How to send email from an external email account using GMail

If you would like to send email from an external email account you own using GMail then please follow the steps below.

  1. Login into your GMail account and click on Settings menu as show in the attached snap shot.GMail Settings Menu
  2. Then click on the Accounts and Import tab on the Settings page.GMail Accounts and Import
  3. Then click on Add another email address you own link as shown in the attached snap shot.GMail Add external email account - Step 1
  4. Once you click on it a popup opens up where you can enter the external email address from which you will send the email from.GMail Add external email account - Step 2
  5. After clicking on Next Step another page opens up which shows the mail server address as well as an option to add the password for that account.GMail Add external email account - Step 3
  6. If you entered the details correctly then GMail will send a verification code on that email address to verify whether you own that email address or not. If you own it then just go into that email account, check your email, copy the verification code sent by GMail in the input box and your account is all set up.GMail Add external email account - Step 4After completing the above steps you will now be able to send email from the email account you have just entered using GMail interface.

Hope the above helped. Comments and suggestions are welcome.

 

 

How to remove your email from GMail spam folder

People doing email marketing have come across this many a times. Even after setting up your reverse DNS, SPF, DKIM records as well as setting up DMARC policy your email may not be arriving into the user’s inbox. It may be going into the spam/junk mail folder and your recipient may be oblivious to this fact as normally no one checks his/her spam folder for emails. The sender in this case should follow up the recipient via phone/Whatsapp or any other contact method besides email and tell them to check their spam/junk mail folder as well so they don’t miss out on the email.

If your recipient is a GMail user then you can ask them to take the steps below to remove your email from the Spam folder and instruct GMail to deliver the email to the recipient’s inbox.

Remove your email from GMail spam folder - Step 1

Remove your email from GMail spam folder - Step 2

Remove your email from GMail spam folder - Step 3

 Once you perform the above steps the chances of your email going into the recipient’s inbox increases.

Hope the above helped. If you need my help in resolving any email issue then do contact me 

How to check the headers of the email received to confirm sender

As the internet grows and the businesses associated with it expand so do the security issues and if you are not alert you could end up with serious problems. I would like to share the following which happened to one of our employees and had his customer not been alert he would have lost a lot of money.

The company I work for requests customers to pay the amount for the car they are interested in buying via telegraph transfer. Our sales personnel forward the bank details to their customers so they can make payment. Once payment is received the car is shipped to the customer and the transaction is completed and every one lives happily ever after :).

However one day a customer of one of our sales team contacted him and inquired why the bank details had changed so quickly. The person in question was quite surprised by this and told him that there was no change in the bank details and they are the same. His customer then forwarded him the email which contained the new bank details. When our staff reviewed those details they were indeed changed and we asked the customer to not make any payment to those details. We then asked him to send us the snap shot of the headers of the email he had received.

After reviewing the snap shot of the email headers we found that some one had used emkei.cz to send the email with the new bank details.

If the customer had not been alert and if he had not contacted us he would have transferred the money to the wrong account and would have lost a lot of money.

Here is an example of the headers in the email sent out by emkei.cz

emkei.cz in the email headers

Here is the website itself

emkei.cz website

If you would like to see how many websites allow a person to generate fake emails and fake email addresses then you will be surprised by the numbers.

How to change server time using WHM

If you are running a dedicated hosting server and you come across a situation where you see that the date time of the server is showing a time different from your regional timezone then you can change it easily from your WHM panel.

Login into your WHM panel and then search for Server in the search box on the left sidebar.

WHM -> Server Configuration -> Server Time
WHM -> Server Configuration -> Server Time

As soon as you type it you will see that Server Time comes up in the results below. Click on the Server Time link and you will arrive at the next page which shows the current time of the server and the timezone.

Current Server Time and Timezone
Current Server Time and Timezone

Now expand the drop down and search for your timezone from the list of time zones available on your server.

Change server timezone
Change server timezone

Once you have selected your timezone then click on the Change Timezone button on the right. The update usually takes a couple of seconds and then WHM displays the confirmation page showing that it has changed the timezone.

Server Time change confirmation
Server Time change confirmation

Now the time on your server should be the same as your timezone. Hope the above helped!

How to remove the PHPList IP address has changed error

If you are a regular user of PHPList then you may have come across the following problem sometime. This error occurs if the IP address through which you are connected to the internet changes any time during your login session in PHPList. If it does then PHPList will end your session and take you to the login screen as shown below with the error message in red “Your IP address has changed. For security reasons, please login again”.

