Month: August 2023

I have OneDrive unlinked, but the Document folder still has one drive in my profile

Q: I have OneDrive unlinked, but the Document folder still has one drive in my profile.

A: The correct procedure would be to turn off the OneDrive PC Folder Backup for the Documents folder. Unlinking from OneDrive does not remove OneDrive from the Documents folder path. Just see the video here. You will just click “Stop backup” instead of starting the backup.

https://support.microsoft.com/en-us/office/back-up-your-documents-pictures-and-desktop-folders-with-onedrive

A2:

1. No, uninstalling the OneDrive sync client will not deleted your file but make sure all the changes you made in the OneDrive sync client is synced to the OneDrive Online.

2. Yes, you can still access your content in the OneDrive even after uninstallation of OneDrive sync client.

3. When you setup the OneDrive account on the sync client, the File On-Demand feature will be enabled by default and because of this feature, initially all the content in your OneDrive folder will be cloud-only where it won’t take any space on your computer, but when you try to open any content in your OneDrive file, the opened file will be downloaded and take space on your computer, this will make you to open the file again even without internet connection. Reference: Save disk space with OneDrive Files On-Demand for Windows – Microsoft Support

This message failed DMARC evaluation of domain

Situation: you may receive this return message:

Remote server returned ‘554 5.7.0 < #5.7.23 smtp;550 5.7.23 The message was rejected because of Sender Policy Framework violation -> 550 5.7.1 This message failed DMARC evaluation of domain sent-via.netsuite.com and was rejected as per DMARC policy. Contact your administrator if this was a legitimate email.>’

Troubleshooting 1:

Your email was rejected by the recipient’s mail server.

Specifically, the recipient is in a group that’s configured to reject messages from external senders (senders from outside the organization).

Only the group owner or an email admin in the recipient’s organization can fix this issue. Contact the group owner or email admin and refer them to this information so they can try to resolve the issue for you.

More details:  https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/non-delivery-reports-in-exchange-online/fix-error-code-5-7-133-in-exchange-online

Troubleshooting 2:

According to the error message, the issue could be related with the SPF policy. Please make sure you have set up the SPF record correctly based on your environment via Set up SPF in Office 365 to help prevent spoofing.

For the further investigation, I’d like to collect the following information to better know your situation.

1. Please collect the entire bounce-back message and send us in Private Message.

2. May I know your current Exchange environment, pure cloud, on-premises or hybrid?

3. Are there any new deployments in your organization since February?

4. Do your customers use Office 365?

Troubleshooting 3: this could be “mail.domain.com” in the dns system. The Solution: Go to the dns system and create a mail.domain.com and point your MX records to that.  It’s a bit silly, but it has to be done that way.

Troubleshooting 4: It could be you are sending emails via an unauthorized server. The DMARC policy states that the email address provider and the email address server should be the same. If they are not, this is considered a policy violation, and your emails will be rejected by most DMARC-protected recipients thereby returning the “DMARC unauthenticated mail is prohibited” message.

When you send an email via an unauthorized server, the message is rejected and therefore unauthenticated by DMARC as it fails to pass SPF and DKIM checks.

For example, if your email claims to be from [youremail]@gmail.com but does not come from Gmail SMTP Server and instead comes from another server (let’s assume from OVH Cloud servers), that email will most probably be considered unauthenticated per DMARC policy.

The reason for this is that the address provider (Gmail) and the email address server (OVH Cloud) are different entities. If DMARC finds that your domain does not own your email address provider (such as Gmail), then it will reject your emails as they fail its checks.

Troubleshooting 5: The SPF configuration is not updated to include all senders.

To troubleshoot this issue, you need to go back to your SPF record and make sure it matches the email host domain name. If you have multiple domains, make sure all of them are included in your SPF record.

For instance, if your email is hosted on Outlook then you have to merge Outlook’s SPF syntax (spf.protection.outlook.com) in your SPF record to solve the problem:

The following is an example of an Outlook SPF record:

v=spf1 include:spf.protection.outlook.com -all

Troubleshooting 6: The sender’s domain is not correctly configured.

