Exchange 2003 and POP3 accounts
Posted on 2009-04-22
We have a new customer (for our company) requesting help in reviewing their e-mail system. The following is what we have found about their system:
Messages are received by their DNS host (Provider A) and sent, via MX record, to their Web-site and e-mail host (Provider B). Provider B has mailboxes for each employee (total employee count is 11) and recommends access to the mailboxes thru a POP3 client or webmail.
Prior to starting service with Provider B, our customer used Exchange running on a Windows SBS2003 server. Messages were sent from Provider A to a spam filtering service and then to the local Exchange server. (The webmail access was one feature that prompted to switch to Provider B. The spam filter wasnt working to meet the customers needs.) The local server has the POP3 Connector active for some employees but not all. Each Outlook client has a POP3 account and an Exchange account. The POP3 account was set as the default account to allow internal messages to be send thru Provider Bs server and available to read with webmail. Messages appear to be pulled to the local server and passed thru Exchange with the POP3 Connector. When Exchange was the default, internal messages were delivered to the recipient but not available with webmail access.
Based on the above, we have the following questions:
1. Are we correct with our description of the role or purpose of the POP3 Connector? Does it pull messages from the POP3 mailbox and send to the local Exchange server?
2. What are the concerns with Outlook having both the POP3 and Exchange accounts? The e-mail is working but is there a better way to configure the clients?
3. One employee checked for messages using webmail and saw 10 messages. When she used Outlook 2003 with the POP3 account, the program did not download any messages but gave a reply that send/receive was complete. As a test, we setup Outlook Express with the POP3 account information and downloaded all messages. How do we reset or clear Outlook?
4. Remote or webmail access is a feature the customer wants with e-mail. If the customer returns to the setup where Provider A sends messages to the local Exchange server, could webmail access be setup without using Provider B? Since we did not setup any part of the e-mail process, what should we check to allow remote access, if it is possible? We do not know how to configure a local Exchange server for remote access. We do not know which components of Exchange must be active or configured for remote access.
Any suggestions or comments will be appreciated. We would appreciate another opinion on the setup described above.