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SBS Exchange email issue !!!

Posted on 2006-04-10
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Last Modified: 2010-04-19
Hi Experts,

This is the scenario,

I have installed SBS 2003, especially I needed to use Exchange server for my organization. There are about 50 users. Now Active Directory and the exchange server are working fine.

But our organization default email server is located elsewhere. Every user is configured to download their external emails using their MS-Out Look pop downloader while they can exchange local email through the SBS exchange server internally. (If a internal domain user sent an email to same domain’s user it’s not going out of the network) If the domain is different, it’s going out from the LAN to resolve the particular email domain. That's how its configured.

But the issue is we have some users who are traveling with their laptops. (Overseas) In this case if a domain user sent a email to a user who is currently not in the local network it’s not going to deliver to him. It’s delivering to the local mail box. Is there any solution to avoid this? Please ask questions as I can explain you more.

Please help to resolve this problem.

Thanks !
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Question by:NetMaxtor
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Author Comment

by:NetMaxtor
ID: 16417643

Once I have tried this, I delete the AD/Exchange user accounts who traveling occasionally. But when we sending a email to a user who has same email domain,(But not in the AD user list) its return as follows.

Your message did not reach some or all of the intended recipients.

      Subject:      Test Mail
      Sent:      4/10/2006 7:40 PM

The following recipient(s) could not be reached:

      User_who_dont_hav_AD_account@emaildomain.com on 4/10/2006 7:40 PM
            The e-mail account does not exist at the organization this message was sent to.  Check the e-mail address, or contact the recipient directly to find out the correct address.
            <serverhostname.MAINDOMAIN.local #5.1.1>
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Assisted Solution

by:mattridings
mattridings earned 2000 total points
ID: 16417795
If I'm understanding your configuration correctly it sounds like the issue is that your externally hosted mail server is the same domain name as your SBS external domain.  You should not have used the same qualified domain name on the SBS external network as your real email domain name.  There are a couple of ways to fix this though.  Just need a bit of information to walk you through the fix depending upon your answers.

Can you confirm that your external SBS network name *is* the same domain name as your email server domain name?

Do you have 2 network cards in the SBS Server (1 for internal network, 1 for external)?

Do you use a 'Smart Host' for your Exchange Server configuration? i.e. is all externally bound email supposed to be routed through another server instead ofbeing sent directly by your server?  If you don't know the answer then it's probably not but it's an important part of the solution.

Cheers,
Matt Ridings
MSR Consulting


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Assisted Solution

by:mattridings
mattridings earned 2000 total points
ID: 16417905
The other question I had by the way is why aren't your remote users using your Exchange server to check their email in the first place?

One of the nicest things about Exchange and SBS is its ability to provide access email via a number of different mediums (Outlook over internet, Outlook via Web Browser, Outlook over PDA, etc. etc etc.  So I'm confused as to why these remote users would need their email anywhere *other* than the Exchange server?  Don't get me wrong, we can still make it work the way you want, I'm just interested in why you're doing it the way you are?

Matt
MSR Consulting
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Author Comment

by:NetMaxtor
ID: 16418041
confirm that your external SBS network name *is* the same domain name as your email server domain name?
###########################################################################
External hosted email domain: testdomain.com
Internal domain: TESTDOMAIN-TD

But I have changed in the Exchange System Manager >> Recipient Policy >> Default Policy Properties >> Email Addresses Policy’s SMTP address to testdomain.com

Because if this SMTP address is different than the external hosted one, we can’t resolve TESTDOMAIN-TD emails from out side.
###########################################################################



Do you have 2 network cards in the SBS Server (1 for internal network, 1 for external)?
###########################################################################
I have one network card, but if needed I can put another one.
###########################################################################


Do you use a 'Smart Host' for your Exchange Server configuration? i.e. is all externally bound email supposed to be routed through another server instead ofbeing sent directly by your server?  If you don't know the answer then it's probably not but it's an important part of the solution.
###########################################################################
No I’m not using this, please explain ?
###########################################################################
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Author Comment

by:NetMaxtor
ID: 16418059
Please explan me the better way !!!
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Assisted Solution

by:mattridings
mattridings earned 2000 total points
ID: 16418282
Well then, before we get into the complex modifications one quick question...

