Common email problems and solutions

13 Oct 2024

Common email problems and solutions

1. Priyo Emails That Are Too Long

• Problem: Long emails can be overwhelming and often contain information that could be better conveyed through a face-to-face conversation or a phone call. 
• Solution: Keep emails concise and to the point. If a detailed discussion is necessary, consider scheduling a meeting or a call instead.

2. Too Much Back and Forth

• Problem: Lengthy email threads can be confusing and hard to follow. 
• Solution: Summarize the conversation in your reply and bring the key points to the forefront. If the discussion is getting too lengthy, suggest moving to a real-time communication tool like a phone call or a chat app.

3. Being CC’d When It’s Not Relevant

• Problem: Receiving emails that are not directly relevant to you can clutter your inbox. 
• Solution: Politely ask the sender to remove you from the CC list if the information is not pertinent to your role. Use U-Mail email filters to automatically sort or delete such emails.

4. A Flurry of Reply-All Responses

• Problem: Reply-all responses can flood everyone’s inbox with unnecessary emails. 
• Solution: Use reply-all sparingly. If you need to address a specific person, reply directly to them. Encourage your team to do the same.

5. Inability to Send or Receive Emails

• Problem: This can be due to internet connection issues, server downtime, or mailbox storage limits. 
• Solution: Check your internet connection and ensure your email server is up and running. Clear out old emails to free up space if your mailbox is full.

6. Spam and Phishing Emails

• Problem: Receiving unwanted or malicious emails. 
• Solution: Use a robust spam filter and be cautious about opening emails from unknown senders. Report phishing attempts to your email provider.

7. Forgotten Passwords

• Problem: Being locked out of your email account due to a forgotten password. 
• Solution: Use a password manager to keep track of your passwords. Most email services offer a password recovery option that you can use to reset your password.

How can I prevent my emails from going to spam?

1. Use a Professional Email Address

Ensure you’re sending emails from a professional domain (e.g., yourname@yourcompany.com) rather than a free email service.

2. Authenticate Your Emails

Set up email authentication protocols like DKIM (DomainKeys Identified Mail), SPF (Sender Policy Framework), and DMARC (Domain-based Message Authentication, Reporting, and Conformance). These help verify that your emails are legitimate.

3. Avoid Spam Trigger Words

Be cautious with words like “Free,” “Win,” “Exclusive Offer,” and excessive use of exclamation marks. These can trigger spam filters.

4. Maintain a Clean Mailing List

Regularly clean your mailing list to remove inactive or invalid email addresses. This helps maintain a good sender reputation.

5. Use Double Opt-In

Implement a double opt-in process where subscribers confirm their subscription. This ensures that your recipients genuinely want to receive your emails.

6. Provide an Easy Unsubscribe Option

Always include a clear and easy way for recipients to unsubscribe from your emails. This reduces the chances of your emails being marked as spam.

7. Personalize Your Emails

Personalize your emails with the recipient’s name and other relevant information. This makes your emails more engaging and less likely to be marked as spam.

8. Monitor Your Sender Reputation

Keep an eye on your sender reputation using tools like Sender Score. A poor reputation can lead to your emails being flagged as spam.

9. Avoid Large Attachments

Large attachments can trigger spam filters. Instead, use links to files stored on cloud services.

10. Test Your Emails

Before sending out a large campaign, test your emails using tools like Mail-Tester or Litmus to see if they are likely to be flagged as spam.

What is the difference between spam and promotional emails?

Spam Emails

• Unsolicited: Spam emails are typically sent without the recipient’s consent. They often come from unknown or untrusted sources.
• Content: They may contain irrelevant, misleading, or malicious content. Common examples include phishing attempts, scams, and advertisements for dubious products or services.
• Frequency: Spam emails are often sent in bulk to a large number of recipients indiscriminately.
• Legality: Sending spam emails can violate laws like the CAN-SPAM Act in the U.S. and GDPR in Europe. These laws require senders to obtain consent and provide an easy way to unsubscribe.

Promotional Emails

• Opt-In: Promotional emails are sent to recipients who have opted in or subscribed to receive them. They come from businesses or organizations that the recipient has interacted with.
• Content: These emails contain marketing content such as special offers, discounts, product updates, and newsletters. They are relevant to the recipient’s interests or previous interactions with the sender.
• Frequency: While they can be frequent, promotional emails are usually sent at a manageable rate and often include options to adjust the frequency.
• Legality: Promotional emails comply with email marketing laws and regulations. They include clear unsubscribe options and respect the recipient’s preferences.

Key Differences

• Consent: Spam lacks recipient consent, while promotional emails are sent to those who have opted in.
• Source: Spam often comes from unknown sources, whereas promotional emails come from known and trusted businesses.
• Content Quality: Spam can be irrelevant or harmful, while promotional emails aim to provide value to the recipient.