There are several ways to troubleshoot this issue:

  1. Verify the SPF and DKIM settings in your domain’s DNS records. To do so, we recommend using the PowerDMARC SPF Record Lookup and DKIM Record Lookup tools. Both of these tools are free and easy to use, and they will give you a clear picture of the errors within your existing records and what your records should look like.
  2. If you have verified that your DNS records are correct, then verify that your mail server is configured to send emails using the Authentication-Results header field.
  3. If you don’t already have SPF and DKIM records in place, we recommend setting them up with PowerDmarc’s free tools for generating these records:

Troubleshooting 7: You might have been blocked by the recipient’s DMARC anti-spam filters.

Contact the recipient directly and ask them what their current DMARC policy is set up as (they should be able to provide that information). Then ask them if they would be willing to reconfigure their policy so that it accepts emails from your domain, thereby avoiding being flagged as spam as well as evading the “DMARC unauthenticated mail is prohibited” error.

The message was rejected because of Sender Policy Framework violation

Situation: you may receive this return message:

Remote server returned ‘554 5.7.0 < #5.7.23 smtp;550 5.7.23 The message was rejected because of Sender Policy Framework violation -> 550 5.7.1 This message failed DMARC evaluation of domain sent-via.netsuite.com and was rejected as per DMARC policy. Contact your administrator if this was a legitimate email.>’

Troubleshooting 1:

Your email was rejected by the recipient’s mail server.

Specifically, the recipient is in a group that’s configured to reject messages from external senders (senders from outside the organization).

Only the group owner or an email admin in the recipient’s organization can fix this issue. Contact the group owner or email admin and refer them to this information so they can try to resolve the issue for you.

More details:  https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/non-delivery-reports-in-exchange-online/fix-error-code-5-7-133-in-exchange-online

Troubleshooting 2:

According to the error message, the issue could be related with the SPF policy. Please make sure you have set up the SPF record correctly based on your environment via Set up SPF in Office 365 to help prevent spoofing.

For the further investigation, I’d like to collect the following information to better know your situation.

1. Please collect the entire bounce-back message and send us in Private Message.

2. May I know your current Exchange environment, pure cloud, on-premises or hybrid?

3. Are there any new deployments in your organization since February?

4. Do your customers use Office 365?

Troubleshooting 3: this could be “mail.domain.com” in the dns system. The Solution: Go to the dns system and create a mail.domain.com and point your MX records to that.  It’s a bit silly, but it has to be done that way.

Troubleshooting 4: It could be you are sending emails via an unauthorized server. The DMARC policy states that the email address provider and the email address server should be the same. If they are not, this is considered a policy violation, and your emails will be rejected by most DMARC-protected recipients thereby returning the “DMARC unauthenticated mail is prohibited” message.

When you send an email via an unauthorized server, the message is rejected and therefore unauthenticated by DMARC as it fails to pass SPF and DKIM checks.

For example, if your email claims to be from [youremail]@gmail.com but does not come from Gmail SMTP Server and instead comes from another server (let’s assume from OVH Cloud servers), that email will most probably be considered unauthenticated per DMARC policy.

The reason for this is that the address provider (Gmail) and the email address server (OVH Cloud) are different entities. If DMARC finds that your domain does not own your email address provider (such as Gmail), then it will reject your emails as they fail its checks.

Troubleshooting 5: The SPF configuration is not updated to include all senders.

To troubleshoot this issue, you need to go back to your SPF record and make sure it matches the email host domain name. If you have multiple domains, make sure all of them are included in your SPF record.

For instance, if your email is hosted on Outlook then you have to merge Outlook’s SPF syntax (spf.protection.outlook.com) in your SPF record to solve the problem:

The following is an example of an Outlook SPF record:

v=spf1 include:spf.protection.outlook.com -all

Troubleshooting 6: The sender’s domain is not correctly configured.

There are several ways to troubleshoot this issue:

  1. Verify the SPF and DKIM settings in your domain’s DNS records. To do so, we recommend using the PowerDMARC SPF Record Lookup and DKIM Record Lookup tools. Both of these tools are free and easy to use, and they will give you a clear picture of the errors within your existing records and what your records should look like.
  2. If you have verified that your DNS records are correct, then verify that your mail server is configured to send emails using the Authentication-Results header field.
  3. If you don’t already have SPF and DKIM records in place, we recommend setting them up with PowerDmarc’s free tools for generating these records:

Troubleshooting 7: You might have been blocked by the recipient’s DMARC anti-spam filters.

