POP3 email saved to Exchange server

Posted on 2008-11-11
Last Modified: 2013-11-29
I have a small site with 4 users that I am having some issues with. I just installed Windows 2003 SBS (about 8 months ago), the users pull their email from one of the local ISP's and were using Outlook Express. With SBS, I converted them over to Exchange just to save their email and to provide them with some shared calendars.
With this transition, I created a POP3 account in addition to their exchange account and I made the POP3 account their default.
Errors that I get from the users are;
Your message did not reach some or all of the intended recipients.
The following recipient(s) could not be reached:
Could not deliver the message in the time limit specified.  Please retry or contact your administrator.
Receiving emails is not a problem. It pulles them off of the ISP's mail server
Sending seems to be the issue. When I check the ESM Q's, I see that the messages are going out that way even though I've specified that the POP3 account is the primary transport. As far as I'm concerned, there should be no emails going out the ESM Q but they are.

Can someone give me an idea of why this is happening.

They don't want to run an in-house mail server, since they are paying nothing for their email accounts (free with internet access).
Question by:johnbowden
    LVL 15

    Expert Comment


    I'm not quite sure why you haven't moved over to Exchange only.
    Exchange offers the POP3 connector, which would pull down any emails to the Exchange server from these free accounts, into Exchange.

    Your users will only need to check Exchange for their emails, remove the POP3 accounts to simplify things.
    Go through the CIECW wizard in Exchange, you can get your emails to send outbound via the Exchange server (always best practice) using standard DNS or via a smarthost (your ISP SMTP Gateway), this is all very simply with the Wizard built into the SBS Server Console.

    If you wish to set up the POP3 accounts for use with Exchange, you can find it under the Connectors section in the ESM.
    I would suggest moving POP3 accounts out of their profile, as emails should really held at one place only. Also, with Exchange as the handler, you have backup and tracking available.

    Let me know if you have any more trouble.

    Author Comment

    As I've said in my message, this is a new setup and they are quite happy with their POP3 email so as far as they are concerned, they are not going to invest any more money into email. They do like the fact that I've set them up with one email client instead of two (OE and Outlook) and that they now have access to a shared calendar

    I'm not sure what you mean by 'if you wish to set up the pop3 accounts...' since they are already set up with the ISP.
    Also not sure what you mean by 'moving pop3 accounts out of their profile...'

    So each user has an exchange SMTP email address of but their pop3 email address is Are you saying that I should add the isp name to their SMTP email address but make it secondary?
    LVL 15

    Accepted Solution


    From what I can gather, you are running Windows 2003 SBS, which comes with Microsoft Exchange.
    You are currently using a shared calendar and shared internal email with Exchange and their Exchange profile in Microsoft Outlook.

    They have another POP3 account in their Outlook which connects to the ISP's email account and downloads the emails to their Outlook client... Am I correct so far? Please let me know incase i have got confused here.

    SBS has a built in function that can gather emails from POP3 accounts at your ISP directly into Exchange, negating the need for them to have POP3 accounts added to their Outlook profile. Please check out the image attached.
    Here you can add each of your users POP3 accounts to the Exchange system and get them to distribute the emails to the necessary mailboxes.

    This tool was specifically created to help manage POP3 style accounts with Exchange to negate the need of having multiple accounts in your Outlook profile.

    Once this has been adjusted, you can then ensure that your emails are getting sent via Exchange also. All this will mean is that the emails they are sending out will all go through the same Gateway.
    One other thing that you may need to adjust is the receipent policy that used on your system, to make sure that Outgoing emails have the correct format,


    Author Comment

    Thanks, I will give that a try today and will let you know how it works out. I think this is the answer.

    Author Comment

    Hi again, ok, just checked thier server and started going through the setup and realized that the problem is not with incoming email, it's outgoing email that is the problem.

    It's supposed to go out through the POP3 account (default) that I've created but if I check the ESM Q, the messages sit there and time out.

    Is their a way to create a POP3 SMTP mail server connection so that all outgoing email will go through the ISP mail server?

    Author Comment

    Unfortunately, I set them up with pop3 accounts with OE and they are ok with that. Later on down the road, I will try and talk them into moving to the full exchange with their mail server

    Just so you know, they would have to pay for the following to move to an in-house email system
    Faster internet connection (currently $20/mo) $30/mo
    Static IP $15/mo
    Antispam software $400 one time charge and $100/year (approx) updates
    DNS hosting $10/mo

    So you see, this is why they don't want to move to their own mail server.
    LVL 15

    Expert Comment

    Hi there

    There is no need for any of the above, you already have the services in place.

    Faster internet connection: No change needed from current setup, as you can use the SBS POP3 connector to collect the emails, instead of the workstation connecting to the POP3 accounts. In fact, as the SBS connector will connect to the POP3 server only 4 times an hour (every 15 mins) this will probably save you bandwidth, as by default, OE connects much more regularly.

    Static IP: You do not need a static IP to send out emails, during the connection wizard of SBS Exchange, you can pass your emails to your ISP smarthost. This will forward (handle) the emails on to the correct hosts, and it will look like it came from a static IP, so you shouldn't have issues of getting onto any sort of spamcop blacklists.

    Antispam software: This again, is not needed as you will not be moving away from your current ISP, you will be simply collecting them all from a central server instead of at each workstation.

    DNS Hosting, once again, no need for this as your DNS would not have changed. Emails will still be pointing at your ISP email servers and Exchange will be pulling them from your dynamic IP, whatever that may be.

    Hope this helps! :)
    Merry Christmas

    Featured Post

    Do email signature updates give you a headache?

    Constantly trying to correctly format email signatures? Spending all of your time at every user’s desk to make updates? Want high-quality HTML signatures on all devices, including on mobiles and Macs? Then, let Exclaimer solve all your email signature problems today!

    Join & Write a Comment

    Suggested Solutions

    Title # Comments Views Activity
    accidentaly removed msolgroups from O365 3 19
    listed on blacklists 20 53
    Exchange 2007 13 18
    Nameserver and MX Record 2 9
    Learn more about how the humble email signature can be used as more than just an electronic business card. When used correctly, a signature can easily be tailored for different purposes by different departments within an organization.
    Set OWA language and time zone in Exchange for individuals, all users or per database.
    In this video we show how to create a Shared Mailbox in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Recipients >> Sha…
    The video tutorial explains the basics of the Exchange server Database Availability groups. The components of this video include: 1. Automatic Failover 2. Failover Clustering 3. Active Manager

    733 members asked questions and received personalized solutions in the past 7 days.

    Join the community of 500,000 technology professionals and ask your questions.

    Join & Ask a Question

    Need Help in Real-Time?

    Connect with top rated Experts

    25 Experts available now in Live!

    Get 1:1 Help Now