Exchange downloading e-mail from server - errors occur. These do not affect the user's ability to read all their e-mails.

Posted on 2006-05-15
Last Modified: 2012-06-21
Hi there,

I have a Windows 2003 SBS server setup with Exchange. The server checks the offsite e-mail server for e-mail every 15 minutes, and downloads it to the Exchange mailboxes. Everyone is using Outlook 2003, so they just download from the local server when they get into work, etc.

I have the server setup so it e-mails me (offsite) the server status every morning. For some time now, it comes up with errors relating to the downloading of e-mails, that all relate to the POP3 Connector. They only seem to affect two e-mail accounts - one more than others. Sometimes the longer the server is left without a restart, the more times the error occurs per day. Here are the error examples (I have replaced the real server and e-mail information with examples):

POP3 Connector, Event ID 1019, Total Occurences: 26
The message download process finished with one or more errors.

POP3 Connector, Event ID 1023, Total Occurences: 52
The downloading process for mailbox < []> was ended with one or more errors.

POP3 Connector, Event ID 1035, Total Occurences: 52
A error occurred in connecting to the <> POP3 server for user <>. The error is 11004. The server may be down for maintenance or your server is not connected to the internet.

This user, and when it affects the other user, have not said anything about e-mails not coming through. Everything appears to be working at their end. But this problem didn't happen when the server was originally setup. At one stage I did remove the password on the account because we hadn't setup remote access and the user wanted to check webmail. By removing the password for that user in the POP3 Connector, I could then allow them to check webmail on our hosted system, without having to worry about the Exchange server downloading it and removing it from webmail.

Additionally, the second user for which the above error messages appear from time to time originally had their POP3 Connector setup with the wrong e-mail password (to check from our hosted service to download to the local server) initially - this has since been fixed and they are not having any issues.

I would like to know how to fix this issue, so that it doesn't happen again. One idea I had was to remove the user from the POP3 connector tool, then add them again - perhaps it would flush out any cache going on there? But I did not know whether this would delete any e-mails on the local server, or if the POP3 Connector is completely independent from that. So, I haven't done it yet.

Please help!


Question by:hgb_1999
    LVL 74

    Accepted Solution

    Well, the first two error Event ID's are just general errors which point to the third one, Event ID 1035.  So that is the one to focus on.

    This error may very well be occuring because the user is checking the webmail directly or has a direct POP3 configuration set up in their Outlook settings.  Because the error occurs when another source is accessing the POP3 mailbox.

    I don't quite understand your theory behind removing the password for a user which then makes the POP3 connector fail.  It would make more sense to just have them use Outlook Web Access and remotely view their email from your Exchange Server instead.  


    Author Comment

    Hi Jeff,

    Thanks for your reply. In terms of removing the password, this was done because Outlook Web Access wasn't setup yet (I was trying to figure it out at the time :) - and so there was no other choice. Outlook Web Access now seems to be working fine, it was just removed previously for the above reason.

    So it sounds like I should be checking that user's machine to see if they are accessing the server twice? Are there any server settings that allow this? Or must it be on that / another user's machine? Are there any other potential reasons for this? I will also see if they are downloading their e-mails offsite somewhere. This user has a laptop too so maybe that is sitting at home, accessing the server at the same time!

    LVL 74

    Expert Comment

    by:Jeffrey Kane - TechSoEasy
    There wouldn't necessarily be any server settings unless you have the account entered twice.  So, then it would either be the user's machine or even at their home.  

    The POP3 connector, by the way, is not really ideal for a permanent email solution and was only provided with SBS as a transitioning mechanism to get to your own email server.  For more information on this,

    However, if you are going to use the POP3 connector, I always suggest using it with a global mailbox at the ISP and allowing the Exchange server to parse out the messages to each user.  This way the server doesn't have to connect multiple times to gather email.


    Author Comment

    Great, thanks for your advice! I will see how it goes...

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