Contact the recipient directly and ask them what their current DMARC policy is set up as (they should be able to provide that information). Then ask them if they would be willing to reconfigure their policy so that it accepts emails from your domain, thereby avoiding being flagged as spam as well as evading the “DMARC unauthenticated mail is prohibited” error.

Fixing Remote server returned ‘554 5.7.0 < #5.7.23 smtp;550 5.7.23

Situation: you may receive this return message:

Remote server returned ‘554 5.7.0 < #5.7.23 smtp;550 5.7.23 The message was rejected because of Sender Policy Framework violation -> 550 5.7.1 This message failed DMARC evaluation of domain sent-via.netsuite.com and was rejected as per DMARC policy. Contact your administrator if this was a legitimate email.>’

Troubleshooting 1:

Your email was rejected by the recipient’s mail server.

Specifically, the recipient is in a group that’s configured to reject messages from external senders (senders from outside the organization).

Only the group owner or an email admin in the recipient’s organization can fix this issue. Contact the group owner or email admin and refer them to this information so they can try to resolve the issue for you.

More details:  https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/non-delivery-reports-in-exchange-online/fix-error-code-5-7-133-in-exchange-online

Troubleshooting 2:

According to the error message, the issue could be related with the SPF policy. Please make sure you have set up the SPF record correctly based on your environment via Set up SPF in Office 365 to help prevent spoofing.

For the further investigation, I’d like to collect the following information to better know your situation.

1. Please collect the entire bounce-back message and send us in Private Message.

2. May I know your current Exchange environment, pure cloud, on-premises or hybrid?

3. Are there any new deployments in your organization since February?

4. Do your customers use Office 365?

Troubleshooting 3: this could be “mail.domain.com” in the dns system. The Solution: Go to the dns system and create a mail.domain.com and point your MX records to that.  It’s a bit silly, but it has to be done that way.

Troubleshooting 4: It could be you are sending emails via an unauthorized server. The DMARC policy states that the email address provider and the email address server should be the same. If they are not, this is considered a policy violation, and your emails will be rejected by most DMARC-protected recipients thereby returning the “DMARC unauthenticated mail is prohibited” message.

When you send an email via an unauthorized server, the message is rejected and therefore unauthenticated by DMARC as it fails to pass SPF and DKIM checks.

For example, if your email claims to be from [youremail]@gmail.com but does not come from Gmail SMTP Server and instead comes from another server (let’s assume from OVH Cloud servers), that email will most probably be considered unauthenticated per DMARC policy.

The reason for this is that the address provider (Gmail) and the email address server (OVH Cloud) are different entities. If DMARC finds that your domain does not own your email address provider (such as Gmail), then it will reject your emails as they fail its checks.

Troubleshooting 5: The SPF configuration is not updated to include all senders.

To troubleshoot this issue, you need to go back to your SPF record and make sure it matches the email host domain name. If you have multiple domains, make sure all of them are included in your SPF record.

For instance, if your email is hosted on Outlook then you have to merge Outlook’s SPF syntax (spf.protection.outlook.com) in your SPF record to solve the problem:

The following is an example of an Outlook SPF record:

v=spf1 include:spf.protection.outlook.com -all

Troubleshooting 6: The sender’s domain is not correctly configured.

There are several ways to troubleshoot this issue:

  1. Verify the SPF and DKIM settings in your domain’s DNS records. To do so, we recommend using the PowerDMARC SPF Record Lookup and DKIM Record Lookup tools. Both of these tools are free and easy to use, and they will give you a clear picture of the errors within your existing records and what your records should look like.
  2. If you have verified that your DNS records are correct, then verify that your mail server is configured to send emails using the Authentication-Results header field.
  3. If you don’t already have SPF and DKIM records in place, we recommend setting them up with PowerDmarc’s free tools for generating these records:

Troubleshooting 7: You might have been blocked by the recipient’s DMARC anti-spam filters.