If you insist on having your users use POP email retrieval from Outlook, then why don't they connect to *your* exchange server to pick up their POP email?

It sounds like your configuration should be as follows:

1) All of your users should be pointing to *your* Exchange email server as their POP/SMTP server.  (either by internet domain name of your sbs host if you have external dns server, or by IP address if not)
2) You should run the internet and email configuration wizard in SBS, and select the checkbox that asks you if your email should be forwarded to another host for delivering your email.  When asked you should enter in the information about your externally hosted email server as the host that handles your outbound email.

That should do it.

I'll post another response momentarily about the way *I* think is better though.

Cheers,

Matt Ridings
MSR Consulting
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Assisted Solution

by:mattridings
mattridings earned 2000 total points
ID: 16418358
In regards to how *I* would do it. (this is just my opinion of a better way, to each their own)

1) The SBS Exchange server should be your email server.  Period.
2) Everyone points to the Exchange server as their email server.  Period
3) Everyone uses Outlook 2003 to connect to the exchange server using RPC over HTTP if external, not POP3.  Period.
4) Outlook over a web browser (OWA) would be the default means of connecting to email if they don't have a computer at that time with Outlook 2003 configured on it.


It sounds like you've been using a lot of manual  modifications instead of using the SBS wizards.  With SBS you can get into a lot of trouble doing this.  I highly recommend using the wizards with SBS whenever possible.

Note that to do all of the above you need to have a valid DNS server running on the internet with the proper hosts and MX records defined, and your firewall/router needs to have the proper ports open/redirected.  I'm assuming you have that but if not it's easy enough to explain and there are plenty of documents describing the process online that I can point you to.  The only reason I would ever run a server in the configuration that you are currently running it would be if it only had sporadic or very slow connections to the internet (dialup, or other intermittent connection).

Matt Ridings
MSR Consulting
0
 

Author Comment

by:NetMaxtor
ID: 16418756
Yes, I have managed to configure POP3 and donwload emails directly to the SBS exchange. One last question..

Let’s say we have a user in the AD called “user1” he can send/receive emails using SBS with out any issue. But the issue is coming when “user1” goes to out side from the local area network. Is there any possibility to temporary disable this user in the LAN and pointing all his email to the external hosted email server ???

Thanks a lot for your help !
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Author Comment

by:NetMaxtor
ID: 16418779
And POP downloader is only supporting to 15 min durations, can’t we short this period more than this? Example: 5 min ??
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Accepted Solution

by:
mattridings earned 2000 total points
ID: 16419018
Shouldn't be an issue when the user is outside LAN if you have your sbs server accessible from the internet for email.  They would continue to work just as if they are inside your network.  That's what I was referring to above when I mentioned setting up your router/firewall/and external dns properly.

*External DNS server needs an A record (host record) for your companies internet IP address.  Any name would technically do but I would call it the same thing that your internal SBS server is called so that you don't have to modify your internal DNS server on SBS
*Your internet router needs to redirect the ports for inbound HTTP, HTTPS, SMTP, and POP3 requests to your internal SBS IP address (other ports as well if you want vpn, remote desktop, etc but the ones above should let you do basic email via OWA and a POP client)
*Your SBS server firewall needs to have the same ports open on it.  This is automatically accomplished if you use the configure email and internet connection wizard.  If your router is UPNP capable and that functionlity is turned on it will also configure the router portion for you as well if you ask it too.
*Point your users email clients POP and SMTP settings to your SBS servers name (same as what you set in external DNS host name above).  If internal or external to local network they should still automatically go to the SBS email server now.


You cannot adjust the POP3 connector to pick up email more frequently than 4 times an hour.  You could use a 3rd party POP3 retrieval tool to do it, but unless it's extremely urgent I don't recommend it.  You can find various POP3 retrieval tools at http://www.slipstick.com or I'd recommend http://www.popbeamer.com/ .



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