Outlook – What diagnosis steps can I do if the emails send, but are not received, not even as spam

emailmicrosoft-outlookmicrosoft-outlook-2016smtp

I have a problem where all emails to certain recipients send but never arrive, not even as spam, with no errors, while emails to everyone else work fine. I'm stumped and am looking for ways to diagnose what is happening.

  • I sent some emails to a client last week, from Outlook 2016. I've now found that they were never received. I've tried emailing others on their domain and it looks like none of them receive my emails, but others on other domains do
  • I've checked my "sent" folder, and they appear identical to all other sent mail. I had no delivery reports or anything similar, and they're in the "sent" folder not "outbox". I've also tried CCing myself in my latest emails to these people – they definitely send.
  • I've checked with the client in question, and they never received anything from me, not even in a spam folder. I can receive emails from them, but they receive nothing from me – not even my replies to their emails.
  • The first email had two small (500kb) PDF attachments, but the same fate befell follow-up emails that had no attachments. No images or links in any emails. They were normal work-related emails to between one and three individuals who I've had email exchanges with in the past through the same email address and Outlook. They're also in same country as me.
  • There were no delivery error replies or anything similar. The first such email was sent 8:55am last Friday, so over 5 days ago, and nothing has been received on my side or theirs.
  • Their emails to me arrive fine – and in fact, my first emails to them which failed were replies to their own emails. I've also had emails to this domain received normally as recently as two weeks ago.
  • I've tried a variety of test emails to this domain and nothing goes through:

    • Innocent emails that simply say "This is a test email" and similar never arrive
    • Emails from Webmail and my Android mail app don't arrive same as emails from Outlook (and also don't give delivery reports – everything fails silently)
    • Emails sent using my phone's 3G suffer the same fate as emails sent using my WiFi
    • I also created a new email account on the same domain (for example test@my-domain.com to go alongside my usual my-name@my-domain.com), and it had exactly the same problem (tested using webmail).
    • To test if I might have some kind of messed up SMTP settings that block bounceback delivery reciepts, I sent an email to hg1ugtvr34vrgfrt2t@ashfrlwejbtlwerhtklhejtkghwerkbjhrw.com reasoning that it probably doesn't exist. I recieved a perfectly normal "Mail delivery failed: returning message to sender" bounceback – so I am able to receive bouncebacks, I'm just not being sent them from this domain for some reason.
    • Emails to them from, for example, my personal Gmail account, are received fine (so I'm using this in the meantime until this problem is resolved)

The email is from my own domain – I've sent emails to other people from the same email address and the same Outlook and they received fine. Gmail occasionally marks them as spam, which I'm looking into, but other clients seem to have no problems.

Apart from that, I can't see anything to go on. I'm sure there's not enough here to diagnose my problem so I'm asking not for a solution, but for diagnosis steps I can take, for example:

  • Is there anything "under the hood" I can look at in Outlook, like a sending report or log?
  • Are there any types of server or domain-related logs I should look at which might be relevant? My domain is assigned to an SMTP server on a Centos VPS.
  • Are there any types of blacklist or security intervention I should know about and check for that would cause an email to not even get as far as a spam folder?

I've seen this question Emails not being received by some people, which is similar but with two differences:

  • They're using a mass-mailing system, I'm using regular Outlook, one email at a time.
  • The accepted answer blames greylisting – however, my first missing email was from last Friday (five days ago), and apparently greylisting delays emails for between 15 minutes and "a few days".

As Tyson suggested, I've tried http://mxtoolbox.com/ but unfortunately it didn't give any clues (at least, not any clues I can see). In case I missed something, here are the results:

Blacklist check

Checking XX.XX.XX.XX against 95 known blacklists…

Listed 0 times with 1 timeouts

[lots of green ticks then at the end of the list:]

TIMEOUT IPrange RBL Project [response time:] 0

So it's not in any known blacklists. I don't know why the IPrange RBL check failed, but I checked manually at http://iprange.net/rbl/lookup/ and I'm not blacklisted there, either.

SMTP check:

enter image description here

So the connection time is a bit slow (I'm not sure why, will look into that), but I don't see why that would cause sent mails to sometimes disappear completely.

http://intodns.com also give solid green ticks for all my domain's MX checks.


I've tried browsing log files on the (Centos/Linux) server:

  • /var/log/maillog – these are all empty. I believe these are sendmail logs, and I don't currently use sendmail, so this makes sense.
  • /var/log/exim/reject.log is full of rejected brute force attempts on dovecot. I have fail2ban and I'll get on to checking my firewall settings etc to see if I can stop them even trying, but I don't think this is related
  • /var/log/exim/main.log also contains many rejected brute force attempts, but also contains records of some actual sent emails:

Here's an email to three people on the same domain that failed for all three people (I've edited some of the alphanumeric strings and replaced the IP addresses with TXT.LIKE.TH.IS):

