As we continue to evolve into the world of e-mail that is part of our everyday life, sometimes little problems arise that bother the user. Previously we talked about returned messages and lost connections, both which can be aggravating, and supplied solutions. But there are a few more problems that can affect an e-mail user causing frustration and we will address these here, and again provide reasonable solutions to over come them.
Problem 1 – You Cannot Send a Message
Even when there is not a connection problem, you may attempt to send email, but find that it continues to remain in your outbox.
Solution
Typically this is a software problem, the result of otherwise unapparent damage or corruption to one or more e-mail messages. To address this problem, first copy any unsent messages as text. Then save them on the computer's hard drive or a back-up storage medium. After all messages have been saved, highlight all the messages in your outbox and click on “delete” or “clear”. When clearing your outbox, start over. Just copy unsent messages from the text files, pass them into new e-mail messages and resend.
Problem 2 – The E-mail is Missing an Attachment or the Attachment Won't Open
An especially handy feature of e-mail is the ability to send and receive attachments. Transmitting documents, photos or other such information can save time and money compared to the U.S. Mail or express delivery services. At the same time, attachments can be real headaches. A common frustration is to receive an e-mail message that refers to an attachment, but then find nothing is there.
Solutions
Often the best solution is to request that the sender try once again, since it is not unusual for the writer to refer to an attachment, but then forget to attach it. Even if this is not the case, your request might prompt the sender to re-think the attachment's format before transmitting again. If the problem continues, consider asking the sender to paste the contents inside an e-mail message and try again. This may disrupt formatting, but can be an effective way to circumvent attachment problems.
If you see a message that the attachment has been deleted, it may be that your anti-virus software has detected a virus, and you're better off without it anyway. But if you find that all attachments are indiscriminately being deleted, check your mail properties. If a box is checked that blocks all attachments, remove the check mark so that you can receive attachments. If you then receive a message from an unknown person, or if the message or attachment seems suspicious, delete the message without opening the attachment.
A related problem is to see that an attachment has been transmitted, but find that you are unable to open it. The causes (and thus the solutions) vary. In some cases, the problem is that the software used by the sender does not match that of the recipient. As with a missing attachment, a simple fix is to ask the sender to copy and paste the contents of the attachment within a follow up mail message. Even if formatting is disrupted, you can still get the gist of the information. You can also use your own copying and pasting process to reformat the contents, if that is important.
Another strategy is to save the document to your hard drive, and then open the software program that was used initially to create it. Once this program is in use, your computer may be able to recognize what had been the attachment, and open it. If you do not have the appropriate software loaded on your computer, you may be able to download it from the Internet; just follow the on screen prompts to proceed.
Problem 3 – You Have too Much Incoming Mail or Cannot Download What You Have
If you are receiving large volumes of e-mail, you may be vulnerable to several difficulties.
Solutions
Many Internet service providers place limits on the amount of storage provided to each user (although some have recently increased storage limits). If a pre-set limit is reached (perhaps because you've gone too long without downloading your e-mail, or have been inundated by SPAM or virus induced flood of messages), additional messages will be bounced back to those who sent them.
Of course the direct approach is to download your mail and then weed it out, but a smarter move may be to access your e-mail account via Web mail. That way you can see a listing of all messages and quickly delete any that do not appear to be of interest. The end result is the same, but this step can save a great deal of downloading time if you're using a dial up modem. It also adds an extra measure of virus protection even if you have a broadband connection. Since you're deleting messages from your ISP's server before they ever have a chance to infect your computer, it's like killing mosquitoes before they bite you – instead of afterwards.
If you do not have a Web mail account, it's easy to get one. Simply go to a provider such as Yahoo (www.yahoo.com) or Lycos (www.lycos.com) and register. You can also use a site such as mail2web (www.mail2web.com) or webmail4free.com without even registering. Go to the site and enter you e-mail address and password. You will see a listing of all incoming mail, which you can read and then retain for downloading, or delete, as you choose.
