject line to search for the email.
  • Check folders: Look in all folders, including spam, trash, and archive.
  • Sort emails: Sort by date, sender, or subject to help locate the email.

Best practices for Email management

  • Regular Maintenance: Periodically archive old emails and clean up your inbox to improve performance.
  • Strong Passwords: Use strong, unique passwords for your email accounts and enable two-factor authentication.
  • Backup Emails: Regularly back up important emails to avoid data loss.
  • Educate on Phishing: Stay informed about phishing scams and educate yourself and your team on recognising and avoiding them.
  • Stay organised: Use folders, labels, and filters to keep your inbox organised.
  • Update recovery information: so you don’t get locked out of your email account ensure that recovery information is up to date such as your recovery number, email address and home address.

This guide will help you resolve most common email issues but if you are still experiencing problems and need some advice on any computer issue, please contact us 01603 451810 / hello@adept-it-solutions.co.uk.

Happy emailing!