Troubleshooting Common Email Errors Print

Overview

If you’re seeing errors when sending or receiving email, don’t panic — most issues are easy to fix. This guide explains the most common email problems on ArchGriffin-hosted accounts and how to resolve them quickly.

1. Incorrect Password or Login Failed

Symptoms: Your email app keeps asking for your password, or says login failed.

Fix:

• Double-check that you’re entering your full email address (e.g., [email protected])
• Passwords are case-sensitive — retype manually, don’t paste
• If unsure, log into Webmail to confirm the correct credentials
• Still stuck? Reset the password in cPanel under Email Accounts → Manage

2. “Mailbox Full” or “Quota Exceeded”

Symptoms: You can’t send/receive emails, or senders receive bounce-backs about storage.

Fix:

• Log into cPanel > Email Accounts > check the storage bar for your address
• Delete old emails in Webmail, especially in Sent and Trash folders
• Increase the mailbox quota under Manage (if your hosting plan allows it)

3. SMTP Authentication Required

Symptoms: You receive a “Relay not permitted” or “Must authenticate before sending” error.

Fix:

• In your email client’s outgoing mail settings, ensure “My outgoing server requires authentication” is enabled
• Use the same login details for SMTP as for your incoming server
• Confirm you're using port 465 (SSL) or 587 (STARTTLS) for SMTP

4. “Cannot Connect to Server” / SSL Certificate Warnings

Symptoms: Your email client won’t connect, or shows a security warning.

Fix:

• Use mail.yourdomain.com as the server hostname — not just yourdomain.com
• Use SSL ports: IMAP 993, POP3 995, SMTP 465
• If using a wildcard or Let’s Encrypt certificate, make sure DNS is correctly set and fully propagated

5. Emails Going to Spam

Symptoms: Recipients report your emails are landing in their spam/junk folders.

Fix:

• Ensure SPF, DKIM, and DMARC are set — these are pre-configured by ArchGriffin
• Avoid spammy subject lines and excessive links or attachments
• Ask your contacts to whitelist your address or domain
• Use Mail-Tester to check your spam score

6. “Too Many Connections” or “Connection Timed Out”

Symptoms: Email app freezes or errors intermittently, especially when checking multiple accounts.

Fix:

• Use IMAP instead of POP for better stability
• Reduce the number of devices or apps checking the account at the same time
• Disable automatic checks every 1 minute — set to 5+ minutes instead

7. “Sender Address Rejected” or Blacklist Errors

Symptoms: Emails bounce with a notice that the IP or domain is blocked.

Fix:

• ArchGriffin monitors IP reputation and uses outbound spam filters
• If you see these errors, open a support ticket — we’ll investigate and take corrective action

Still Stuck?

If you’ve tried the fixes above and you're still having issues, please submit a support ticket with the exact error message and your email app details (e.g., Outlook, iPhone Mail, etc.). We’re here to help.