A similar challenge may be caused by unusually large message. Again, this problem is more common with dial-up modems, where hefty messages may take an annoyingly long time to download. In the worst cases, you may find yourself unable to receive other messages, because the connection with the server where your messages are stored is severed when a time limit has been reached.
Use of Web mail can also do the trick here. Just log on to the third-party site, peruse the list of messages in your inbox, and choose the one that is the largest (most Web mail programs automatically list the size of each message). If the message seems of potential interest, open and read it, and then delete it. Or if it is obviously spam or something in which you have no interest, you can delete the message without even bothering to read it. Once you have removed the offending message, your other incoming mail will no longer be blocked.
If you do not have Web mail, an option is to contact your Internet Service Provider and ask for help. Once a customer service representative deletes the offending message from the ISP's server, you can then download all remaining messages.
Also keep in mind that retaining too much e-mail can be an organizational problem, if not a technical one. Take time to delete e-mail that does not need to be saved for future reference. Allowing too many messages to accumulate wastes storage space and makes it more difficult to find important messages when you need to refer to them. For messages that merit retention, create a series of folders so that they can be readily located, and so that your inbox will not become too full.
Showing posts with label problem. Show all posts
Showing posts with label problem. Show all posts
Wednesday, January 7, 2009
2 Common E-Mail Problems and What To Do About Them
When it works well, e-mail can be great. It's hard to beat e-mail for everything from staying in touch with family to requesting information from businesses or other organizations. Want to send the same message to several people? Communicate with someone across the continent? Transmit photos, manuscripts or other information? For speed and efficiency, this virtually instantaneous medium is one of the most convenient features of modern life.
But e-mail is not without problems. If you key in the name of an intended recipient but your message keeps bouncing back, you might not be singing e-mail's praises. Ditto for attachments that won't open or other such nuisances. With just a little patience, though, you can readily overcome most e-mail problems. What follows are 4 common e-mail problems along with solutions for overcoming them.
Problem – Returned Messages
This may be the most frustrating of all e-mail problems. After taking the time to create a message, you click on the “send” button and consider your task accomplished. But the next thing you know, the message pops up in your in-box with a heading that it did not reach its intended recipient.
Solutions
First, take the simple step of checking to see that the address of your recipient has been entered correctly. This may seem obvious, but sometimes the only thing wrong is a misplaced letter, the use of “com” instead of “net”, or some similar error. If you know the correct address, this is a straightforward matter of double checking each character. If not, you might need to experiment by sending multiple messages, or by entering alternative addresses with slight variations. Under this approach, you simply keep track of which messages are bounced back and compare them with the overall list of addresses you used. If you sent four variations but only three were returned, you have solved the problem by the process of elimination.
Sometimes the source of your problem lies with the recipient. If messages to other addresses go through but fail here, try to contact the intended recipient by other means and report the situation. The cause may range from a temporary problem with the recipient's server to a switch to another e-mail provider, to a full in box. In this case, simply waiting may be the best recourse. Or a phone call or other communication may be required on your part to obtain the correct e-mail address. If all your messages are being returned, you may have a connection problem. See below for more details.
Problem 2 – You Have Lost Your Connection
Sometimes a failure to send or receive e-mail can be traced to a lost connection with your Internet service provider.
Solutions
If you see a “failure to connect” or “no response” message or have otherwise determined that you have failed to connect, double check to make certain there are no physical problems.
First, check your cables and connections. If you use a dial-up modem, listen to make sure it produces the normal high-pitched dialing sound. If not, the problem could be a loose connection. Locate the phone cord that runs from the back of your computer to the phone jack, and then make sure that each end is plugged in snugly.
If you will don't hear the expected dialing sound, check to make sure your phone cord is undamaged. If it seems worn, replace it with a new one. Other steps include making certain the line is plugged into the right port, and checking the phone jack by plugging the cord into a different jack. If you hear the dialing sound after any of these steps, you have made a successful connection.
