Tips and tricks to send, receive and organize your email
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Unlimited mailbox, again?
“Unlimited” is catchy, attractive and lucrative BUT:
1. In long term, the mail server can be overloaded if one out of their email subscribers decided to go unlimited.
2. The total number of mailbox grows uncontrolled, taking up bandwidth can cause slow email download.
3. What is their fair usage policy? Better to have than not.
It is simply over-promising and over-committing
Categories: Tweaks.
1) Duplicate Emails
http://www.emailhosting.com.my/2010/02/18/duplicate-emails/
2) Outgoing email are marked as Spam
http://www.emailhosting.com.my/2010/02/08/solving-spam-problem/
3) Webmail, POP or SMTP server not found
http://www.emailhosting.com.my/2009/07/04/the-host-could-not-be-found/
4) Missing Email
http://www.emailhosting.com.my/2010/01/15/one-myth-solved-missing-email/
5) Email Attachments Arrive as Garbled Text
http://www.emailhosting.com.my/2009/05/06/email-attachments-arrive-as-garbled-text/
Solving email problem is our main business and we love our job very much :)
Talk to us if we can be of any help. Email pin@1.my
Pin
Categories: Tweaks.
ABOUT MX LOOKUP
This test will list MX records for a domain in priority order. The MX lookup is done directly against the domain’s authoritative name server, so changes to MX Records should show up instantly. You can click Diagnostics , which will connect to the mail server, verify reverse DNS records, perform a simple Open Relay check and measure response time performance. You may also check each MX record (IP Address) against 147 DNS based blacklists . (Commonly called RBLs, DNSBLs)
Categories: Email Test.
Download of your email and speed to access the website is slower in US server, if the users are from Malaysia
This is quite a common statement I have been hearing, all this while. It is kinda ‘logical’ to think that way knowing that US is geographically located in the far far land from Malaysia. But
1. Facebook, Gmail, Twitter and many sites you are using daily are hosted in US
2. The difference could be in miliseconds…. Yes, ‘mili’. Today, the earth turn faster, who cares?
Categories: Email Test, Free Email Reviews.
The free download allows you to use Outlook 2010 Beta until October 2010.
http://us1.office2010beta.microsoft.com/product.aspx?sku=10199914&culture=en-US
Categories: Free.
We have so far, two group of email users, both facing problems when using Bit Defender antivirus software. The software installed an email scanner which cause timeout error to Webmail and connection to POP & SMTP servers. Overall, it slows down the emaill downloading process too.
Uninstall BitDefender
Categories: Free, Free Email Reviews.
The following recipient(s) could not be reached:
‘watt1@hanafos.com’ on 22/02/2010 11:32 AM
501 5.1.3 Bad recipient address syntax
If you look closely, the open and close quote are mistakenly included as part of the email address. This problem usually happen to Outlook when someone reply an HTML email.
Remove the quote or enter the email address manually can solve the problem.
Categories: Email Test, Free.
Some email users are getting duplicate emails on their email clients including Outlook and Outlook Express. To be more technically specific, after you download your email messages from a POP3 email server, and then you download your messages again, duplicate e-mail messages may be downloaded.
Possible causes of duplicate emails:
1) Microsoft Office Outlook 2003 Issues
This problem may occur if you use the Leave a copy of messages on the server option. This problem was first fixed in a hotfix that is now contained in a service pack. If you installed the latest Office 2003 service pack, you do not have to install the hotfix. Or, simply turn off the Leave a copy of messages on the server option. Note, you can find more information about this issues at http://support.microsoft.com/kb/885870
2) Share the same email address on two separate computers
In short, some email users are depending on the Leave a copy of messages on the server option to ensure each of them are getting a copy of the messages in their Inbox. Some have the issues persist even after upgrading their Outlook 2003. There is no quick fix to this issues. Alternatively, get another email address for each user. Or, have all email users use Webmail instead of email clients. Webmail does not download the email to your computer, thus bypass the need of using Leave a copy option.
Since eliminating the problem at its source is not feasible, the last resort is to remove duplicate email manually or using program like MapiLab’s Duplicate Email Remover.
3) Corrupt email message in your inbox on the mail server
If you are getting duplicate emails on your computer in your Outlook Express, it could be that there is a corrupt email message in your inbox on the mail server. To delete the corupt email, simply delete the corrupt/damaged message that is creating the duplicates. You can do it in by going to your Webmail.
