Mail Issue and Solutions Available
Hello to all concerned
The following information update does NOT apply to all GeeDee users. Please disregard this message if your mail system is optimally configured.
This information is directed to GeeDee users who are attempting to pass their emails through their Internet Service Providers (ISPs) mail system for emailing.
MAIN ISPs EXPERIENCING OCCASIONAL DELIVERABILITY ISSUES
- Iinet / Westnet & Bigpond / Telstra
IINET, WESTNET, TELSTRA ISSUE INFORMATION
To resolve email delivery issues with your Internet Service Providers, GeeDee is advising the use of safer and more trusted alternatives for mail processing methods.
Emailing via your ISP has worked very well for a number of decades but it now appears to be failing for some users.
Assistance has been sought to resolve, but ISPs, like iinet / Westnet, are refusing to assist with a solution, alternative option or even provide formal advice, other than to refer to their own internal “closed” office documentation stating, “We do not Support Smart Host emailing (mail.iinet.net.au)”, and “our Mail Host is something that you can use, but is not supported due to its technical scope and that is all that we can say”, as well as, “we cannot provide anything in writing”.
On occasion, emails successfully accepted by some ISPs mail systems, and where those emails are passed correctly from MS Outlook, your ISP emails processed, may fail with delivering to the receiving Domain (I.E. Hotmail.com). GeeDee strongly advises against this Smart Host (MTA) method and suggests utilising a safer and more trusted alternative mail send method.
SOLUTION – YOU HAVE OPTIONS
Alternative services are available! Many users are not even aware of them. Unfortunately, neither are we unless we are advised.
SOLUTION #1 – Many offices have their own internal Microsoft Exchange Mail Server. Bypass your ISPs mail system and make sure that MS Outlook and the GeeDee EmailHandler send via this system and avoid ISP related mail issues.
SOLUTION #2 – A number of independent offices also possess a Hosted Mail Solution as part of their offices website Domain and are not even aware of it. Bypass your ISPs mail system and make sure that MS Outlook and EmailHandler send via this system and avoid ISP related mail issues.
SOLUTION #3 – Many large and small franchise groups possess a Hosted Mail Solution or Mail Relay option and are not even aware of it. Bypass your ISPs mail system and make sure that MS Outlook and EmailHandler send via this system and avoid ISP related mail issues.
SOLUTION #4 – Business Grade Mail Relay services are an excellent option and only take a short time to setup with your nominated IT person / Hosting provider.
Mail Relay options exist with SMTP2GO https://www.smtp2go.com/ and PepiPost ( https://pepipost.com/ . Both are large scale, enterprise level email solutions to guarantee the delivery of all your emails. Many like services exist and all offer a free trials.
Mail Relay’s easily provide real-time reporting and confirmation of delivery on all your emails, unlike MS Outlook or MS Exchange. Such a better, smarter solution. Have access to a service to control your emails with authenticated and guaranteed mail delivery.
POSSIBLE ISSUES RESULT FROM
- Increasing levels of spam. More and more ISPs (Telstra, Optus, iiNet etc.) are experiencing this at some sites. Not all. Some sites are having a horrible times whereas other locations remain totally unaffected by issue. *If you presently remain unaffected, GeeDee strongly advises seeking one of the above mentioned alternative send methods.
- It has been noted at sites where issue persists, that essential mail information is missing. SPF Mail Records as well as other useful mail features like DKIM (Domain Keys Identified Mail) and Reverse DNS (PTR) are sometimes missing.
DKIM is an email security standard designed to make sure messages aren’t altered in transit.
Reverse DNS (PTR) - This authenticates the email sender (you), to the receiver. Reverse DNS lookup determines a host and domain name belong to your IP address.
This issue is only experienced by some users with certain ISPs when emailing from Microsoft Outlook and EmailHandler. In the last couple of months, the extreme amount of SPAM traffic and potential changes within SPAM Systems, allegedly have degraded this process. The same as with any ISP, iinet can confirm the receiving of your emails, as well as the transport of your email to various destinations correctly, but, it seems when it leaves via some ISPs, it may no longer be as “trusted” as it used to be.
Emails are accepted by destination, queue the emails for delivery instead of immediately processing them, and it appears, because of this alleged “trust” issues, they may silently be deleted. No Non Delivery Report is received from your ISP, to you, who are processing these emails on your behalf.
(Error = 'Queued mail for delivery -> 250 2.1.5')
Message 103566529 to user email@example.com received remote SMTP response '2.6.0 <firstname.lastname@example.org> [InternalId=22458384006266, Hostname=DB3EUR04HT038.eop-eur04.prod.protection.outlook.com] 6834 bytes in 0.529, 12.607 KB/sec Queued mail for delivery -> 250 2.1.5'.
Many clients already have their mails system setup correctly and have suitable services in place. If you are unsure, please forward this information and links onto you nominated IT people. The links exist here for reference and as a guide. This will assist your IT people in seeking a more suitable solution away from having your ISP send your emails.
Many thanks to all from the team here at GeeDee Support.
Have a Merry Christmas!
Below is strictly IT Information only...
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