Most Common Email Problems

Email has become one of the most important communication tools in the past 10+ years since the Internet has become increasingly more popular. So, it's quite understandable that we get frustrated when it doesn't work exactly how we want it to sometimes. Understanding the most common issues will help you to be prepared if they happen to you in the future so that you can avoid lengthy down times.

Before we examine the issues, it's a good idea to keep a record of some information. You will want to keep on file the following items -

Incoming Mail Server or POP3 - each Internet service is different, so you will want to contact them for this information. An example would be - mail.server.com.

Outgoing Mail Server or SMTP - again, you will want to check with your service for this information. Sometimes it will be the same as your incoming mail server, but don't assume. This can also be something like - mail.server.com. Check with your provider to see if you need a username and password for the outgoing mail server. Most don't require it, but some do.

Username and Password - in some cases your username will be the same as your email address. Not always, though. It could also be the first part of your email address or even something completely different. Always check with your Internet service if you're having problems.

Q: Why can't I send email?

If you're experiencing difficulties sending out email, there are several possible fixes. The first thing that you will want to do is verify your SMTP server in your email settings. One thing to remember about most Internet services is that they will not let you use their outgoing mail server if you are not connected to them. If you are connected to another service, then you will want to put the right server in your settings. Another thing that happens with SMTP servers is sometimes it will reject your request if you haven't checked your incoming email in a certain amount of time. If you're still having problems, delete the email, reboot your machine, and try to resend. But, if that doesn't help, try disabling your security software while you send email - it could be blocking your request. If none of this fixes your problem, call your provider - they may be having issues on their end.

Q: It says I am receiving email, but nothing is coming in. What's up with that?

This happens more often with dial-up users and is most likely due to an email that's too large to be downloaded on the connection. You can either - call your provider to delete the email or log into a web mail interface to delete it yourself. Also, please remember that when this happens that it may cause your connection with the POP3 server to lock up, so your service may have to remove what is commonly referred to as a pop lock. When you have a pop lock, the server still thinks you're checking your email and you will continuously get invalid username and/or password error messages. You can't fix a pop lock yourself - call your provider and they can fix it for you.

Of course, it's always possible that your anti-virus or security software is interfering. This holds true for any problem you experience online. Sometimes just turning off the jerk will allow you to work with freedom.

Or, as always - you can try rebooting to see if it fixes the problem. You'd be amazed how many problems just rebooting your machine will help things.

Q: Why can't I download attachments in my email?

Check the security settings in your email client. The most widely used client, Microsoft Outlook Express, has an option that you can either check or uncheck to allow you to download attachments. But, beware, before you download anything, make sure you are running an anti-virus program and always only download files from people you know. Anything else is probably a virus. Be suspicious!

These are just a few of the most basic issues you will experience. If you are having any email problem, it's a good idea to shut down and restart your computer. 75% of the time this fixes the problem. Another 20-24% of the time, your security software is the culprit.