4) Sync file error in outlook Express
The file which keep track of which messages are downloaded from the POP email server may have problem keeping the sync in order. Go to the Email Store Folder in your Outlook Express and remove the file named ‘Pop3uidl.dbx’ while the Outlook Express is closed. Turn on the Outlook Express after removal and a new ‘Pop3uidl.dbx’ will be created automatically.
5) Incomplete email downloading
Each time you press the Send & Receive button in your Outlook or Outlook Express, the email messages are downloaded from your POP email server to your computer. Interrupted Internet connection or large email download may cause the downloading process to timeout. The next time you press the Send & Receive button, it retrieves messages all over again.
6) Sender’s email client infected by Virus
Sometimes, the duplicate email problems are caused by the sender. The sender’s Outlook may have been infected by Virus and it us used to trigger Spam email messages unnoticed. Or, simply a looping sending process happens to a corrupted Outlook.
Categories: Performance, Spam, Tweaks.
One of my friend told me most of their outgoing email are marked as Spam. Their email is xxx@abc.com. The official SMTP is delay.abc.com. But, my friend is not using that official SMTP address. Instead, they are using xyz.abc.com, which appear to be a sub domain.
Thanks to ‘Dig All Pointings of a Zone File‘. I managed to list out the list of pointing for abc.com. We discover xyz.abc.com is not listed as MX record.
Myth solved. Finally, they will add a new MX using xyz.abc.com to solve the Spam problem.
Spam problem can be solved. If you have such problem, let me know
Categories: Tweaks.
Categories: Performance.
Quite a few of you use Gmail’s custom “From:” to send messages with one of your other email addresses listed in place of your Gmail address. Since these messages are sent by Gmail’s servers but “from” a non-Gmail address, we have to include your original Gmail username in the “Sender” field of the message header to comply with mail delivery protocols and help prevent your mail from being marked as spam.
and the ‘no evil Google’ in the last paragraph says:
If you use Google Apps Premier or Education edition and would like to send mail as another address within your domain or within an aliased domain, no sweat. We do all the work behind the scenes so your original username won’t be listed in the “Sender” header, and your recipients won’t see “on behalf of.”
Isn’t this contradict each other?
Many corporate users use Gmail to deliver their business email. In such case, Gmail is no way branded and I think it is time now for Gmail to take dramatic measures penalize you from continue doing that.
Categories: Planning Your Email.
Some sites can not be found when you’re using the free WIFI. It can be blocked (eg, gutteruncensored.com) or simple because the proxy server is not resolving the domain name. The following are the common error message you will see:
Requested URL not found
Add 208.67.222.222 and 208.67.220.220 as your DNS under the TCP/IP setting can solve the problem immediately. The pair of IP addresses are provided by OpenDNS, a far more reliable and free DNS server.
What is Missing Email? When someone send you an email but you never receive it. It is not in your Spam folder and it not blocked by your email scanner. Your sender is very sure that the email has been sent. So, where is the email gone?
We visited our customer this morning to do a CSI investigation on site.
Only to find out, there is an extra ‘:’ found in front of the email address used by the Sender. Looks Sender’s Outlook had appended this kidding fields into the email address after one press the Reply button.
Anyway, we are happy the problem solved :)
Categories: Performance, Support.
This morning, a friend of mine was unable to use his Gmail account. It was locked down for 24 hours. Apparently, my friend is sending out about 200 emails using Groupmail, a mailing list software where it can personalize your message. It is only to the friends of his Blog.
Gmail lockdown screen
Again, this may have violates the terms of use of Gmail. Anyway, having your Gmail lockdown for 24 hours can bring impact to your business.
The question is, it is solely Gmail’s decision to reinstate your email, since it is FREE.
Categories: Tweaks.
Go to http://www.intodns.com/ and enter your own domain name (do not enter ‘www’). The result shows the health and configuration of your DNS, Email and Web server.
Spot any Red (Error) or Yellow (Warning) rows? Ask Pin (pin@1.com.my)
Go to http://www.kitterman.com/spf/validate.html and enter your own domain name (do not enter ‘www’). The result shows if you have a SPF record. SPF fights return-path address forgery and makes it easier to identify spoofs.
Spot 'No type SPF records found? Ask Pin (pin@1.com.my)
Categories: Performance, Tweaks.
1. Outlook Express was developed as part of Internet Explorer with the home user in mind while Outlook was developed as part of Microsoft Office with the corporate user in mind.
2. Outlook Express is a basic Internet mail program that is part of Internet Explorer and Windows. Outlook is a full-featured personal information manager that is available as a part of Microsoft Office and also as a stand-alone program.
