Resources & insights

Microsoft Exchange Troubleshooting: Common Issues and How to Solve Them

Are you a CEO, COO, or IT professional at a UK SME organisation? Do you rely on Microsoft Exchange for your email and communication needs? Many organisations do rely on Microsoft Exchange and it can become a very complicated topic as mailboxes and high availability requirements grow.  As organisations grow more reliant on MS Exchange, they discover how frustrating it can be when issues arise.

In this blog post, we’ll discuss common Microsoft Exchange issues and provide solutions to help you get back on track. From server problems to email glitches, we’ve got you covered. Read on to learn more about Microsoft Exchange troubleshooting and how Doherty Associates can help.

Common issues

Microsoft Exchange is a powerful tool, but like any technology, it can experience issues. Some of the most common problems include:

• Server Connectivity: If your Microsoft Exchange server is down or experiencing connectivity issues, you may be unable to access your email or other features. This can be caused by a variety of factors, including network problems, hardware failures, or software glitches.
• Server Capacity: Capacity planning is crucial for ensuring that your Microsoft Exchange server can handle the demands of your organisation. Disk space and disk performance issues can arise if servers are not properly sized, leading to slow performance, long backup times, and even data loss. It’s important to regularly monitor disk usage and performance, and to plan for future growth to ensure that your Microsoft Exchange server can continue to meet the needs of your organisation.
• Server Certificates: Server certificates are used to secure communication between the Microsoft Exchange server and clients, and issues with them can cause problems with connectivity and security. If the server certificate is expired, invalid, or not trusted, clients may be unable to connect to the server, or they may receive security warnings.
• Email Delivery: Sometimes, emails sent through Microsoft Exchange may not be delivered to their intended recipients. This can be due to issues with the recipient’s email server, email reputation issues, spam filters, or other factors.
• Mailbox Corruption: In some cases, a user’s mailbox may become corrupted, preventing them from accessing their email or other data. This can be caused by hardware failures, software glitches, or other issues.

Solutions

While these issues can be frustrating, there are solutions available to help you get back on track. Here are some steps you can take to troubleshoot common Microsoft Exchange problems:

• Check Server Connectivity: If you’re experiencing server connectivity issues, the first step is to check the status of your Microsoft Exchange server. Make sure it’s up and running, and that there are no network problems preventing you from connecting. If the server is down, contact your IT department or service provider for assistance.
• Monitor and manage capacity: Proactive monitoring and support for Microsoft Exchange Servers helps ensure that they are running smoothly and efficiently. This includes capacity planning, which involves regularly monitoring disk usage and performance, and planning for future growth to ensure that the server can continue to meet the needs of the organisation. If you don’t have the tooling and bandwidth to proactively monitor MS Exchange internally, consider outsourcing these tasks to a managed service provider to allow you to focus on your core business.
• Manage certificates: Keepingan inventory of the certificates in use in your Exchange environment and proactively managing their lifecycle helps avoid disruption to email and connectivity.  Set reminders and ensure any new certificates are added to the register.
• Check Email Delivery: If you’re having trouble with email delivery, there are a few things you can do. First, check the recipient’s email address to make sure it’s correct. If the email is being sent to a large number of recipients, try breaking it up into smaller groups to avoid triggering spam filters. You can also check the recipient’s spam folder to see if the email was filtered there. 
• Check email reputation and security: SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) are two important email authentication protocols that help ensure reliable email delivery. Without these settings in place your email is more likely to be discarded or filtered out as spam. SPF helps prevent email spoofing by verifying that the email is sent from an authorised server, while DKIM adds a digital signature to the email header to verify its authenticity and integrity. Together, these protocols help improve email deliverability and protect against spam and phishing attacks.
• Repair Mailbox Corruption: If a user’s mailbox is corrupted, you may need to repair it to restore access to their data. This can be done using the built-in repair tools in Microsoft Exchange, or by using third-party software. If you’re unsure how to proceed, contact your IT department or service provider for assistance.

Conclusion

Microsoft Exchange is a powerful tool for communication and collaboration, but it’s not immune to issues. If you’re experiencing problems with your Microsoft Exchange server, email delivery, or mailbox corruption, there are solutions available to help you get back on track. At Doherty Associates, we’re here to help. Contact us today to discuss your Microsoft Exchange troubleshooting needs and to receive tailored advice for your unique organisation.

Back to resources & insights