Not Receiving Emails? Here Are the Causes and Fixes

Email is still the most important communication channel for businesses. If your emails aren't reaching customers, suppliers or colleagues, you miss quotes, orders and important messages. The problem is that email issues are often invisible: the sender thinks the message has gone out, but the recipient never received it. TRON Group specialises in Microsoft 365 and email configuration, and solves problems like these every day.

SPF, DKIM and DMARC: the foundation of reliable email

The most common reason emails go undelivered is incorrect or missing email authentication. Modern mail servers check three things before accepting an email: SPF (is this server allowed to send on behalf of this domain?), DKIM (has the message been altered in transit?) and DMARC (what should happen if SPF or DKIM fails?). If any of these records is missing or misconfigured, your emails are rejected or dropped into the spam folder. Good IT security starts with correct email authentication.

Blacklisting: when your domain is treated as spam

If your domain or your mail server's IP address ends up on a blacklist, many receiving servers will automatically reject your emails. This can happen when a hacked account has sent spam, when your mail server is misconfigured, or when you share an IP address with a spammer. The consequences are serious: customers and suppliers simply stop receiving your emails. TRON Group checks your domain against blacklists and helps you get removed quickly.

Spam filters and quarantine

Sometimes emails aren't blocked outright but end up in quarantine on the receiving server. This is a particular problem with organisations that run strict spam filters. The recipient doesn't know there are emails in quarantine, and you don't get an error message. Correct authentication and a good sender reputation keep this risk to a minimum. Our helpdesk helps you configure the spam filters on your own side correctly.

Did you know email problems are also a security risk? If DMARC isn't configured correctly, attackers can send emails on behalf of your domain (spoofing). This can lead to phishing attacks on your customers and suppliers. TRON Group configures DMARC with monitoring, so you know exactly who is sending email on behalf of your domain. Take a look at our managed IT services for complete email security.

Are your emails not arriving? Get in touch with TRON Group straight away. We carry out a complete mail flow analysis and fix the problem fast. TRON Group offers 24/7 IT support, so you can reach us outside office hours too. Call us on +31 85 303 5869 for immediate help.