06.12.2023

Email - problems and solutions.

The first service on the Internet is considered to be email, which dates back to 1970. Service email Mail today is an integral part of communication, but sometimes situations arise when our mail does not reach the addressee or we do not receive letters addressed to us.

Why is this happening?

Can't login to email system
This happens if the system has detected multiple attempts to log into your account with the wrong password. It is possible that you are manually entering the wrong password. If you remember the password in the mail agent, and attempts to log in are rejected, you need to check your computer for malicious spyware, but if it is on the organization’s local network, then you need to report the problem to the system administrator, he will contact the hosting provider to resolve the problem.

The sender's address was blacklisted by the sending mail server. This is possible if the sender has previously sends a large number of messages. The allowed number of messages from one address is limited; the administration of each mail server independently sets this quantity. In Gmail this is 500 recipients at a time, in Yandex - 50. At ABCDomain, https://internet.am/, this is 300 messages per hour. Note that it is not necessary for the sender to send messages to hundreds of addresses; this can be organized by a malicious program that has infected the sender’s computer.

A shared hosting system that serves several hundred web pages with email has itself been blacklisted.:
What is a “blacklist” - a number of voluntary organizations that identify spam distributors and enter their IP addresses into their publicly accessible database. You can be included in the blacklist if spam is distributed, viruses are spread, or simply due to a complaint from other users. Today, all mail servers, before receiving email from the sender, check whether the sender is on one of the “black lists”. Note that the choice of the organization maintaining the “black list” is made by the administration of the mail server. In a situation with shared hosting, it is enough for one of hundreds of users to start sending spam for the IP address of the shared hosting system to be included in the “black list”. Usually, the administration of the mail server monitors the reputation of its IP address and does not allow such a situation; for this there are a number of internal technical measures.

There is no space in the recipient's mail.
Gmail has 15 GB of storage space for mail, files, photos and videos. At ABCDomain, the space size is determined by the ordered plan https://internet.am/en/hosting-packages. If the limit is reached, the recipient will not receive your message; it will usually be returned to the sender. Mail does not reach Gmail.

This can happen for two reasons: the IP address of the sending server is on the “black list” or the sender’s message contains suspicious words, such as “money, winnings, sex, betting, drugs...” Gmail reserves the choice of suspicious words. This also means that Gmail lustrates your email, which in turn makes you wonder whether it’s worth using Gmail for confidential correspondence. However, in this case, there is a way out, this is to encrypt your messages using the PGP system https://en.wikipedia.org/wiki/Pretty_Good_Privacy:
There are a number of other reasons for outages in different systems.
For example, a large attachment size of tens of MB, communication interruption at the time of sending, an IP address that looks like a dynamic one, the limit for sending letters per unit of time has been exceeded, various problems with setting up an email client, an unlicensed Office package with Outlook, your organization’s local network settings.

Using Gmail under your domain
Sometimes the mail restrictions imposed by your hosting provider may not suit you; this may be the size of the mailbox, the anti-spam policy, or special requirements for mailings. The solution may be a paid Google service: https://support.google.com/domains/answer/6328630?hl=en: After setting up your account correctly, your website hosting remains with the hosting provider, and the email system with your domain user@mydomain.am will be located in Google. Other search engines have a similar solution; it is up to you to make a choice. It is important to keep in mind that having a corporate email significantly increases the credibility of your organization.

Tips and Helping Tools
Do not open attachments without checking from unfamiliar addresses; you cannot open attachments with extensions like exe, .pif, .com .scr .msc .cpl .gadget .jar .hta .bat, .cmd .vb, .vbs, .vbe .ws, .wsf, .wsc, .wsh .js, .jse .ps1, .ps1xml, .ps2, .ps2xml, .psc1, .psc2 .msh, .msh1, .msh2, .mshxml, .msh1xml, .msh2xml .scf .inf .lnk. Even PDF files received from strangers can be dangerous. It is important to remember that an attacker can easily replace the address in the “from” field in an email with an address you know, the owner of which you care about.

The service https://mxtoolbox.com/SuperTool.aspx has proven itself well. You can check your domain to see if it is on the “black list”. Using this service, you can determine whether the sender of a letter to your address is a spammer. To do this, you need to select the headers of the received letter, copy it and paste it into the window https://mxtoolbox.com/EmailHeaders.aspx In a couple of seconds you will receive all the information about the status of the sender, the fact of his presence or absence in the “black list”. The email header can be easily found by asking Google - where is the email header located in Thunderbird, Outlook, Gmail - each email client or browser has its own simple procedure for detecting the email header.

Carefully study the reply to address; the Latin letter I and the number 1, the letter Օ and the number 0 can often be confused. The likelihood of visual errors may increase due to the start of using non-Latin letters in email addresses. If the letter is about money transfers, take the time to make a phone call to confirm. Be vigilant!