Do You Test Your Email Systems Regularly? | Email isn't that reliable .... |
POSTED BY PRITESH GANATRA ON 08/04/2025 @ 9:00AM #TechnologyProblemSolver #Communications #IT #Consultancy #Northampton #UK I recently sent an email to someone I had corresponded with previously. When I got a bounce-back, I thought I had the wrong address or made a typo. I doubted myself as that is my nature but seeing the email address is in my ‘history’, part of me knew I had the correct domain name spellings ... Do you test your systems and undertake cyber security/phishing email training with your organisation regularly? created by yourpcm v2: easy contact management for small business owners Anyway, I typed the address in full from scratch the second time and got a second bounce-back. I have the person's phone number and informed them that their emails appear not to be working. They tried to send me one and it did not work. As I do not look after their IT, I have no way of testing any of their systems.
"After about an hour or so, I got a test email and returned a reply to ensure we had two-way electronic communications!"
It was fortunate that on this occasion, I had a bounce-back message from Microsoft that the system could not deliver the email. I have had many occasions where non-delivery reports have been slow and it can take up to 725 hours for Microsoft (or any email provider), to report back an undelivered email.
How many times have you thought that the other person, who is also receiving thousands of emails a week, is ignoring you? Emails can easily go into the spam or junk folders or, in my case, we use a dedicated email filtering system (which we monitor every day) and will quarantine suspect electronic correspondence.
In short, unlike an old-fashioned fax machine which only required a working phone line, emails are not guaranteed to be sent or received as there are many factors that will affect the transmission.
"If you are sending or expecting an urgent email, it is still advisable to call the other person and triple-check that all is in order!"
We forget that we are still able to talk to people and my personal view is, is that if there are urgent matters at hand, then a phone call or face-to-face (physical or virtual) meeting is the best way of ensuring a message gets heard.
I have seen emails with very sensitive information sent in the body of the text, instead of being on a password-protected attachment. Emails can be intercepted and we must take more care and be less reliant on this type of communication format.
Do you test your systems and undertake cyber security/phishing email training with your organisation regularly? I recommend at least once a quarter. Until next time ...
PRITESH GANATRA
Would you like to know more? If anything I've written in this blog post resonates with you and you'd like to discover more about testing your email systems and what to do when you get unexpected undeliverable notifications, it may be a great idea to give me a call on 01604 926100 or take a look at my website which you can find by clicking here. About Pritesh Ganatra ... |  | | The word 'Technology' has too many connotations in today's world!
Where do we start? Simple terms like 'IT' and 'Telecoms'? or terms that appear NOT to have an actual meaning at all!, e.g. 'Internet of Things (IoT).
Technology also encompasses specialist products and services like 'Rugged' and 'Tough' android devices, Lone Worker Software, panic alarm devices, smart energy devices, low energy lighting, credit card terminal (PCI DSS) security, indoor/ outdoor Wi-Fi systems, Ultrafast Gigabit internet connectivity, access control systems, industrial IoT circuit controllers.
BTS UK can consult from simple solutions to the most complex, provide some of the products through a wholesale channel, bring together a multi-disciplined 'Task Force' to deliver and implement complete Technology 'projects'.
I am your technology problem solver and I look forward to helping you.
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