3. Outlook has a host of features that Outlook Express does not have, such as a calendar, a task list, a journal, and automatic backup into archive files.
4. Outlook can be programmed using Visual Basic for Applications (VBA) but Outlook Express cannot.
5. Outlook also has a very powerful Junk Mail feature
6. Outlook has message rules for both incoming and outgoing mail, while Outlook Express can only filter incoming.
7. Outlook Express was designed for use on a single computer and so its message store and settings cannot be stored on a server. Outlook however was tailor-made for networks, and so its message store can be on a central server that many machines can access.
Extracted from http://www.fixya.com/support/r584018-difference_between_microsoft_outlook
Categories: Outlook Express.
From Rackspace’s Email Blog:
There is a proven theory in the investing world about how one should not put all their eggs in one basket. In a word, diversification. The logic of diversification has been applied to many circles of life, but it is now proving to be good advice in communications, especially email.
Several of the consumer email providers have been trying to service business customers in recent years. Microsoft began with MSN mail, added Hotmail, and now has Live Mail, which accepts subscriptions from individuals as well as micro businesses. Google is another example, where Gmail is offered to both consumers as well as universities and businesses under Google Apps. Having both one’s personal and work email in one account with the same provider might sound like a move that simplifies life, but it exposes additional risks when outages happen.
This is coming to light for users of Gmail today, which is having another unfortunate service outage. (Full Disclosure: We admit we are not perfect either) A tweet message from @eskobarnow hits on this exact point. When your personal email account is unavailable, you can use your work account for important personal emails. Vice versa when your work email is down. However, as @eskobarnow points out, one can be “screwed” when a single outage makes both your work and personal account inaccessible.
These days, the ability to easily import contacts and files from one system to another is rather easy in many cases. Accordingly, the benefits of using the same provider for work and personal email are lessened. Some providers allow two accounts to be viewed in a single inbox view, which is surely more elegant then using forwarding rules to accomplish the same. HOWEVER, what good is it to have all messages from two or more different accounts on the same inbox, when the inbox is not accessible?
Yes, diversification works in the email world just as it does in investments.
Categories: Free Email Reviews.
1. Use Email Receipt
2. Ignore Returned Mail
3. Send Large Attachment
4. Mark Message Read Automatically
5. Never Use Reply-All
6. Setup Redundant Auto-responder
7. Never Change Your Password
8. Use Incorrect Encoding
9. Always Compose Email in HTML Format
10. Use Sender Verification from Spam Arrest
Categories: Planning Your Email, Tweaks.
When Gmail went down today, it caused more than a minor panic. People, like me, who use Gmail as their primary email couldn’t get much work done. There’s nothing like an outage to make you realize how much you rely on something.
So what happened exactly? Isn’t Gmail supposed to have multiple points of failure? Well yes, Gmail has thousands and thousands of overlapping mail servers which can pic up the slack if any one fails because the data is replicated and spread all around. But there are also request servers which do nothing but route the requests for email to whichever server (with the right emails on it) happens to be available.
It tuns out that Google took down some regular email servers for routine maintenance, and because of some recent changes, that overloaded the request servers. Google engineering VP Ben Treynor explains on the Gmail Blog:
At about 12:30 pm Pacific a few of the request routers became overloaded and in effect told the rest of the system “stop sending us traffic, we’re too slow!”. This transferred the load onto the remaining request routers, causing a few more of them to also become overloaded, and within minutes nearly all of the request routers were overloaded. As a result, people couldn’t access Gmail via the web interface because their requests couldn’t be routed to a Gmail server. IMAP/POP access and mail processing continued to work normally because these requests don’t use the same routers.
So much for redundancy.
Gmail, which recently passed AOL to become the third largest Web mail service in the U.S., is obviously having some growing pains. A few hours of downtime is not the end of the world, although it might seem like it at the time. It just better not make this a new habit.
Article extracted from http://www.techcrunch.com/2009/09/01/why-gmail-failed-today/
Categories: Free Email Reviews.
Good thing Gmail is out of beta. It is now the third largest Web mail service in the U.S. In July, Gmail nudged past AOL Email with 37 million unique visitors compared to 36.4 million for AOL, according to comScore estimates. (Gmail is the orange line in the chart below). That puts Gmail within sight of the No. 2 player, Windows Live Hotmail, which has 47 million unique visitors. After that there is a wide gulf separating Yahoo Mail and its 106 million monthly unique visitors.
