Email is a very common way to communicate – many people rely on email as their primary form of communication. Typically, email is sent from one computer to another without any trouble, but there are times when it may not be delivered. There are a few reasons why an email might not be received: hardware or software issues on your computer, a network problem at the organization's end, and even problems with the other person receiving the email.
Nearly everyone has an email address these days, but not everyone knows how to properly send and receive messages. Gone are the days of typing in a person's full name, you can now just type in their email address. However, this is one of the most common ways to break someone's inbox. A series of missteps or mistakes can cause one’s email account to get blocked by the service provider for security purposes.
Email is a useful tool that enables you to communicate with your co-workers, your boss, and your clients. As a result of this convenience, however, it may require a lot more effort on your part to ensure that you stay on top of the incoming emails. There are several steps you can take to ensure that you don't miss any important email delivery information.
You've probably sent out an e-mail and questioned whether the message was received. When it comes to what occurs in online, there is no rhyme or reason to it all. E-mail communications seem to be swallowed up by “black holes.”
You will be notified when an e-mail message does not reach its intended recipient, since a failure notification will be sent to you on rare occasions. However, there are times when you get no notice.
Email Filters and Dumping
A recent study conducted by AOL showed that Americans spend about 28% of their day managing email. This number is up from 21% in 2009, and 8% in 2004. The increase in the amount of time we spend handling emails has added to our stress levels and leaves less time for other tasks.
Seems like a lot of emails to handle every day?
Email filters are a must-have for any business with employees, especially those who work remotely or spend time travelling. A filter can help make sure all emails from the company go to the right person and that unwanted emails do not get through to your inbox.
If you want to keep up with your email inbox and save time, it's important to install a filter.
Your inbox is important to you, and the best way to keep it organized is by using email filters. The simplest way to start is by creating a filter that automatically moves all emails from certain senders, such as promotions and deals, into a separate folder. It will make it easier for you to find these emails when you need them and will help you focus on what’s important in your inbox.
Because of all the new anti-SPAM tools being developed, your message may be deleted before it reaches its intended recipient. Each of the anti-SPAM software systems scans the subject line for certain keywords that have been pre-defined. It is possible that you accidentally included one of those terms in the subject line of your e-mail, in which case you have sent SPAM. And reasoning does not always work when attempting to determine which words should be avoided. Some software may be tailored to a user's precise keywords by incorporating their input.
This happened to me while I was working with my webmaster. I wanted to check in with her to see whether she had gotten the updates I had provided her before. “Did You Get Any Updates?” …was the subject line of the email. When she opened the mail, her anti-SPAM software quickly recognized “get” in the subject line as SPAM and deleted the message. Who would have thought it? I was aware that I shouldn't use phrases like “Free” or “Get” in the subject line, but the word “get” never occurred to me.
For the last three years, I have used a mass-mailing application to send out e-mails to around 350 members of a charity organization to which I am a member of. The members have always been able to get their e-mails without any issues. However, in the past six months, certain service providers, such as AOL and Earthlink, have started classifying these messages as SPAM since they identify the program I'm using to send them. This is the only way I've been able to get around it: I've made sure that all 350 of our members have my e-mail address saved in their address books. Otherwise, the message is returned to the sender.
After-Sales Service for Your Order
So, if you don't get an error notice, is there a simple method to determine whether your message was received? Yes, please pick up the phone and confirm that a message has been received. However, you must use caution while doing this action. Many others may view your actions as being hurried, as if you want an answer immediately and are not ready to wait for it.
A decent technique is to begin by stating something like, “This is only a courtesy call on your behalf. I sent you a crucial e-mail, and I want to be certain that you received it as well. I understand that you need the information immediately, and I want to make certain that you get it.” In this manner, it seems as if you are watching out for them and are simply trying to be as effective as possible. You won't come off as demanding, which will prevent the other person from becoming defensive.
Send an email to confirm receipt of it.
As the recipient of an e-mail, you may make a significant difference in this circumstance by acknowledging receipt of all e-mails immediately. Even if you are unable to get immediate responses, you may still pick the response option to notify the sender that the message has been received. It's important to make this a habit. Respond with a succinct response, such as, “Thank you very much. I received your e-mail, but I will not be able to respond to you until tomorrow.” Alternatively, anything shorter will do, “I received your e-mail. I'll get back to you as soon as I can.”
In case you haven't already, get into the habit of confirming receipt of e-mails as soon as they arrive. Notifying someone that their e-mail has arrived is a simple process that is highly appreciated.
Conclusion
Although email distribution has a number of issues, it remains the most preferred way of communication in business, despite all the difficulties we face. Just keep in mind that it is not the sole means of communication. You shouldn't rely on email 100 percent of the time. If you suspect that an email did not arrive, call the recipient to confirm.
