Common Email Hosting Setup Mistakes (and how to fix them)

Email Hosting Setup Problems and Solutions

Email hosting is a service that allows you to send and receive email using your own domain name instead of a free email provider. Many businesses and website owners set up email hosting when they register a domain or launch a website. It’s more professional, and in the long run it’s easier to use.

Below are the most common problems people encounter when configuring email hosting.

1. Incorrect MX Records

MX records tell the internet where emails for your domain should be delivered. If these records are missing or incorrect, incoming messages won’t reach your mailbox.

Signs of an MX record problem:

• You can’t receive email
• Senders get bounce-back messages
• Your website works but email does not

How to fix it:

• Log in to your domain registrar or DNS provider
• Locate the DNS settings for your domain
• Add the MX records provided by your email host
• Remove any conflicting or outdated MX records

After updating MX records, allow up to 24 hours for DNS changes to fully update across the internet.

2. Wrong Incoming or Outgoing Mail Server

Every email account connects to two servers, an incoming and outgoing mail server. The incoming server receives your email while the outgoing server sends it. If these server addresses are incorrect, your email client will fail to connect.

Common symptoms:

• You can receive emails but cannot send them
• Email apps show connection errors
• Your app repeatedly asks for your password

How to fix it:

Check your email provider’s setup guide and confirm the following settings:

• Incoming server name (IMAP or POP)
• Outgoing server name (SMTP)
• Port numbers
• Encryption settings (SSL or TLS)

If you are unsure, delete the account from your email client and add it again using the official configuration settings.

3. Choosing POP Instead of IMAP

When configuring incoming email, most providers allow two options, IMAP or POP. If you choose IMAP it means your emails will stay on the server and sync across multiple devices. IMAP is best for phones, laptops, and tablets. Choosing POP means emails are downloaded to one device and messages may disappear from other devices.

Signs you’re using POP:

• Emails show on one device but not another
• Inbox content differs between devices

• Emails disappear after being read

How to fix it:

Use IMAP instead of POP if you want your email to stay synchronized across multiple devices. Most modern email providers recommend IMAP for this reason.

4. Incorrect Username Format

Depending on your host configurations, you may be required to include your full email address while logging in, and you may only be required to use the first part.

Examples:

• Full email address: [email protected]

• Mail box name: name

Symptoms:

• Login fails despite correct password
• Email client keeps requesting credentials

How to fix it:

Check your provider’s documentation and try both formats if you’re unsure. Most modern email hosts require the full email address as the username.

5. Missing Email Authentication Records (SPF, DKIM, DMARC)

Authentication records help verify that emails sent from your domain are legitimate. Without them, your messages are more likely to land in spam folders.

The most common authentication records include:

• SPF (Sender Policy Framework)
• Specifies which servers are allowed to send email from your domain.
• DKIM (DomainKeys Identified Mail) Adds a digital signature to verify the message wasn’t altered.
• DMARC (Domain-based Message Authentication) Tells receiving servers how to handle authentication failures.

Signs authentication is missing:

• Emails go to spam
• Messages marked as suspicious
• Delivery warnings appear

How to fix it:

Your email hosting provider should provide DNS records for SPF, DKIM, and DMARC. Add these to your domain’s DNS settings. Once configured, email deliverability typically improves significantly.

How Northwest Can Help

When you host your email with Northwest you won’t need to worry about getting buried in technical difficulties. Our Corporate Reps are ready and able to help you through any problems that might come up.

Independently Owned. Northwest is never shackled by the needs of short-term shareholder thinking. We invest in quality for the long-term.

Privacy. Security. Consistent Pricing. We don’t sell client data. All hosting packages include SSL security. And no annoying second-year rate hikes.

Open-Sourced Platforms. Never put your website on a proprietary platform. When you build a WordPress website at Northwest, it’s yours to keep.

Northwest Email Hosting