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Sending email error - pop3 connector

Posted on 2004-11-18
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Last Modified: 2012-06-21
We have an external company hosting the email and web site but want to use exchnage for sharing calendars, mailboxes and the usual stuff exhnage can do. I have set up the POP3 connecter to retrieve the emails, and this works fine.

When trying to send an email, it is rejected by the server (mine or the webs i dont know) saying this :

Your message did not reach some or all of the intended recipients.
      Subject:      RE: Test email
      Sent:      18/11/2004 09:23
The following recipient(s) could not be reached:
      syates on 18/11/2004 09:22
            You do not have permission to send to this recipient.  For assistance, contact your system administrator.
            <rbc1.RBC.local #5.7.1 smtp;501 5.7.1 <kyates@RBC.local>... Sender domain must exist>

Now i can see from this that it is using out local domain name, which is set up for out local network. I neetd to use the domain for our websites and emails. How can i do this?
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Question by:OblivionSY
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Sembee earned 600 total points
ID: 12617568
You are getting that message because ".local" isn't a valid domain. Most servers will reject those types of messages, plus no one can reply to them.

There are two things it could be...

You need to ensure that the correct the domain is the default. ESM, Recipients, Recipient Update Policy. Right click on the default and choose Properties. On the "Email Addresses Policy" tab change the default domain to be the valid external domain.

It may also be what the Exchange server announces itself to the Internet as. That is very easy to fix:

ESM, Admin Groups, <your admin group>, Servers, <your server>, Protocols, SMTP. Right click on Default SMTP virtual server and choose Properties. Click on the last tab Delivery and then click on the Advanced button. In the middle box FQDN, enter "mail.domain.com" (minus quotes - where mail.domain.com is your servers name as known on the internet). Apply/OK out.

Simon.
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by:OblivionSY
ID: 12627302
OK I have tried that. I have changed the domain to be the domain of our organisation, although this is hosted by an external company. We do not have a domain name for our server here.

Does the POP3 connector only work one way? ie I cant send emails back through the connector? Ideally i would like the exchange server just send the emails back to the internet Company Server where the emails are received initially (before the POP3 Connector retrieves them)

Our internet connection is a broadband connection, but I cannot guarantee that there is a fixed IP for this.
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by:Sembee
ID: 12627481
POP3 is not a sending protocol. It is a delivery protocol - specifically from server to client. Email is sent via SMTP.

The POP3 connector is a bodge - it is only available on SBS, not on the full version of Exchange. The usual method for email delivery is SMTP - which is what Exchange is designed for.

Ideally you should have all email collected from one place - the Exchange server. Even clients who are outside of the network should be collecting email from the Exchange server. This gets round problems of having the email on two servers that are not connected.

As you are on a broadband connection, even with a semi-static IP address then you can get SMTP delivery to work. It just needs a little more work as you will need to setup a Dynamic DNS account with someone to keep the details up to date. However it is possible - my home Exchange server is on a semi-static IP address without any problems.

http://www.amset.info/exchange/dynamicip.asp for more information.

Simon.
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by:OblivionSY
ID: 12628388
From what you have said in your first post (by doin point #1 i think) I have got the server to send emails. Although it is a bodge using the POP3 Connector, I think i would rather continue this route. I have a degree in computing but I am leaving the area to move for a new job, and there is no one here who could manage the server if anything went wrong - least leaving it on the internet server they could use webmail until i, or someone could fix the problem.

My exhange mailbox is called kyates and the email address is office@romfordbaptist.org.uk now when the emails are sent, it sends it from the kyates@romfordbaptist.org.uk. I know i could rename the accounts to match the email addresses already set but is there any other way?
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by:Sembee
ID: 12628576
If you want your email to leave Exchange with another address on it then all you need to do is change the default address on your account. Use ADUC, go to the Email Addresses tab. Deselect the box at the bottom about RUS being allowed to udpate automatically. Then change the default address to what you need. Apply/OK out and all will be fine.

Simon.
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by:OblivionSY
ID: 12628693
What is ADUC?  I have the Small Business Server and not sure where to find that.
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by:OblivionSY
ID: 12628863
Actually, as I have 3 days to finish installing this server, I have come up with a crafty options. Since it would be useful to identify who sent the messages and most business use the employers name, i will just add forwarding emails to their other named pop3 boxes.

