CPanel Email Problems
Introduction
However easy cPanel is to use, you may now and then run into a technical glitch with your email, whether in sending, receiving, or the way messages are flagged as spam. Here we go through the most widespread of these problems, each with a direct, practical solution that saves you time and protects you from losing important messages.
CPanel Email Problems
1. New Messages Stop Arriving
Possible Causes
- The mailbox storage is full.
- A fault in the MX record within the DNS settings.
- Messages are being classed as spam and sent to another folder.
The Fix
- Review the space used under Email Accounts and increase the quota if needed.
- Verify the MX record through Zone Editor; it must point to your actual mail server.
- Open the Spam folder in Webmail to make sure no messages ended up there by mistake.
2. Messages Fail to Send
Possible Causes
- Incorrect SMTP settings in the mail program.
- The “Authentication” option is not enabled.
- The daily limit on outgoing messages has been exceeded.
The Fix
- Check the SMTP settings (server, port, encryption) on the Connect Devices page.
- Enable “My server requires authentication” in your mail program.
- Look at the Email Deliverability log, or contact your hosting company to confirm you have not exceeded the allowed limit.
3. Outgoing Mail Ends Up in Recipients’ Spam Folders
Possible Causes
- SPF, DKIM, and DMARC records are missing or wrong.
- The message contains suspicious words or links.
- The server’s IP address has a poor reputation with the major mail providers.
The Fix
Read our article on email protection (SPF, DKIM, DMARC) to be sure your records are configured correctly, and stay away from exaggerated subject lines such as “Completely Free!!!” or dubious shortened links.
4. Forgetting the Mailbox Password
The Fix
- Log in to cPanel with your main hosting account, not the mailbox itself.
- Open Email Accounts.
- Next to the account you need, click Manage, type a new password, and save it.
5. The Mailbox Fills Up Quickly
The Fix
- Delete old messages and any large attachments you do not need.
- Empty the Sent and Trash folders regularly.
- Increase the quota from the Email Accounts page if your plan allows it.
- Turn on archiving of old messages on your own device if you use POP3.
6. Unable to Connect to a Mail Program Like Outlook or Thunderbird
The Fix
- Check that the username is typed in full (the entire email address, not just the first part).
- Make sure the server and port details match what the Connect Devices page shows.
- Confirm that your device’s firewall is not blocking the mail ports being used.
Frequently Asked Questions
Most often it is a full storage quota or a fault in the MX record, so check both first.
Look at the Email Delivery Reports log in cPanel to see each message’s status and the reason for any delay.
If the Trash folder has not been emptied yet, you can restore it from there directly. If it is not there, ask your hosting company whether it can be retrieved from backups.
Be sure to empty the Trash folder after deleting, because deleted messages still count toward your space until they are permanently cleared.
Yes. Just add the account again in your mail program and choose IMAP, keeping in mind that messages previously downloaded via POP3 and removed from the server may not come back.