Connection problems may be more common with dial-up modems than with broadband connections, but the latter are also dependent on physical connections. A loose wire or poorly connected cable can easily be problematic. Sometimes a glitch occurs that can be best addressed by repeating portions of the initial set-up process. A simple fix touted by Verizon technical service reps for some DSL (digital subscriber line) customers is to disconnect the three lines from the back of the modem and then reconnect them in a specified order. When this action is taken, the online connection is immediately regained.
If you are online but keep getting bumped off, the lost connection can be the result of an unintended software command. In Outlook Express, for example, you will find the command “Hang up when finished.” If the box in front of this phrase is checked, the connection will automatically be severed each time you send or download e-mail. Sometimes a misdirected click of your mouse will cause you to place a check in the box even though you do not realize it. Simply click on the check mark to make it disappear, and the hang-ups will cease.
These 2 common e-mail problems are quite easy to determine and when rectified will make your emailing experience more enjoyable.
But e-mail is not without problems. If you key in the name of an intended recipient but your message keeps bouncing back, you might not be singing e-mail's praises. Ditto for attachments that won't open or other such nuisances. With just a little patience, though, you can readily overcome most e-mail problems. What follows are 4 common e-mail problems along with solutions for overcoming them.
Problem – Returned Messages
This may be the most frustrating of all e-mail problems. After taking the time to create a message, you click on the “send” button and consider your task accomplished. But the next thing you know, the message pops up in your in-box with a heading that it did not reach its intended recipient.
Solutions
First, take the simple step of checking to see that the address of your recipient has been entered correctly. This may seem obvious, but sometimes the only thing wrong is a misplaced letter, the use of “com” instead of “net”, or some similar error. If you know the correct address, this is a straightforward matter of double checking each character. If not, you might need to experiment by sending multiple messages, or by entering alternative addresses with slight variations. Under this approach, you simply keep track of which messages are bounced back and compare them with the overall list of addresses you used. If you sent four variations but only three were returned, you have solved the problem by the process of elimination.
Sometimes the source of your problem lies with the recipient. If messages to other addresses go through but fail here, try to contact the intended recipient by other means and report the situation. The cause may range from a temporary problem with the recipient's server to a switch to another e-mail provider, to a full in box. In this case, simply waiting may be the best recourse. Or a phone call or other communication may be required on your part to obtain the correct e-mail address. If all your messages are being returned, you may have a connection problem. See below for more details.
Problem 2 – You Have Lost Your Connection
Sometimes a failure to send or receive e-mail can be traced to a lost connection with your Internet service provider.
Solutions
If you see a “failure to connect” or “no response” message or have otherwise determined that you have failed to connect, double check to make certain there are no physical problems.
First, check your cables and connections. If you use a dial-up modem, listen to make sure it produces the normal high-pitched dialing sound. If not, the problem could be a loose connection. Locate the phone cord that runs from the back of your computer to the phone jack, and then make sure that each end is plugged in snugly.
If you will don't hear the expected dialing sound, check to make sure your phone cord is undamaged. If it seems worn, replace it with a new one. Other steps include making certain the line is plugged into the right port, and checking the phone jack by plugging the cord into a different jack. If you hear the dialing sound after any of these steps, you have made a successful connection.
Connection problems may be more common with dial-up modems than with broadband connections, but the latter are also dependent on physical connections. A loose wire or poorly connected cable can easily be problematic. Sometimes a glitch occurs that can be best addressed by repeating portions of the initial set-up process. A simple fix touted by Verizon technical service reps for some DSL (digital subscriber line) customers is to disconnect the three lines from the back of the modem and then reconnect them in a specified order. When this action is taken, the online connection is immediately regained.
If you are online but keep getting bumped off, the lost connection can be the result of an unintended software command. In Outlook Express, for example, you will find the command “Hang up when finished.” If the box in front of this phrase is checked, the connection will automatically be severed each time you send or download e-mail. Sometimes a misdirected click of your mouse will cause you to place a check in the box even though you do not realize it. Simply click on the check mark to make it disappear, and the hang-ups will cease.
These 2 common e-mail problems are quite easy to determine and when rectified will make your emailing experience more enjoyable.
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