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Understanding Email Received Headers

Understanding the path an email takes before reaching MSPintegraitons can be incredibly helpful in resolving delivery issues and maintaining smooth communication. By analyzing the "Received" headers, you can trace the exact route of an email, offering insight into the servers it encountered. This knowledge is crucial for determining whether an email passed through security or spam filters and identifying any delays it might have faced. This article will guide you through interpreting "Received" headers, empowering you to manage and diagnose email flow effectively.

Understanding Email Structure: Headers vs. Content​

Emails comprise two main elements: headers and content. While the content is the body of the email, the headers contain vital metadata. "Received" headers, in particular, provide a map of the email's journey, with each mail server adding its own "Received" header to document details like server identity and processing time. By mastering these headers, you can resolve issues and optimize email delivery.

How to View the Raw Email​

To review an email's path, you need access to the raw email data, which includes all headers typically hidden in regular email views. Here's how to access this information in popular email clients:

  • Gmail: Open the email, click the three-dot menu in the top-right corner, and select "Show original."
  • Outlook: Open the email, go to the "File" menu, and select "Properties" to find the “Internet headers” section.
  • Yahoo Mail: Open the email, click the three-dot menu, and choose "View raw message."
  • Apple Mail: Open the email, click "View" in the menu bar, select "Message," and then choose "All Headers."

By exploring the raw email, you can view a complete set of "Received" headers, allowing for a detailed analysis of the email's transit and uncovering valuable insights into its delivery path.

Interpreting Email "Received" Headers​

"Received" headers create a chronological log of the mail servers an email passes through from sender to recipient. Each server appends its own "Received" header at the top, providing details like:

  • Server Information: The name and IP address of the server through which the email has passed.
  • Timestamp: The date and time the server processed the email, useful for spotting delays.
  • Protocol Version: The email protocol used, such as SMTP, confirming compatibility.
  • Security Details: Information on security protocols applied, like TLS encryption.

Examining these headers from top to bottom (reverse order) allows you to trace the email's journey, identify processing through security or spam services, and detect delays at specific servers. Understanding these headers is key for troubleshooting and ensuring secure, timely email delivery.

Tools for Easier Interpretation: MX Toolbox​

Tools like MX Toolbox can assist in interpreting "Received" headers. By pasting the headers into MX Toolbox, you can generate a visual chart of each server involved in the email's journey and pinpoint any delays. This visualization simplifies identifying bottlenecks and understanding the overall email flow, aiding you in maintaining efficient communications.

How to Troubleshoot MSPintegrations Receiving Duplicate Emails​

Occasionally, MSPintegrations may receive two copies of the same email. If the raw email data is identical for both copies, this likely indicates an issue with MSPintegrations itself, and you should contact their support for assistance. However, if the emails appear almost identical but have slight differences in the headers, a server in the email's path might have forwarded the email to two destinations. In this scenario, the "Message ID" header will remain the same, but the "Received" headers will differ. To identify where the problem lies, compare the "Received" headers of both emails and pinpoint the last server that is common to both. This is the server that sent the email to two destinations, and it represents the point where the issue originated.