Creating mail-enabled groups in Exchange 2003

Posted on 2008-11-10
Last Modified: 2012-05-05
Ok We've got a small business here, Server 2003 shop.  We've got a exchange server that I need to create a mail-enabled group on.  Now I know how to create the group and add users.  But when they reply, it comes from there user exchange mailbox and not the group.  Basically I have 1 user thats needs the alias "".  I've set that up sucessfully but when the user replys, it comes from his user mail box.  Heres what I need:

1)  I want the world to be able to send email to
2)  I want those messages to be sent to a specific user mailbox.
3)  When he replys, I want to those emails I be sent from and not his user mailbox.  So the recipient only sees From:

Is this possible?  I've got steps 1 and 2 configured... but how do I setup step3?

Question by:sna1alm
    LVL 15

    Expert Comment

    Assuming that it is not acceptable to have in the from field; on behalf of

    Then you only have a couple of options.  The main issue is that you can only have one exchange account per Outlook profile.  To work around this you only have two real options

    1) You could setup the second email account using IMAP or POP3.
    2) You create a second profile in Outlook.  In the more commonly used profile you can open the other users mailbox using the "Open these additional mailboxes" features then when you see and email come in you can close the one profile and switch to the other profile, and send the email.

    This post goes over the "Open these additional mailboxes"

    I've also gone over this in detail in this other post.

    good luck,

    Author Comment

    I was afraid of that.  So do you have a doc avail on setting up SMTP?  I have control of over my registrar (external DNS control), as well as router control... (inbound\outbound pop\smtp).   I'm concerned about security with SMTP, and misconfiguring something with the end result being that spammers can use my exchange box as a relay?
    LVL 20

    Expert Comment

    the second account method wont work - as you want to send from the groups email address.

    do you need to have the group?
    can you have ..
    a user - manufacturing
    with a rule to forward a copy to all the group members
    and then use a second smtp account on each user to be able to send FROM the manufacturing user.

    smtp will be safe internally if you have good antivirus and you must have for external anyway.
    LVL 20

    Expert Comment

    so once you have the manufacturing user
    you need to set up a second account - the second account should be pop/smtp with the internal ip address and AD username and password - and the alias email address you want to use.
    Then you can configure outlook not to receive mail for this account (in define send/receive groups)
    then when you create an email you will have a new button on the toolbar for account.
    You will also be able to define a second signature that will change automatically.

    in exchange..
    default smtp server, access, relay, users - allow authenticated users to submit and relay

    this will ensure you arent open relay
    LVL 15

    Assisted Solution

    You don't need to setup SMTP, just IMAP (or POP3).  

    To do this,

    1) Make sure the IMAP service is started
    2) Then go into the ESM and enable the protocol there.
    3) Make sure that ports 443 and 993 (993 is only needed if you are using SSL) are open on the firewall.

    If you are using a certificate then you will also need to do the following;
    1) Right-click the Default IMAP4 Virtual Server and select Properties.
    2) Select the Access Tab, and click the Certificate button.
    3) Click Next.
    4) Select Assign an existing Certificate and click Next.
    5) Select the appropriate SSL Certificate and select Next.
    6) Click Next, then click Finish.
    7) Stop and restart the Default IMAP4 virtual server. You have now enabled the use of the SSL certificate with IMAP4

    The setup for POP3 (use port 110 and 995 for SSL) is very similar but I like IMAP more.
    For more information see this link.

    Hope that helps,
    LVL 20

    Expert Comment

    but imap and pop3 both need a SMTP server to send - and it is sending that is the issue?
    imap has the advantage of leaving the mail in the manufacturing mailbox - but you still need to send as
    LVL 20

    Expert Comment

    you could use the exchange send as permissions to give the user sending permissions to choose manufacturing in the from field - but then you have the on behalf of issue.
    LVL 15

    Expert Comment

    @wolfcamel - If the exchange server is already setup and working then it's using SMTP to send emails.  When you setup IMAP it uses the same exchange SMTP server.  There is no need to reconfigure it or create a new one to use IMAP.

    @sna1alm - if you want to make sure that you aren't an open relay you can follow wolfcamels directions or you can go to and type in your domain name, click on MX Lookup, then click on Diagnostics, then click on test email server.  This will let you know if you server is an open relay.


    Author Comment

    Alright guys so this is what I did...

    1)  Had my user that needs both accounts to start using terminal services (hes at a remote site).  So now hes accessing the network locally.
    2)  I deleted the universal group account, and created a new user manufacturing.  
    3)  I added relay rights the manufacturing account in ESM in the SMTP virtual server.
    4)  I created DNS A records on the DC for and plugged the internal ip of the exchange server under "SMTP Server", and added the manufacturing user credentials.
    5)  So it works and he can send and receive email from the manufacturing account, but its whacked.  When ever he sends from the newly created pop\smtp account (while simultaneously accessing his user exchange account)  Outlook pops up with the new recieved mail "fade in\fade out" alert down near the system tray.

    So I think I got it work, but I back-doored it.  My DNS is working but not correctly, I had to add the exchange IP and not use the new DNS A record "" record (which pointed to the exchange IP) because when I attempted to send using this record, I got instant bounce backs.

    Should I be using cnames instead of A records?  

    Also what about using the internet email wizard in ESM?

    Feedback is much appreacited!
    LVL 20

    Accepted Solution

    You didnt really need another DNS record but it should have worked - a bit hard to see why not if you are internal and you set the internal IP.
    The send/receive fade in out is normal as this is what a POP account does, whereas exchange doesnt need this send/receive feature.
    My guess with the DNS is that is hosted externally but you added the to your internal dns and this has likely confused things - if you ping does it resolve correctly to the server IP?
    You dont need to run the internet email wizard as exchange is working - sending and receiving external email - which is what the wizard sets up.

    My comments re SMTP server - where that you need to have one for exchange to work at all - and you must already have one setup - there was never any need or suggestion to setup a new one - just that it should be used (as you have done) to send mail from an internal source rather than just as a connector to the outside world.

    With your relay rights in ESM for manufacturing - just make sure that manufacturing still requires a password to relay - otherwise spammers will soon relay from manufacturing.

    Author Closing Comment

    Thanks guys.  I appreciate everyone taking the time to help me out.  Take care.

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