Categories: Free Email Reviews.
Tunome.com allows you to find a list of email addresses you REALLY want, free of charge. For example, if you are not happy with ‘@gmail.com’, why not try ‘@games.com’?
Choose from hundreds of FREE email domains
Categories: Free Email Reviews.
Google launched Gmail only four years ago, and it is now the fourth most popular e-mail service on the Web after Yahoo Mail, AOL Mail, and Windows Live Hotmail. In 2008, it saw some serious growth in the U.S. Google doesn’t break out the number of Gmail users, but comScore estimates unique monthly visitors. According to the latest stats, the number of people visiting Gmail grew 43 percent last year to 29.6 million. In contrast, the much more massive Yahoo Mail grew 11 percent to 91.9 million uniques. AOL Mail finished in second place for the year with 46.6 million uniques (plus another 7.2 million visitors to AIM Mail), while Hotmail actually declined 5 percent to 43.5 million.
How can Gmail keep growing at such a fast rate, when the other email services seem to be stagnating? Maybe it’s because Gmail is evolving at a faster rate.
If you look at any of the major Web portals by subdomain, the email service always comes out near the top in terms of driving traffic (for instance, see Yahoo’s breakdown). Google never defined itself as a portal, but as it added more and more services beyond basic search, creating deeper connection swith consumers by offering them indispensable apps for free was always part of its strategy. And as much as we like to complain about it, email remains on of the most indispensable communication tools out there.
If you look at the chart below, you can get a sense of how Gmail gained against AOl Mail and Hotmail during 2008 (I left out Yahoo Mail because it is so much larger than the others that it skews the chart). At this rate, Gmail could overtake AOL and Hotmail within the next two years. Yahoo Mail won’t be as easy to catch. Although Yahoo Mail grew only 11 percent last year, it still added more visitors (9.4 million) than Gmail (8.8 million).
Extracted from http://www.techcrunch.com/2009/01/14/gmail-grew-43-percent-last-year-aol-mail-and-hotmail-need-to-start-worrying/
Categories: Free Email Reviews.
Special thanks to CNKuan for the compilation!
Categories: Free Email Reviews.
1) What is the overall health check status of your mail server?
DNSreport started as a free tools to run your mail server against 100 over tests. The result is a full page report to tell you where goes wrong and why! Anyway, the full report is now stripped-down in the free service. Without subscribing to their paid service, users are able to view a summary of your test result. The result is layman-proof, check it out!
2) Is your mail server running on a small scale setup?
Check the IP address of your Webmail, POP, SMTP and Website. If all of them are identical, your mail server must have installed all these services in one server. Putting all eggs in one basket, bad ideas! You can use the web-based Dig tools from Geektools!
3. Is your mail server hosted in just one or multiple data centre?
Again, based on the Dig tools, you can tell if most of the IP address are in the same class (only the last set of numbers are different). If they are, chances they are in the same data centre. Geographically-dispersed data center provides higher availability support.
4. Do you have a Reverse DNS?
It is not end of the world if you don’t’ Anyway, having one means you email are less likely to be marked as Spam! Use AOL Postmaster’s Reverse DNS Check.
5. The recipient’s email address has some problems, how to verify?
Use Free Email Address Verifier. This email verification tool actually connects to the mail server and checks whether the mailbox exists or not.
Are you a Lazy bugs? Email Pin (pin@1.com.my). He can run the test for you, free of charge!
Categories: Email Test, Free Email Reviews, Performance.
Both my TM Streamyx and Celcom Wireless broadband are not working for the whole day. I tried to restart both of my router and my wireless adapter (Repair from Taskbar), but no luck!
The Send and Receive button in my Outlook Express kept showing me a ‘Host could not be found’ error. But, the uptime report confirmed that the host pop.emailsrvr.com is up and running. So, where goes wrong?
The 'host could not be found' error in Outlook Express
The same error appeared in the web browser. I tried to access www.1.com.my but failed. It showed a ‘This webpage is not available error’. However, the uptime report is telling us that the host www.1.com.my is available! Where goes wrong again?
This webpage is not available
This is the catch:
1. Both hosts are available, but the errors show different status
2. Both error messages are returned almost immediately
The following steps are how you can fix the problem:
Go to Settings > Network Connections. Choose the active network adapter you have, and right click for Properties
Select the Properties of your active network adaptor
Select ‘Use the following DNS server addresses’. Replace them with 208.67.222.222 and 208.67.220.220. This pair of DNS servers are provided by OpenDNS, free of charge. It is far more reliable than any of your existing DNS servers, especially those from Telekom Malaysia, as well as Maxis, Digi, Timenet or Celcom wireless broadband!
