After years of supporting business email for Nepali companies, the same handful of problems account for the overwhelming majority of support requests. Here's a straight overview of what actually comes up most, and what's typically behind each.
1. "My Emails Are Going to Spam"
Almost always traces to one of three causes: missing or misconfigured SPF/DKIM/DMARC records, poor sender reputation from a shared hosting IP, or content patterns (heavy promotional language, image-heavy formatting) that trigger content filters. Authentication is necessary but not sufficient alone — reputation and content matter just as much.
2. "I'm Not Receiving Anything"
A narrower, more diagnosable problem than general spam issues: check mailbox quota first (a full inbox silently bounces new mail), then MX records (a recent DNS change can leave these stale), then filters and forwarding rules that might be silently redirecting mail elsewhere without your knowledge.
3. "My Business Email Got Hacked"
The immediate priority is password change, session revocation, and checking for a silently added forwarding rule an attacker may have left behind for continued access even after you regain control — speed and the right order of actions matter more here than anything else.
4. "Which Platform Should We Use?"
Genuinely depends on team size, collaboration needs, and budget — cPanel webmail suits very small, cost-sensitive teams with light needs; Zoho Mail offers the best value once real platform features (admin console, better spam filtering, shared calendars) are needed; Google Workspace suits teams already deep in the Google Docs ecosystem, at a higher price.
5. "We're Migrating and Worried About Losing Mail"
A properly run migration (verify domain, create destination accounts, run an IMAP-based sync of historical mail, verify it transferred correctly, then cut over MX records) loses nothing when done in the right order — the risk comes specifically from cutting over MX records before verifying the historical migration actually completed.
6. "Our Mailboxes Keep Filling Up"
Almost always attachments, not text — a handful of large PDFs or high-resolution images typically dwarf thousands of plain-text messages combined. Archiving old large attachments and emptying Trash/Spam folders (which often still count against quota) buys real time before an upgrade becomes necessary.
7. "Should We Use a Shared Mailbox or Individual Accounts?"
Shared mailboxes suit team-owned inboxes like general support, where collective coverage is the goal. Individual accounts suit anything requiring a specific accountable owner (a dedicated account manager's client relationships) — most growing teams end up using both, for different purposes.
Where to Go Deeper
Each of the problems above has a dedicated, detailed guide covering the exact diagnostic steps or setup process — this index exists to point you toward the right one fast rather than repeat the full depth of each here.
The One Pattern Behind Most of These
Looking across all seven problems above, the common thread is that email trouble is rarely a mysterious, unfixable platform failure — it is almost always a specific, checkable configuration state: a DNS record, a quota, a filter rule, a permission setting. Treating a problem as "email is broken" leads nowhere; treating it as "which specific setting is wrong" is what actually resolves it, in every category listed here.
