(What to Do When Email Isn't Working Properly)
If you're not receiving emails or unable to send them, don’t panic — email problems are common and usually easy to fix with a few quick checks.
This guide will walk you through how to troubleshoot both incoming and outgoing email issues on your XMLA-hosted email account.
Not Receiving Emails? Try This First:
1. Check Your Spam or Junk Folder
Many email clients (Gmail, Outlook, Apple Mail) may automatically route legitimate mail to spam.
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Mark messages as “Not Spam” if you find them there
2. Verify Mailbox Quota
If your inbox is full, new messages won’t be delivered.
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Log in to cPanel > Email Accounts
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Check the Storage Used for your email address
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Delete old emails or increase the quota if needed
3. Check DNS / MX Records
If you recently moved hosts or changed DNS, your domain may be pointing to the wrong mail server.
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Use MXToolbox to check your domain’s MX records
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Correct records should point to:
mail.xmlahost.com(unless using external services like Google Workspace)
Need help updating DNS? Contact XMLA Support
4. Review Email Forwarders & Filters
Forwarders, autoresponders, or custom filters could be misrouting or discarding emails.
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Go to cPanel > Email > Forwarders or Global Email Filters
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Remove or adjust any misconfigured rules
5. Check Blacklists or Blocked IPs
Sometimes the sender’s server is on a blacklist or your firewall is blocking email.
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Check firewall and spam settings
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Add trusted senders to your whitelist
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Ask the sender to check their server’s status via Blacklist Check
Having Trouble Sending Email?
1. Make Sure You're Authenticated
Your mail client must be configured to send using SMTP authentication.
SMTP Settings for XMLA:
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SMTP Server:
mail.xmlahost.com -
Port: 465 (SSL) or 587 (STARTTLS)
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Username: your full email address
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Password: your email password
Make sure your client is set to use "My outgoing server requires authentication."
2. Check for SMTP Restrictions
Your IP or hosting account might be limited due to outgoing spam protection.
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XMLA uses Outgoing Spam Monitor (OSM) to prevent blacklisting
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Contact us if your sending has been restricted — we’ll review and assist
3. Review SPF, DKIM & DMARC Records
Missing or incorrect records can cause outgoing email to be marked as spam or rejected.
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Use tools like MXToolbox Email Health Check
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Correct records can be managed in your domain’s DNS settings or by XMLA support
4. Test on Webmail
To rule out device-specific issues, try sending/receiving from webmail:
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Visit:
https://yourdomain.com/webmail -
Log in using your full email and password
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Send a test email to and from a Gmail or Yahoo address