An email server is a machine, the instructions, the rules, and the policies are implemented by a person. He or she is probably known as the server admin. The server admin manages the operation of a server includes the email service. To end users are about email, but it is not the case for a server admin. When an email is sent or receive it goes through a mechanism. This is a series of rules and policies implemented by the server admin to its email server.
There are a few types of server admin. I mean how they worked and behave, no offence to anyone. These are the peoples I have met, and spoken. I’d like you to understand everyone has their standpoints. Communication is still the key to resolve an issue.
This is what I have heard from both parties. I cannot send email, I cannot receive email, emails are missing. These are the common issues faced by end users. Thus, the server admin steps in. Server admin is not an easy role especially comes to emails. As emails involve the senders and receivers, and most times they are external bodies. So the problem can be anyone. At this point, you need an experienced server admin to narrow down or troubleshoot the issue. Firstly, he or she has to determine it is the sender or receiver’s issue. Then, he or she can drill down and pinpoint where is the issue. Because the email servers are more sophisticated than the last 5 years. Thanks to the spam emails. Most email servers have treated anti-sm as the top priority and feature in an email server. The feature like enable SPF, DKIM, RBL and the various anti-spam mechanisms. Receiving or sending an email is never like before. Before an email is delivered to the mailbox, it goes through a series of anti-spam policies, and some even you are sending an email.
Here come the problems. One day, an end user is walking to the server admin claimed that he has not been able to receive someone’s emails. Sound familiar? A good server admin would start checking on the logs if such emails were delivered. Yes, they were, but it was identified as Spam email, landed in the junk folder, unfortunately, the user has set up a POP3 email account, do not subscribe to this folder. He has missed these emails delivered to the junk folder. Another scenario, the email was bounced by the recipient’s email server. You asked why it was bounced? Then the server admin is trying to explain to you what is SPF. Of course, there are scenarios are not mentioned here. Nevertheless, you now see the differences, the server admin set up the anti-spam policies to combat spam emails but emails are not classified as spam emails by the users but they were spam email on the server.
So who is right? Apparently, no one s wrong. If the users can understand how an email is classified as spam and the remedy. Obviously, he or she does not administrate the server, but the end users should at least know how they work. If the server admin can share the details with the end users like setting up an IMAP email account, how to read email source or header. This knowledge reduces the misunderstandings, and reduce the workload on the server admin. The server admin must understand what he or she is doing, not simply left it as default or the more rule are better. Without a good understanding of how things work, might ruin other’s works.