Knowledgebase

Troubleshooting Email Issues in WHM/cPanel

Introduction: Email issues can disrupt communication and business operations. This guide outlines common email problems in WHM/cPanel and provides step-by-step solutions to diagnose and resolve them effectively.

Content:

1. Checking Mail Server Status:

   • Access WHM/cPanel dashboard.
   • Navigate to "Service Status" or "Server Status."
   • Verify that Exim (mail server) is running.

2. Checking Email Configuration:

   • Access "Email Accounts" in cPanel.
   • Ensure correct email account settings (username, password).
   • Confirm email account quota and disk usage.

3. Troubleshooting Sending Emails:

   • SMTP Settings:

     • Verify SMTP server settings (outgoing server).
     • Check authentication requirements.

   • Email Client Configuration:

     • Verify client settings (SMTP server, ports, SSL/TLS).
     • Test sending from different email clients.

   • Sender Policy Framework (SPF):

     • Ensure proper SPF records in DNS settings.
     • Validate SPF using online tools.

4. Troubleshooting Receiving Emails:

   • POP3/IMAP Settings:

     • Verify POP3/IMAP server settings (incoming server).
     • Confirm SSL/TLS settings.

   • Email Account Quota:

     • Check if the mailbox has exceeded its quota.
     • Increase quota if necessary.

5. Diagnosing Email Delivery Issues:

   • Mail Queue Examination:

     • Access "Mail Queue Manager" in WHM.
     • Identify stuck emails and delivery errors.

   • Log Analysis:

     • Access Exim logs in WHM or via SSH.
     • Look for error messages indicating delivery failures.

6. Spam and Filtering Issues:

   • Spam Filters:

     • Adjust spam filter settings in cPanel.
     • Whitelist important senders if necessary.

   • Email Client Filters:

     • Check client-side filters diverting emails to folders.

7. DNS Configuration:

   • MX Records:
     • Confirm correct MX records pointing to the mail server.
     • Resolve MX record issues with domain registrar.

8. Server Firewall and Restrictions:

   • Firewall Rules:
     • Check server firewall settings for outgoing mail.
     • Ensure ports like 25 (SMTP) are not blocked.

9. Testing Email Functionality:

   • Use online email testing tools to diagnose issues.
   • Send test emails to external accounts for verification.

10. Seeking Professional Help:

    • If issues persist, consider reaching out to cPanel support.
    • Consult a system administrator for advanced troubleshooting.

This comprehensive guide empowers users of WHM/cPanel with the knowledge to identify, diagnose, and resolve common email issues efficiently, ensuring smooth communication and email functionality.