Do you know how to create global email address lists that can be accessed by all clients? (I have added some extra points for this)

Many thanks
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by:Sembee
ID: 12629042
ADUC - Active Directory Users and Computers. It is the heart of the AD maintainance. It will be part of the admin tools group in the start menu.

To create email lists, start ADUC and choose New Group. Follow the wizard through to create the group. It will need to be mail enabled - I think the wizard calls this "Mail Alias" or something like that.
Once created you can adjust the properties of the group in the usual way.

Simon.
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by:OblivionSY
ID: 12629242
OK Doing this seems to have stoppied incoming emails? i have sent some test ones and they are not being received. I have looked int eh Queues for the server and the Exchange MTA is not available.

I dont think this service is now running, How can i get this to work. I know my test emails are on the server somewhere as they are downloaded from the webaccount when i say "retrieve emails" in the pop3 connector. Any ideas?
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by:OblivionSY
ID: 12629262
To clarify, I meant global address books. like an LDAP or sommit
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by:Sembee
ID: 12629905
Nothing I have suggested should have done anything to stop Exchange or emails coming in.

The Global Address List is created for existing users.
If you mean addresses for people outside of the Exchange server then there are two ways.

1. Mail Enabled Contacts. These are entries made in ADUC. New, Contact. Follow the wizard, adding a new address of type SMTP.
The draw back with this option is that the mail administrator must maintain.

2. My prefered option is to use a Public Folder. Create a new folder called All Contacts (Avoid the name "contacts" though), of type Contacts. Adjust the permissions as required to allow someone to update the entries, but allow everyone else to read. Then right click on this folder and choose Properties. On the "Outlook Address Book" tab enabled the option to "Show this folder as an address book". It will then be available to the users to select addresses within Outlook.

Simon.
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by:OblivionSY
ID: 12630606
It was saying something about the X400 protocol was not working? I noticed there was a setting for that where you said to change the smtp setting. I didnt change the X400 one, but should I? i know one of the settings was =RBC which was our domain (RBC.local) should I have chnaged this one too?

If you can think of any other reasons why an email would not be sent to the client then that would be appreciated, Ill amend the points to reflect this new problem if we can solve it :o)

Thanks
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by:Sembee
ID: 12630641
Don't touch the X400 address. Exchange automatically generates those on its own.
Without seeing the exact text of the error it is difficult to know what the issue is.

What exactly is happening to the email message? Is it coming in correctly, but being dropped in to the mailbox?
Have you got message tracking enabled? That will tell you what Exchange is doing with the messages.
Message tracking is enabled on the Properties of the server in ESM.

Simon.
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by:OblivionSY
ID: 12630698
I am not with the server at the minute, but will be tomorrow morning (12 hours from now) ill paste the error in. In the queues for the exhange server, one is not started from memory was something to do with the X400 protocol. Ever used remote assistance :o)  

I send an email from my own email, it is received at the internet server (seen through webmail)  I then click the retrieve email button in the pop3 connector and it checks the internet server for any new emails and downloads the email (it disappears from webmail). From this point i do not know where it is. The client checks for emails but does not retrieve anything.
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by:OblivionSY
ID: 12646107
I have sorted the exhange sending and receiving issue out, will work on the global address. Your instructions i presume are to create a global address book?
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by:Sembee
ID: 12646828
You shouldn't need to create a GAL - Exchange has one built in. The only time that you fiddle with the GAL is when you want to change what the clients can see - for example when hosting mutiple companies and you only want the users to see their own company.

Unless you mean a global address list of external addresses, then that is something different altogether.

Simon.
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by:OblivionSY
ID: 12749293
I do, I want an address book of external addresses so all users on the network can have a single source of addresses and then they can either add to this general list, or have their own personal contacts (which only they can see) If this is complicated, I can start a new thread with it?
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by:Sembee
ID: 12750089
As the subject has changed quite considerably from the original, you should probably close this question and open a new one.

Take a look at this question that has already been answered. I have outlined a solution using a public folder: http://www.experts-exchange.com/Networking/Email_Groupware/Exchange_Server/Q_21203765.html

Simon.
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