¶ Common Email Issues and How to Fix Them in cPanel
If you’re having issues with your email account—like not receiving messages, login errors, or problems syncing across devices—don’t worry. Most email problems are easy to resolve with just a few steps.
💡 Important: If you're hosting your domain with GOZEN HOST and using our DNS servers, rest assured that essential email settings like SPF, DKIM, and MX records are already configured correctly by our team on our managed servers. You don't need to adjust them.
This guide walks you through the most common email issues and how to fix them from your end—without touching anything technical.
¶ 📥 1. Not Sending or Receiving Emails
Possible causes:
Your mailbox may be full, your email app may be misconfigured, or your internet connection may be blocking ports.
How to check and fix:
- Log in to cPanel and go to Email Accounts.
- Check the storage quota for your email account. If it's full, delete old messages or contact us to increase your quota.
- Open your email app (like Outlook, Thunderbird, Apple Mail) and ensure the mail servers are set to:
- Incoming (IMAP/POP):
mail.yourdomain.com - Outgoing (SMTP):
mail.yourdomain.com
- Incoming (IMAP/POP):
- Use secure ports:
- IMAP: 993 with SSL
- POP3: 995 with SSL
- SMTP: 465 with SSL or 587 with STARTTLS
❗ If you’re not sure how to check or update these settings, contact our support team and we’ll help you configure your devices properly.
¶ 🔑 2. Password Errors or Authentication Failed
Fix:
- Go to cPanel > Email Accounts.
- Click Manage next to the problematic email address.
- Reset your password using the Change Password option.
- Update the new password in your email client or mobile device.
✅ Tip: Make sure you're using password authentication (not OAuth or other advanced options) in your email client.
¶ 🔄 3. Emails Not Syncing Across Devices
If you can’t see the same emails on your phone and desktop, it’s likely your email app is using POP3 instead of IMAP.
Fix:
- Re-add your email account using IMAP, which keeps emails synchronized across devices.
- Double-check that the device is not set to work offline.
- If the issue persists, try logging in through Webmail to confirm messages are arriving.
¶ 🕵️ 4. Email Not Arriving / "Mailbox Not Found" Error
If someone reports that their email to you is bouncing back with a 550 error:
- Double-check the spelling of the email address.
- In cPanel > Email Accounts, verify that the account exists.
- If it’s missing, you can recreate it or reach out to our support for assistance.
¶ 🚫 5. Emails Going to Spam or Junk
GOZEN HOST pre-configures your domain with proper SPF, DKIM, and MX records (when using our DNS servers), so you don't have to worry about advanced settings.
To help improve deliverability:
- Avoid using ALL CAPS or spammy phrases in subject lines.
- Always include clear sender information and a text version of your email (especially for newsletters).
- Ask your recipients to whitelist your email address if messages land in spam.
¶ 🧹 6. Delays or Emails Stuck in the Queue
What to do:
- Log in to cPanel and open Track Delivery under the Email section.
- Look for recent email logs to see if there are any delays or bounce errors.
- If the issue is unclear, open a support ticket and our team will investigate further.
¶ ✅ Best Practices to Keep Email Working Smoothly
- Regularly clean up old messages to avoid hitting quota limits.
- Use Webmail when unsure if your email client is the problem.
- Always configure your devices using the IMAP protocol and secure ports.
- Keep your password private and change it periodically.
💬 Need Help from a Human?
Our support team is available 24/7. Open a ticket now and we’ll help resolve any issue quickly and efficiently.
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