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Cannot receive emails using Outlook / Email Client

There are several common reasons for not being able to receive emails through Outlook (or other email client). These reasons include, but are not limited to

– temporary mail server problems,
– wrong Outlook Express settings
– exceeded space quota of the email account
– incorrect MX records of the domain.

Here are some checks you can make in order to locate the reason why you cannot receive email with your Outlook:

Check your mail server connectivity

The standard server ports used for receiving emails through POP3 or IMAP protocols are port 110 and port 143 respectively. If you have problems receiving emails, we recommend that you perform a telnet check of the connection between your computer and the appropriate port depending on the email protocol your Outlook is set to use for receiving emails. For detailed instructions how to check your connection to a port with the most popular OS, you can refer to our connection article.

If the connection test shows server side problems, we would have already been notified by our automatic monitoring system and the problem will be most probably fixed within the next few minutes. If the test shows no problems with the connection, you should investigate the other reasons described below.

Use the correct Mail Client settings:

  • Incoming mail server (POP3/IMAP server): mail.yourdomain.com
  • Outgoing mail server (SMTP server): mail.yourdomain.com
  • Username: the full e-mail address like email@yourdomain.com
  • Password: If you are not sure what your email password is we strongly recommend that you reset it from your cPanel > Email Accounts or using Webmail

Check Email Quota

Most likely your domain's allowed disk usage is over quota, or your e-mail address itself is over quota. You will need to increase the amount of disk space to receive mail again.

If you are on cPanel (Linux) account

Please sign into cPanel and look in the left menu for Disk Space Available. Make sure this is a positive number.

Next, please, click the Email Accounts icon. Check the column that says Usage, and make sure it is not higher than the Quota.

If you are on Plesk (Windows) account

Please sign into webmail at http://webmail.yourdomain.com. Click on My Today Page and on the right pane under Disk Space limits make sure your Currently used value is less than Limits value.

How can the email go over quota?

Email account tends to go over quota if the last message was large or if you have been storing emails on webmail for a quite some time and eventually your assigned quota has been overused.

What should I do if I am over quota?

If you are over quota best thing is to sign-in to webmail and start removing unncessary emails. Alternatively, configure an email client such as Outlook and download all your emails to you PC. Seeguide to configuring email clients here.

If you still have problems, please contact HostBreak support via help desk.

Check the MX record of your domain name

The Mail Exchange (MX) record is a part of your DNS zone and it determines which server is currently handling your emails. You can check your MX record from the following website:

http://www.mxtoolbox.com/

If you find that it is configured incorrectly, you should contact your domain name registrar with a request to change this record with the correct one.

HostBreak provides the best email hosting and we will help you with any email questions/problems you may have.


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