Contact the recipient directly and ask them what their current DMARC policy is set up as (they should be able to provide that information). Then ask them if they would be willing to reconfigure their policy so that it accepts emails from your domain, thereby avoiding being flagged as spam as well as evading the “DMARC unauthenticated mail is prohibited” error.

Troubleshooting slow computer issues

Case 1: The client just upgrades their ISP and most computers accessing Internet speed over 500 Mbps except one PC. After checking the Ethernet card, we find it is old and speed limit to 100 MB.

Case 2: When test computer speed, one of computers is slow than others. Replacing the able with cat5e cable fixes the problem.

Case 3: The client reports that their computers keep having slow or dropping problem randomly. We fixed the problem by update Cisco Switch firmware.

552: 5.2.2 The email account that you tried to reach is over quota and inactive.

Situation: The client keeps receiving Failure Notice when sending an email to her client: 552: 5.2.2 The email account that you tried to reach is over quota and inactive.

Troubleshooting: 4 reasons for “552 5.2.2 user quota exceeded” error

  1. Email attachments

If an email account receives a lot of emails with large attachments, it can eventually fill up the email account of a user. This can lead to email delivery failures.

  1. Trash folders

Many email clients have a setting that the deleted mails will remain in the Trash folder until they are purge deleted. This results in the Trash folder getting filled up.

Trash folder also adds on to the quota of an email account. But many users overlook this aspect, causing trash to get piled up and quota to exceed.

  1. Email forwarders

Some users set up one or more email forwarders from their email accounts. If any of those forwarded email accounts exceed their quota, mails can get bounced from those accounts.

  1. Mail server restrictions

Every mail server has certain restrictions on the mail delivery settings. This is to avoid a single user or spammer from abusing the server resources.

The restrictions include limit on mail account size, mail attachment size, message content size, etc. If any of these limits exceed in a mail that is sent, it leads to 552 error.

In our case, Email forwarders to inactive email address is the problem.

User I deleted and empty trash on Gmial, but used spaces doesn’t reduce. why?

When you delete emails from the trash in Gmail, the used storage space doesn’t immediately reduce because Gmail keeps those deleted emails in a temporary state for a certain period. This period is usually 30 days, during which the deleted emails are still recoverable by the user in case of accidental deletion or any other reason.

Here’s why the used storage space doesn’t reduce immediately after emptying the trash:

  1. Retention Period: As mentioned earlier, Gmail retains deleted emails in the trash for about 30 days. During this period, the deleted emails still occupy storage space in your account.
  2. Recovery Option: During the retention period, you have the option to recover any emails you may have deleted accidentally. This safety feature is in place to prevent permanent data loss.
  3. Permanent Deletion: After the retention period (30 days), Gmail will automatically and permanently delete the emails from the trash, and at that point, the used storage space will be reduced accordingly.

If you need to free up storage space immediately after deleting emails, you have a few options:

  1. Empty Trash Permanently: To permanently delete the emails and free up storage immediately, you can go to the trash folder and click on “Empty Trash now” or “Delete forever.” Be absolutely sure that you won’t need to recover any of the deleted emails before taking this step, as deleted emails cannot be recovered after they are permanently deleted.
  2. Clear Other Folders: Check other folders like “Sent,” “Spam,” or custom labels you might have created. Emails in these folders also contribute to your used storage. Deleting unnecessary emails from these folders can help free up more space.
  3. Attachments: Large email attachments can consume significant storage space. Consider deleting emails with large attachments or save those attachments to your local storage or cloud storage and then delete the emails.
  4. Buy Additional Storage: If you consistently find yourself running out of storage, you can consider purchasing additional storage from Google. This option allows you to expand your storage capacity in Gmail and other Google services.

Keep in mind that even after permanently deleting emails, your storage usage may not reduce instantly due to server-side processes. However, you should see the reduction in storage usage reflected in your account within a reasonable time frame.

“OneDrive can not installed” in Windows Server 2012 R2

Situation: The client would like to sync their SharePoint to a local server. When they attempt to install OneDrive on Windows Server 2012 R2, they get “OneDrive cannot installed” and can’t continue.

Resolution: installing Deferred version and it was successful.

Please try installing version 21.230.1107.0004 of Deferred ring and you should be able to install OneDrive sync app.