The new Open DNS addresses
Hola.. done! Repair your connection, or simply restart your PC. It should work now. TM never seems to understand that they have some very serious resolving problems with their DNS servers.
Categories: Support.
Categories: Free.
My friend hosted their mail server in their own premises. Their in-house mail servers are connected to two fixed-IP Internet Connection. Since they have one one Mail Exchange server, setting up two MX records using the two different IP addresses might not help in this case.
| Round robin DNS is a technique of load distribution, load balancing, or fault-tolerance provisioning multiple, redundant Internet Protocol service hosts, e.g., Web servers, FTP servers, by managing the Domain Name System’s (DNS) responses to address requests from client computers according to an appropriate statistical model. In its simplest implementation Round-robin DNS works by responding to DNS requests not only with a single IP address, but a list of IP addresses of several servers that host identical services. The order in which IP addresses from the list are returned is the basis for the term round robin. With each DNS response, the IP address sequence in the list is permuted. Usually, basic IP clients attempt connections with the first address returned from a DNS query so that on different connection attempts clients would receive service from different providers, thus distributing the overall load among servers. More from Wiki! |
The key thing for a round-robin DNS is where loads are shared. The load are distributed among the first and second (or more) servers, randomly- without checking if any of them are down!
| When you sign up for the backup mail service, we automatically add our backup mail server in an MX record to your zone. This causes all incoming mail to attempt your primary server first, and if that fails, to try our backup server. When our backup server gets mail for you, it looks up your primary server, and periodically attempts to redeliver your mail to the primary. It will attempt redelivery for 10 days before returning the mail to the sender as undeliverable |
I do come across a MX backup features by Zoneedit. It has a workaround for this. It is a subscription based service though! Check this out http://www.zoneedit.com/doc/faq.html#faq42
Categories: Tweaks.
UUEncoded attachments appear as garbled text
Some attachments appear as garbled text in your Outlook or Outlook Express. It usually begins with “begin 666″ and followed by chunk of encrypted messages in the message body.
Most email clients or webmail support UUEncoded attachments. Decoding is done automatically. Yet, for some reason, the decoding was prevented and this causes the problem.
Try to check if any of the senders or the recepients are using Unix machines, or if the email was handled by command prompt. Also, check to make sure the email clients or the web browsers used to launch the Webmail are not having problem.
Categories: Tweaks.
Hyperspin has performed the uptime monitoring to 10 selected web hosting companies in Malaysia since September 2008. Each web server is tested for its uptime every 15 mins from at least 3 monitoring stations from different physical location.
The following report shows the uptime in percentage, total outage and total downtime. The measurement is able to reflect how reliable is a web host in Malaysia.
Categories: Performance.
Thanks to Hyperspin’s monitoring services, a total of more than 15 business email hosting companies in Malaysia was chosen to put on real test- How reliable is their email services? Both incoming and outgoing email servers are tested every 15 minutes since December 2007. The review reveals the uptime of each mail servers and every outage are recorded together with the downtime duration.
Recently, we have decided to include the total downtime in hour & minute format, to better reflect the performance of each company instead of using percentage. Perhaps, it is clearer to see the pain of not able to access your email this way :)
Malaysia Email Hosting Review
For those who has referred to this email report, you might also want to consider the following measurement before making a decision:
1. Do they have enough bandwidth and hardware resources to cater for total number of email users they have? Again, those offering unlimited mailbox might have a problem with this.
2. Your email service is not one, but a combination of various services and applications including POP, SMTP, IMAP, Webmail, Email Control Panel, Mobile Access, Mail Exchange, DNS, Spam & Virus filtering, etc. Features, software upgrade, bug fix, check them out!
3. Yes, domain name. Lost it means you lost your email. Make sure someone is taking care of it including renewal and updating of WHOIS information.
4. Those web hosting package bundling with email is not good. Email hosting is not free gift, why bundling it and make it less important when the fact is, clients use their email more often that the web! What happens if your web hosting expire and your email services will be terminated as well? Email and web are completely two different services!
5. Some email diagnose or test… This can be techy but it is not that difficult at all. Check if they have Reverse DNS corretly configured? Minimun two MX records? Geographically dispersed network? Blacklist?…
Categories: Email Test, Uptime, migration.
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