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Mass newsletter mailing

We recently installed Exchange 2003 on our network.  Every month we send out an html newsletter to about 250 clients (who have all asked to receive it).  This is the first time we have tried sending it though Exchange and we get a message that we have reached the maximum number of recipients for the server.  Is there a setting somewhere in Exchange that limits the number of recipients you can send to in one mailing?

Thanks.
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tmckinney01
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tmckinney01
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1 Solution
 
plimpiasCommented:
Yes, Go to the exchange system manager. Go to protocols and click on smtp. Right click the defualt smtp store and go to properties. I think its in the General tab but it will say maximum amount of reciepents. I think the default is 64,000.
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tmckinney01Author Commented:
The default is 64,000, but we are only sending 250.  Why won't it go?
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Exchange_AdminCommented:
Is the list of clients in a contacts folder is someones mailbox? i.e. personal distribution list
If so there is a limit to the size of a personal DL.
Try creating contacts in AD for these users and then create the DL in AD.
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tmckinney01Author Commented:
This is from a list of contacts in a users mailbox.  For this to work, we have to enter all 250 people as contacts in AD?  
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SembeeCommented:
The main recipient limit is in ESM, Global Settings, Message Delivery. Defaults has the limit, which is 5000 on a default installation.

I wouldn't recommend putting the contacts in to the AD, that just pollutes the GAL with contacts that the majority of the users don't care about.

The simple fact is that Exchange doesn't do distribution lists of external users very well. If it is only 250 email addresses then something like the entry level version of Lyris would work fine and manage the email addresses much easier.

Simon.
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plimpiasCommented:
You also might want to put them all in a distribution list if you havna't done so. See if that works.
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tmckinney01Author Commented:
This is very frustrating.  There is no way to send out an email to 250 recipients using Exchange 2003/Outlook 2003?  That seems ridiculous.
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plimpiasCommented:
Trying to troubleshoot these problems can sometimes be a pain. Put the 250 recipents in a distributino group in outlook. Right click in contacts and create a new distribution group. Drag or add all of the 250 recipents to the distributino group and send out the email. Check the event logs on teh server in order to determine what the problem is if that doens't work.
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tmckinney01Author Commented:
The contacts are in a distribution group.  We even tried breaking them into two groups.
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plimpiasCommented:
Do you have any third party plugins and communicate with exchange?

Symantec
GFI,
Spam Control
Panda

Have you tried sending it from another use account:
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tmckinney01Author Commented:
We do have Symantec AntiVirus Coporate V10.  Also, Sybari antigen.  No errors in either of them indicating they are causing the problem.
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plimpiasCommented:
Ahh...Go to add/remove programs. Hit change at the symantec item. Make sure the email client is unchecked and have it remove that portion. This is a problem with the symantec installation. Symantec recommends that you make anohter group and have the symantec manage itself because of this. Otherwise, you will need to uninstalled the email quarintine portion of the instllation.
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tmckinney01Author Commented:
The email portion of Symantec is not installed.
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plimpiasCommented:
do you have symantec mail security installed? that program has a filter for mass emails.
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tmckinney01Author Commented:
OK, I can define the problem more clearly today.  When our user tried to create a personal distruibution list, it only allows us to add about 75 - 80 or so.  If she tries to add 150, a message comes up from the exchange server that says there are too many contacts in the distribution list.  There does seem to be a limit on the number of contacts in a personal distribution list as was stated by the Exchange Admin above on 3/31.  Is there any other way to get around this other than adding all of these contacts to AD?  What about using a Public Contact Folder?
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SembeeCommented:
There is a limit in the number of contacts that you can put in to single personal distribution list.
The usual way round that limit is to nest the lists - so you would create four lists - list1, list2, list3 and list4. Those four lists would all be members of the master list.
By nesting personal distribution lists you can go as large as you like, as each list can have around 150 nested lists, which can have 150 nested lists, which can have up to 150 approx members.

150 nested lists, of 150 lists, with 150 members is 3.375 million email addresses.

Simon.
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plimpiasCommented:
There is not an exact number of contacts that you can add in a DL, the limit is based on the total size of the contacts. If you use the very basic information for contacts (for example, only the name and the e-mail address), your DL limit may be 125 to 130 contacts. On average, the number of contacts that you can add to a DL is limited between 50 and 70 contacts, but for some user who have contacts that contain a large amount of data, the DL limit can only be as little as 25 contacts. The DL limit is also based on the property size limit of the Microsoft Exchange server. The property size limit for an Exchange server is about 8 kilobytes (KB). The Exchange server stores all contact links in one property store, so the DL limit depends on the contact's name length and the size of the entry ID (the type of e-mail address and the length), on average.
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