PHPList IP address has changed error
PHPList IP address has changed error

This feature is enabled by default in PHPList and you can change it by downloading the config.php file from the config folder in the PHPList installation directory. Once you have downloaded it then please open it and search for CHECK_SESSIONIP. The value for this setting is set to 1 by default. You can change it to 0 and save the file and re-upload it. Now you will not face any problems related to this issue.

Check session IP setting in config.php of PHPList
Check session IP setting in config.php of PHPList

Hope the above helped.

How to disable IP address validation in WHM so that your webmail session is not lost

If you are using web mail to check your emails on a regular basis and you have multiple ISPs or a single ISP with dynamic IP address then you may have come across the issue of losing your web mail session when the IP address changes for one reason or the other.
Although this is not a major problem but it can be frustrating if you have written a long email to your client and you are logged out from web mail when you click the Send button.

Disable IP address validation in your WHM
Disable IP address validation in your WHM

Fortunately there is a solution to this problem and it is available in your WHM panel (Note: This option is not available in shared hosting).

1. Login into your WHM panel.
2. Proceed to Tweak Settings.
3. Enter IP Address in the search box on the Tweak Settings page.
4. Click Disabled against the Cookie IP validation option and click Save and you will not be logged out from your web mail session from now on.

Hope the above helped.

Why am I getting a 522 error on my website hosted on Cloudflare

If you have hosted your website on Cloudflare CDN then you or your visitor may have experienced the following problem on their browser.

Cloudflare 522 Error
Cloudflare 522 Error

A 522 error happens when a TCP connection to the web server could not be established. To initiate a TCP connection the Cloudflare edge server sends out 3 SYN packets and awaits a SYN-ACK packet in return, if it doesn’t receive one within 15 seconds the connection attempt will fail.

Common reasons for Cloudflare to not receive the SYN-ACK in return:

  1. Our connection attempt was blocked by a firewall/security plugin at the host
  2. Packets are being dropped within the host’s network
  3. The origin server was too overloaded to respond
  4. There was an issue with an upstream provider along the path

The most common solutions to the above problems are

  1. You should whitelist CloudFlare IP ranges to ensure this doesn’t happen. You can check this page on Cloudflare for the list of IP addresses.
  2. Check and lower load of the server if it is too high

Hope the above helped.

How to remove Yahoo “temporarily deferred due to user complaints” restriction

If you or your company sends out bulk email to your customers frequently then you may have come across a situation where Yahoo may have blocked your emails from reaching its users. Most of the time the problem occurs when customer reports your email to Yahoo for spam. Once a specific number of people report your email to Yahoo for spam then Yahoo blocks your emails from reaching its users.

The bad news is that Yahoo does not notify you that your emails have been blocked and the only way you can check this is by checking your mail logs by logging into your WHM panel or you can use the Trace Email option in your cPanel. Just enter the email address of the customer and the system will display the message given out by Yahoo.

Yahoo temporary deferred message
Yahoo temporary deferred message

The message will most likely be in the format given below

SMTP error from remote mail server after MAIL FROM: SIZE=501178: host mta6.am0.yahoodns.net [98.138.112.37]: 421 4.7.0 [TS01] Messages from [xxx.xxx.xxx.xxx] temporarily deferred due to user complaints

Yahoo itself states on its website that this problem is temporary and you should try sending email to Yahoo users after a gap of 4 or more hours however if the problem has not resolved then they ask you to submit a Yahoo Bulk Mail Sender form on their website.

Yahoo Bulk Mail Sender Form
Yahoo Bulk Mail Sender Form

Once you complete the form you will receive an acknowledgement from Yahoo.

Acknowledgment from Yahoo after completing bulk mail form
Acknowledgment from Yahoo after completing bulk mail form

I received a reply from Yahoo after 36 hours which stated that they have removed the restriction and now our email would be delivered to Yahoo users.

Response from Yahoo over bulk mail sender form after 36 hours
Response from Yahoo over bulk mail sender form after 36 hours

Hope the above helped.

How to add your website to Cloudflare

Cloudflare is an intelligent cloud network which protects your website from unwanted traffic such as crawlers and bots which may be using up your bandwidth but not doing you any good in terms of genuine traffic and leads. Not only that is also acts as a CDN and caches static resources on your website such as images, CSS and JavaScript thereby decreasing page load times and improving user experience in terms of fast page load.

