How do I get email to deliver directly to my Exchange Server?

I have SBS 2003 Standard Edtion R2 with Exchage Server 2003 SP2. Currently, my exchange server is set up to check for email on my ISP every 15 minutes. This works fine. I would probably not even be asking this question if I was allowed to lower the default setting to something like five minutes. The 15 minutes coupled with the time set on Outlook causes a delay in receiving emails by approximately 20 minutes.

I guess the email would be sent instantly to the server if that option were set. However, when I check that option and try to configure it, it doesn't work. Not sure if it's an MX issue or what? Or does my ISP have to chagne something. I should say that my POP3 account is where my domain name is registered and my SMTP is run by my actual ISP which is Roadrunner.

How can I do this or is it something I don't even want to mess with?

Thanks.
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Bert2005Asked:
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stuknhawaiiCommented:
Here's a microsoft KB on troubleshooting an Exchange SB Server's POP3 connector:
http://support.microsoft.com/kb/885685
this might help?
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wk_automatiseringCommented:
You Could ask your provider where your domainname is held, to send the mail directly to your exchange server. but you have to configure some options in exchange and Make sure your port (*25) is open for sending mail.
but if you dont want to mess with it you should try this > http://www.eclarsys.com/popgrabber/
i use it for small company's with little mailaccounts, the free version can retrieve 3 popaccounts. its very easy and works like a charm.

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Bert2005Author Commented:
wk,

Thanks for the tip. I downloaded and ran popgrabber. It does seem rather straightforward, but for some reason it keeps saying it can logon to the pop server. I am fairly good at setting something like this up. I wonder what I am doing wrong?
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Mark DamenERP System ManagerCommented:
SMTP is by far the best way to download your emails!  Exchange is designed to work with SMTP, and the POP3 connector is just a bolt on that was available for Exch2003.  You will notice how Microsoft havent built it into Exch2007, because it isnt reliable 100%.

To have email delivered by SMTP is fairly simple to setup, using the following basic steps:

1.  Open port 25 inbound on your firewall and point it to your Exchange server.
2.  Ensure that in AD Users each of the user accounts has the correct email address specified.  That is, on the Email Addresses tab you can add additional SMTP address if you need, so that for instance user John has john@domain.com as well as sales@domain.com.
3.  From an external PC, test that you can telnet to your WAN IP ADDRESS on port 25.  (telnet wanip 25)
4.  Once this is setup, you need to get your domain host to change the MX records so that your mail server has the lowest preference on your domain.

What I usually do with SBS to allow for the fact that the internet connection may go down, or the server might be rebooted more frequently than it would in a large, fault tollerant organisation is to leave the ISP mail servers listed in the MX records.  This way, if the SBS server doesnt respond you can have the ISP collect any mail, then retrieve it from them when the server is back online.

The process of retrieving mail can vary, with my ISP that I usually use it is a case of opening a command prompt, and typing the following:

finger postmaster@autoturn.plus.net

On most of the SBS servers I administer, I have this run once per hour to ensure that I never miss any mail!

I hope this helps, and if you complete these steps you will have a more robust messaging solution, as MS designed Exchange to function natively!!

Mark
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Bert2005Author Commented:
Mark,

Thanks for the info. I will need to look at this when I have more time, i.e. this evening. I may have questions, but I guess that is what EE is for, lol.

Just one question to save me time. Actually two.

My domain is registered with Domainit.com, Riverviewpediatrics.org. You can whois it if that helps at all. My actual ISP (I think you would call it that is Roadrunner). The way Exchange is setup, I do put mail.domainit.com as my POP3 and stmp.maine.rr.com as my SMTP. Also, in CEICW, rather than the SMTP I just listed, I have DNS selection chosen which I would think would go to domainit. Just want to make sure I am not using roadrunner as my POP3. I doubt I am as my email accounts on the Internet are all configured on domainit.

Thanks.
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Bert2005Author Commented:
Mark,

The following is the email response I received after inquiring into the above. Maybe I am giving him the wrong information. He does seem to think I have no idea about email, but I guess one has to start there. But, I do know that Exchange has the option of using the direct email over the POP3 connector. I am pretty sure that I have Port 25 opened. I can always telnet into the Cisco and look, but I believe it is. Thanks for the help.

Dear Bert,

Thank you for your follow-up.

1) Support for your Microsoft Exchange Server will need to be provided by Microsoft.

2) It is not possible to RETRIEVE mail using SMTP, as it is a strictly outbound protocol.  Mail retrieval is carried out using inbound protocols such as POP3 or IMAP.

3) Changes to your MX record are handled through your account with DomainIt.  However, changing your domain's MX record to anything other than "mail.domainit.com" (which it currently is) will remove your ability to receive email at our mailserver.  This means that the POP3 mailboxes you currently have on our mailserver would no longer receive any new email.

Please let us know if we can be of any further assistance.
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Mark DamenERP System ManagerCommented:
Ok,

1.  We know support for Exchange is from MS
2.  He is very wrong, SMTP is used worldwide for incoming mail delivery!
3.  You will need to change your MX records.  I use PlusNet primarily (Im based in the UK) and they allow me to set my server as the primary, through MX preference, and leave their servers as secondary.  This gives me the benefit of having fault tolerance, because if my server is offline then they will store the incoming mail on their server.  I them user a "finger" command to signal to their server that it should deliver any stored mail back to my IP address so my Exchange server picks it up.

riverviewpediatrics.org. NS IN 7200 ns3.domainit.com.
riverviewpediatrics.org. MX IN 7200 mail.domainit.com. [Preference = 10]
riverviewpediatrics.org. A IN 86400 216.195.78.65
riverviewpediatrics.org. SOA IN 7200 Primary DNS server: ns1.domainit.com.
riverviewpediatrics.org. NS IN 7200 ns2.domainit.com.
riverviewpediatrics.org. NS IN 7200 ns1.domainit.com.
ns2.domainit.com. A IN 86400 69.55.231.85
ns1.domainit.com. A IN 7200 216.195.78.4
mail.domainit.com. A IN 3600 216.195.78.16
ns3.domainit.com. A IN 7200 206.21.217.13

Above is your DNS records for the domain you gave.  So, I would have them initially add an A RECORD called mail.riverviewpediatrics.org which maps to your PUBLIC IP.  Then add an MX RECORD which point to mail.riverviewpediatrics.org with a preference of 5.  What this will do, is any incoming mail will go straight to your Exchange server, and if your server is unavailable it will be picked up via domainIt.

Once this is all working and you are happy, I would remove all but one POP3 mailbox and set it as a catch-all mailbox.  On your SBS server, in the POP3 connector configure it to download mail from the POP3 catch-all mailbox every 15mins to the "Global Mailbox" so that you never miss any email.  The global mailbox routes messages through to the correct mailboxes, and there is a "custom map" or something like that listed also so that you can add additional addresses.


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