2016-02-12 08:55:41 no host name found for IP address MY.PC'S.IP.ADR
2016-02-12 08:55:49 1aU9Vw-0004vq-EG <= me@my-domain.com H=(MyPCName) [MY.PC'S.IP.ADR] P=esmtpa A=dovecot_login:me@my-domain.com S=1443429 id=000001d17563$920b5cf0$7b1622d0$@my-domain.com
2016-02-12 08:55:51 1aU9Vw-0004vq-EG => alice.domain@receives-nothing.org <alice.domain@receives-nothing.org> R=dnslookup T=remote_smtp H=cluster5.us.messagelabs.com [US.IP.ADR.ESS] X=UNKNOWN:DHE-RSA-AES256-GCM-SHA384:256
2016-02-12 08:55:51 1aU9Vw-0004vq-EG -> brian.domain@receives-nothing.org <bob.domain@receives-nothing.org> R=dnslookup T=remote_smtp H=cluster5.us.messagelabs.com [US.IP.ADR.ESS] X=UNKNOWN:DHE-RSA-AES256-GCM-SHA384:256
2016-02-12 08:55:51 1aU9Vw-0004vq-EG -> carol.domain@receives-nothing.org <carol.domain@receives-nothing.org> R=dnslookup T=remote_smtp H=cluster5.us.messagelabs.com [US.IP.ADR.ESS] X=UNKNOWN:DHE-RSA-AES256-GCM-SHA384:256
2016-02-12 08:55:51 1aU9Vw-0004vq-EG Completed

Here's an email to one person that succeeded (was received by the recipient):

2016-02-12 08:58:20 no host name found for IP address MY.PC'S.IP.ADR
2016-02-12 08:58:23 1aU9YU-0004w0-IN <= me@my-domain.com H=(MyPCName) [MY.PC'S.IP.ADR] P=esmtpa A=dovecot_login:me@my-domain.com S=23133 id=003101d61537$874b04a0$59e01ed0$@my-domain.com
2016-02-12 08:58:26 1aU9YU-0004w0-IN => zak.receives@email-normally.org <zak.receives@email-normally.org> R=dnslookup T=remote_smtp H=cluster4.eu.messagelabs.com [UK.IP.ADR.ESS] X=UNKNOWN:DHE-RSA-AES256-GCM-SHA384:256
2016-02-12 08:58:26 1aU9YU-0004w0-IN Completed

I can't see any significant differences between the two. Before and after both is nothing but brute force debris and other emails.

I don't know what the significance of cluster5.us.messagelabs.com or cluster4.eu.messagelabs.com is, but the associated IP addresses are both MessageLabs IP addresses.

Googling messagelabs.com has turned up this blog article, which looks relevant and suggests that (co-incidentally) both my clients are MessageLabs subscribers, but for the important differences that a) unlike the author I don't even get a non-delivery receipt and b) if it was MessageLabs blocking my email, I don't see why they'd block it for one of their customers but not another.

Best Answer

Email troubleshooting can be divided into "sender" and "recipient" issues. Since you are able to send to other people the Sending side is probably working fine. You need to investigate the Recipient side to locate the problem.

Looking at the logs is a good step and can tell you where your messages are getting to and where they are not. Normal email flow goes like this:

  1. You send from your email software to your server

  2. Your server sends to their server

  3. Their server sends to their email client

In this case you can see from the logs that their server seems to be

cluster5.us.messagelabs.com

Messagelabs is an email filtering service that is now owned by Symantec. Message filtering services like this are used to remove all the spam and junk email before the messages are sent to the client software. This means that any messages blocked by messagelabs will not turn up in any spam or junk email folders in the client software. They will just disappear and the recipient will never see any sign of them. On rare occasions they may get a message saying that "a message from someone@example.com has been blocked. Contact your IT dept to unblock it."

This sounds very similar to what has happened here. Technically you should get a bounce response from messagelabs like the guy in the link you posted but this is not guaranteed. They may just silently delete your message if they think it is spam. Usually messagelabs will provide an interface for the IT department at their customer where blocked messages can be released. You can ask your contact at the company to check with their IT team for any blocked messages from your email address. At least you can if you have some other way of contacting them!

Other useful general troubleshooting steps: If you didn't have access to the log files you can find out what the server should be for any domain by looking up the "MX records"

For example here: http://mxtoolbox.com/

The MX record is what an email server looks for to find out where they should send your email.

You can then initiate a manual connection to the server listed in the mx record to see if it is accepting email and what error messages you might get. Use a telnet program like Putty: http://www.putty.org/ and telnet to the email server on port 25. Some of the commands you will need are listed here: http://www.yuki-onna.co.uk/email/smtp.html

So now you can connect to their mail server and send an email using your email address as the "From" address and see how the server responds directly. Any email error codes that are returned can be looked up in google or here: http://www.serversmtp.com/en/smtp-error

Once you have checked that you can connect to the server it may tell you why your email is being rejected as spam or for some other reason, but the reason may not be easy to decipher. At this stage I would suggest you ask the messagelabs customer to contact their support number with the error codes (or lack of them) that you received from their server. Since you are not a customer of messagelabs you can't log a problem or ask messagelabs to check the settings on their customer's account. Their customer will have to ask that themselves. This would be similar for any other mail filtering provider.

Hopefully the error code would point you to a particular problem, like your server being listed on a block list or lacking a SPF record and you can fix that yourself because dealing with a mail filtering provider at third hand is never fun. The last problem I had like this took over three months to resolve before the fault was located and messagelabs fixed it.

I will defer to the answer by kubanczyk for details on SPF and DKIM settings because they seem to be much more knowledgeable than I am!

Good luck!

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