I had heard about Cloudflare but did not know about its working till an incident happened to one of our client’s website hosted in the UK. The client’s website was well known globally due to it website name and it had a lot of traffic from around the world. Then one fine day he suffered a DDoS attack. It was such a fierce attack that our dedicated server was not able to serve any other websites and our hosting company was forced to take down the website from the hosting server. However when they tried taking it back online the DDoS attack restarted and it seemed like there was no respite. One of the support personnel at the company suggested we try Cloudflare as it was able to withstand the attack and had the capability to filter out unwanted traffic. We registered a free account with them and changed our nameservers. As soon as the nameservers clicked in we started to see that the website started to respond to requests even though it was still slow by any means. We talked to Cloudflare support and they said that they have started to cache the website and you will see improvement when much of the website has been cached by them.

We also blocked out traffic from countries in Africa, China and Russia as these were not the target countries of the client and we started to see improvement in speed. After talking with the client we blocked the website from all over the world except for the UK and we could see that there was remarkable improvement and in the next couple of days the website was working normally as Cloudflare had done its job and saved our client’s website from the DDoS attack.

After seeing this real life example in action I decided to move my website to Cloudflare. If you too want to move your website to Cloudflare then please follow the steps given below

1. Login into your account after creating your account on Cloudflare

Cloudflare login screen

2. After logging in you will come to your websites dashboard. If you have already moved some of your websites to Cloudflare then you will see a list of your domains on the screen. If you need to add a new website then type in the domain name and click Add Website button.

Cloudflare Websites Dashboard

3. Once you click on the button Cloudflare will start scanning your domain’s DNS records.

Cloudflare scanning your domain's DNS records

4. Once the scanning is complete the panel asks you to click on the button to go to the next page to see all the fetched records.

Cloudflare DNS scan complete

5. You will see all the DNS records such as A, CNAME, mail, ftp, www etc currently setup for your domain. It also shows you which parts will come through Cloudflare and which parts will be directly accessible through the internet. Most of the times Cloudflare gets it right and you can continue setup as normal. If you need to change anything you can do it later on as well once your domain has been setup on Cloudflare.

Cloudflare displays DNS records for your domain

6. The next screen asks you whether you will be going for a free plan or a paid one. It also asks you whether you would like a CDN in your package, security level for your website etc. As we are going for a free plan you can proceed with the default selection provided on the screen. You can come back to this screen later on if you change your mind regarding any selection.

Cloudflare domain settings

7. The last screen you will see asks you to change your nameservers to the one provided by Cloudflare. This is where you will need to login into your registrar account and change the nameservers for your domain. Once that’s done you can come back to this screen and click on the button to confirm that you have done as requested. It took 1 hour for my domain and it should be more or less the same for you.

Change your nameservers to point to the ones shown on Cloudflare

I hope the above helped you and if you would like to add anything then please do send me your feedback.

Tips to improve your email delivery rate

After writing doing email marketing the right way, I thought of giving some more tips on improving your email delivery rate as well as increasing chances of your email being read by the end user. After all it won’t do you any good if the people you are sending the emails to aren’t receiving them in the first place.

Email subject should be mixed case

Many email marketers think that if they send the email with subject in upper case characters then the user would be forced to open the email and read it. Nothing could be farther from the truth. Mail servers using anti spam software send these type of emails to the junk mail/spam folder. Your target user would not receive it at all unless he checks his junk on a regular basis.

Email message should be normal font

You should use normal font size (10-12)  to write your email message. Avoid using bold font and using upper case words in your message. If you need to highlight something then make sure it is your offer such as the price, bulk discount etc.

Use as less images as possible

If you are promoting a product then make sure to use 1-3 good quality pictures in your email and try not to go above this. If you do then anti spam software may mark your email as spam and send it to the junk mail folder. Some people fill their whole email with pictures of their products thinking that it would bring a positive response from the recipient in terms of conversion. They forget that if the recipient does not receive the email in the first place then all their hard work would go to waste.

Personalize your email messages

Using the full name or the first name of the recipient when starting your email is a good way to personalize your message and give the recipient a feeling of 1 to 1 between you and him. Start your email with Dear <recipient name>, or if you know the appropriate salutation you can use Dear Mr./Mrs./Dr./Miss <recipient name> which would be more proper.