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Outlook 2003 Send+Recieve delay

One of my users is complaining that her emails are always delivered and received last. We have a distribution group where emails are sent to. When a mail is sent to the group, she only receives 10mins or so later than everyone else in the group.
Is there any setting in outlook or exchange that is causing this?
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frukeus
Asked:
frukeus
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2 Solutions
 
travalCommented:
Are we talking about POP3 or Exchange?  If Exchange I would suspect the Windows XP firewall, add outlook.exe as an exception.  If we are talking about POP3 then look in TOOLS->OPTIONS->MAIL SETUP->SEND/RECEIVE.
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JBlondCommented:
If it's an exchange account: Is the Exchange Cache-mode activated on that account, if yes then check the option which traval mentioned, too!
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frukeusAuthor Commented:
Talking abt Outlook 2003 with Exchange 2003 here, not using POP3. I've made sure that cached-mode is not enable on the Outlook client. I can see how the firewall would delay the emails....it is not prevent her from receiving ultimately, just that there is an unusually long delay compared to other users.
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travalCommented:
Yeah, the firewall doesn't actually block the emails, it just blocks the server from notifying the client machine that new email has arrives.  Clicking off the inbox and back onto it, or clicking send/receive, will normally force the client to sync up with the server, recognize there is new email and load it.
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frukeusAuthor Commented:
hmm....the outlook client has been set to send and receive every 1 minute. Despite that, the email stil doesn't arrive till much later.
The thing is all other users are similiarly using Windows Firewall as well.
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travalCommented:
Please change the send/receive setting to at least 3-5 minutes, setting it too low can actually cause problems.

But I don't think that is the issue here, I think it is the firewall.  When the firewall first "catches" an app communicating it pops up and asks whether to allow it or not.  If the user inadvertently chose not to allow outlook to connect freely then it would not pop up again, and it could explain this problem.
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frukeusAuthor Commented:
i just checked. the client is not running WinXP SP2...so there is no firewall enabled.
so no firewall, no cached mode....what could possibly be the problem?
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travalCommented:
Can you have the user log into another workstation, then send her a test email to see if the delivery problem is specific to her workstation or if it occurs on other machines as well?
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frukeusAuthor Commented:
good suggestion....but unfortunately I dun hv a spare workstation for her to work on.
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travalCommented:
You could also log into her machine as yourself, and then have someone send you can email to see if the problem occurs.
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frukeusAuthor Commented:
thanks...looks like that's about as much as i can do.
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travalCommented:
OK, I suggested initially that this problem could be caused by the XP firewall, because new mail notification is often caused by SP2 installs and because this takes 30 seconds to check.  But we have determined that is not correct, and now we are trying to determine what is in fact the problem.  I haven't even identified where the problem is, so I am no where close to providing a solution.  I am trying to troubleshoot.  You are not taking the steps I've requested nor providing information on the results, but instead are accepting my troubleshooting steps as a solution and assigning a grade of C!

The goal of troubleshooing is to narrow down the scope of where the problem is occuring at, so that you can apply a solution.  When you are using Exchange Server and Outlook and you are experiencing problems receiving email there are three areas you need to investigate:
1.  The Exchange Server
2.  The Outlook Client
3.  Something between the Exchange Server and the Outlook client

We can't fix a problem if we don't even know which of the three areas above it's occuring at, and that is what I'm trying to determine by asking the user to either log into another machine and try to reproduce the problem, or having someone else log into her machine to see if the problem occurs for them as well.  If everyone experiences this problem on this machine, that means the machine is where we need to focus.  If the problem follows this user from machine to machine, that indicates something is wrong with Exchange, most likely her mailbox.

Even if the logic behind that isn't obvious, I clearly stated "to see if the delivery problem is specific to her workstation or if it occurs on other machines as well" which should make it clear this was not a permanent solution I was suggesting, it was a troubleshooting step.

I'd be happy to help you continue troubleshooting the problem so that we can fix it instead of telling her to just quit using the computer, but before doing so I ask that you post a request to  http://www.experts-exchange.com/Community_Support/ to fix this C on my history.  Or we can call it quits on fixing the problem and I will protest the grade myself.  Your call.

I also request that you look over the rules of this site, including http://www.experts-exchange.com/help.jsp#hi73, which says among other things:

"If a possible solution is incomplete - ask for clarification or details before accepting the answer and grading it. People should not be given lower grades because of incorrect grammar or because you just accepted their answer or comment to close the question."

"Because Experts' reliability are often judged by their grading records, many Experts would like the opportunity to clarify if you have questions about their solutions. If you have given the Expert(s) ample time to respond to your clarification posts and you have responded to each of their posts providing requested information; or if the answers, after clarification, lack finality or do not completely address the issue presented, then a "C" grade is an option. You also have the option here of just asking Community Support to delete the question."

"Remember, the Expert helping you today is probably going to be helping you next time you post a question. Give them a fair chance to earn an 'Excellent!' grade and they'll provide you with some amazing support. It's also true that a "C" is the lowest grade you can give, and the Experts know that -- so use it judiciously."
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frukeusAuthor Commented:
my bad....didn't read the rules.

"If a possible solution is incomplete - ask for clarification or details before accepting the answer and grading it. People should not be given lower grades because of incorrect grammar or because you just accepted their answer or comment to close the question."

I've submitted the request for the grade amendment.

I was hoping someone could also definitively say that there is no configuration in Exchange that would result in the delay. eg. mails directed to distribution groups delivered alphabetically according to username...so if the person happens to be last on the list, he may receive it last.
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travalCommented:
There is definitely no setting in Exchange that causes a person in a distribution list to receive a message 10 minutes after other members of the DL because of the spelling of their name.

There may be issues with the routing of the email on the server, or of the client in receiving it from the server and notifying the user.  This would be a technical problem, we can attempt to track it down and rectify it if you would like.
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