Outlook uses wrong server and where's the mail stored

Posted on 2004-11-11
Last Modified: 2012-06-22
Using SBS 2K with exchange. I use exchange just to manage Public folders for calenders. SMTP Service Disabled, Pop enabled.
For some reason my Outlook 2002 clients send mail (randomly) using the Exchange server and not the Internet Pop server, which is defined as the default in the Send and receive group. I also have the send and receive check box for the exchange server in the Send and receive group unchecked.
The problem is there is no indication that the exchange server is being used. The mail just processes.
I even have the SMTP service disabled on the server.
SO the Users never know that the mail didn't go until the recipient calls or asks why we didn't respond to the email.
I check the server /exchangsrv/mailroot/queue looking to delete the mail but nothing is listed.
I made the mistake of starting the SMTP service and a lot of mail from even over a year ago, was sent out, causing major headaches.
My questions are as follows
1. Does anyone know why Outlook would randomly use the exchange server to send the mail instead of the pop server settings.
2 Where is the mail that is accepted by the server so I can delete or at least reroute. I was thinking of building a connector to process mail that outlook sends to the server, but I want the existing stuff gone. Or could this mail be sitting on the local machines waiting for the SMTP service to start. Again I check the Queue folder and there is nothing in there. I do show some mail listed in the Exchange system Manager mailbox for the user but I can't find where those are located.
Thanks in advance for any help.

Question by:ptwline
    LVL 104

    Accepted Solution

    Exchange will just queue the messages in its database. The reason you don't see anything in the queues is because the SMTP service isn't running. When the service comes online, Exchange processes the messages

    The only way that you are going to be able to flush out the queues is to start the SMTP service. This will allow Exchange to process the messages. However there is a technique using an SMTP Connector and an invalid SMART HOST address to make Exchange stack up the messages. This allows them to be deleted.
    Take a look on my web site here:
    The technique is midway down the page.

    As for Outlook sending messages via the Exchange server - thats Outlook for you. By DESIGN it wants to send email via Exchange. It is an Exchange client primarily, with POP3 and SMTP bolted on.
    Why not just allow Exchange to send the email messages that it receives rather than trying to stop it.

    Any reason why you aren't using Exchange for what it is primarily designed for - a mail server? It always puzzles me when people pay for Exchange then don't use the facilities it provides. You can get rid of pst files in Outlook, internal email is delivered automatically and you can backup the user's emails in a central place.


    Author Comment

    Thanks for the response.
    Valid question. The company that handles our website will not let me do the email because they get an additional 5 dollars per account. Management likes the company and will not change. And our site requires a lot of bandwidth for streaming and its just cheaper for someone else to deal with the equipment issues.
        I will try what you have suggested and get back to you.
    I think I can just set up another connector that will forward mail to my Hosting company's SMTP site right?
    So when Outlook grabs mail and wants to send it to exchange I could use this connector to forward to the SMTP address of our hosting site.
    Can I set the return addresses for the users to come back through the main web domain or are the going to come back to the exchange accounts on my server?
    LVL 104

    Expert Comment

    Hosting companies - I dislike them. Not allowing you to change your email configuration is a poor excuse to protect their business. $5/account. They are ripping you off. A host did that to me I would be off.
    There are ways round that.
    Spin your domain name out to another registrar - leaving all the dns settings alone. Then change the DNS to the registrar and replicate the dns settings on your domain. Then change the MX records. No email will flow in.

    Using SBS? There is the POP3 connector in SBS which would allow you to download the email to Exchange. (Theres a first - me actually recommending the POP3 connector).
    To get Exchange to send out the correct domain name is quite easy. Add the domain name to Recipient Policy

    ESM, Recipients, Recipient Policy. Right click on the default and choose Properties. Click on the tab "email addresses (policy)" and add the domain name. Make it the default.
    This domain will then get added to the existing users. If the email addresses that Exchange adds automatically aren't correct, adjust each user by hand, disabling the option to allow RUS to automatically update the address, and add the address as required.

    Switch the users to using Exchange for storage of email (if you aren't already). If you leave both the Exchange configuration and the POP3 configuration (if you don't use the POP3 connector) in place, then set Exchange as primary, the following will happen.

    All outbound email will go out via Exchange.
    All internal email will come in and out via Exchange.
    The client machines will still receive external email via the POP3 accounts.

    Voila, using the systems within Exchange (storage, GAL etc) and retaining the POP3 accounts.

    You will not need an SMTP connector as Exchange can deliver email on its own. The only reason a connector is required is when email needs to be directed in another direction - such as when your ISP makes you use their relay server.


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