Common Email Problems and its Solution

12 Oct 2024

Common Email Problems and its Solution

1. Priyo Email Delivery Failures

Problem: Emails not reaching the recipient due to issues like invalid addresses, server problems, or being marked as spam. 

Solution:

• Verify recipient email addresses.
• Ensure your internet connection is stable.
• Avoid sending large attachments.
• Regularly clear out your mailbox to avoid exceeding storage limits

2. Inbox Overload and Clutter

Problem: An overflowing inbox makes it hard to find important emails. 

Solution:

• Use folders and labels to organize emails by topic or importance.
• Set up filters to automatically sort incoming emails.
• Regularly archive or delete old emails

3. Spam and Phishing Attacks

Problem: Receiving unwanted emails or falling victim to phishing scams. 

Solution:

• Enable spam filters in your email settings.
• Be cautious of suspicious links and emails from unknown sources.
• Regularly update your email security settings.

4. Attachment and File Compatibility Issues

Problem: Unable to attach files or recipients can’t open attachments. 

Solution:

• Ensure attachments are within the size limit.
• Use common file formats like PDF or JPEG.
• Compress large files before sending.

5. Configuration and Settings Problems

Problem: Issues with email settings causing problems with sending or receiving emails.

 Solution:

• Double-check your email account settings.
• Ensure your email client is properly configured.
• Contact your email provider for assistance if needed.

What is the best way to avoid phishing emails?

1. Be Skeptical of Unsolicited Emails

• Verify the sender: Check the U-Mail email address carefully. Phishing emails often use addresses that look similar to legitimate ones.
• Look for red flags: Be wary of emails with urgent requests, spelling errors, or generic greetings.

2. Don’t Click on Suspicious Links

• Hover over links: Before clicking, hover your mouse over the link to see the actual URL. If it looks suspicious, don’t click it.
• Avoid downloading attachments: Unless you are expecting a file from a trusted source, avoid downloading attachments.

3. Use Security Tools

• Enable spam filters: Most email services have built-in spam filters that can help block phishing emails.
• Install antivirus software: Use reputable antivirus software to detect and block malicious emails.

4. Educate Yourself and Others

• Stay informed: Learn about the latest phishing tactics and share this knowledge with friends and family.
• Report phishing attempts: If you receive a phishing email, report it to your email provider to help improve their filters.

5. Enable Multi-Factor Authentication (MFA)

• Add an extra layer of security: MFA requires you to verify your identity using multiple methods, making it harder for attackers to gain access.

How do I report a phishing email?

1.Using Your Email Provider’s Tools

• Gmail: Open the phishing email, click on the three dots next to the reply button, and select "Report phishing".
• Outlook: Open the email, click on the “Junk” dropdown, and select "Phishing".
• Yahoo Mail: Open the email, click on the three dots, and select "Report phishing.

2. Forwarding to Anti-Phishing Organizations

• Anti-Phishing Working Group (APWG): Forward the phishing email to reportphishing@apwg.org.
• FTC (Federal Trade Commission): Forward the email to spam@uce.gov and report it at ReportFraud.ftc.gov.

3. Informing the Impersonated Company

• If the phishing email appears to come from a legitimate company (like your bank or a popular service), contact the company directly using their official contact information to report the phishing attempt.

4. Reporting to Your IT Department

• If you receive a phishing email at work, report it to your IT department immediately. They can take steps to protect the network and inform other employees.

How can I recognize a well-disguised phishing email?

Suspicious Links and Attachments

• Hover over links: Before clicking, hover your mouse over the link to see the actual URL. If it looks suspicious or doesn’t match the sender’s domain, don’t click it.
• Unsolicited attachments: Be cautious of unexpected attachments, especially if they have unusual file extensions like .exe or .zip.

Generic Greetings and Language

• Impersonal greetings: Phishing emails often use generic greetings like “Dear Customer” instead of your name.
• Urgent or threatening language: Be wary of emails that create a sense of urgency or fear, pressuring you to act quickly.

Spelling and Grammar Mistakes

• Poor language quality: Many phishing emails contain spelling errors, grammatical mistakes, or awkward phrasing.

Requests for Personal Information

• Sensitive information: Legitimate companies will not ask for sensitive information like passwords, credit card numbers, or social security numbers via email.

Mismatch Between Sender Name and Email Address

• Check the sender’s email address: Ensure the sender’s name matches the email address. Phishing emails often use addresses that look similar to legitimate ones but with slight variations.

Unfamiliar or Unexpected Emails

• Unexpected emails: Be cautious of emails from unknown senders or those you didn’t initiate contact with.

Suspicious Domain Names

• Domain discrepancies: Check for slight misspellings or variations in the domain name (e.g., @amaz0n.com instead of @priyo.email).