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Setup SBS 2003 and Exchange. Using exchange as mailbox collector only.

Posted on 2010-08-14
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Last Modified: 2012-05-10
The company I am dealing with has 2 different domains externally. Using Exchange as a mailbox collecting the data, I am trying to setup the exchange server to allow simply collecting the email as it is received in from the Outlook Client via POP3. I first setup the exchange mailbox via adding the user to the server. I then added the POP3 accounts. I set the POP3 to be the default and it has the POP/SMTP server settings setup in the account. How can I make sure that the Outlook Client is sending the data from its POP3 account and NOT trying to do so through the exchange? I really just want Exchange to be there as a backup to the clients.
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Question by:cbspectre
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by:sunnyc7
ID: 33438171
Hi
Can you explain the problem a bit more clearly ?

A) you have 2 domains

Domain1.com
Domain2.com

Exchange is configured for both domains or only 1 domain ?

When you configure exchange with a domain, exchange collects all emails sent to @domain.com and relays it to internal mailboxes.
When someone sends emails - connected through outlook/exchange - all sent /received emails are stored in exchange mailbox.

Exchange config
Mx record ip > points to public ip of your router/firewall> which has ports 25 80 443 open and forwarded to internal lan ip of exchange server

If you configure outlook to use pop3/smtp, the mailboxes will have inbox data, but it won't store any sent email.

Let me know what you are trying to accomplish.

Thanks
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by:cbspectre
ID: 33438500
Ill try and answer each question. Thank for your help.

-A) you have 2 domains
Yes

-Domain1.com
-Domain2.com
These domains are hosted elsewhere with MX records unchanged

-Exchange is configured for both domains or only 1 domain ?
Exchange is on a domain.local totally different from the 2 actual corporate domains

-When you configure exchange with a domain, exchange collects all emails sent to @domain.com and -relays it to internal mailboxes.
The domain tat is configured (I believe) is domain.local not connected with there actual host/email server

-When someone sends emails - connected through outlook/exchange - all sent /received emails are stored in exchange mailbox.
Beleive it or not.. they had 2 SBS 2003 on same LAN with both being set as domain.local (Thats why I am trying to get rid of one of them) The OLD server had pop connector and all the email addresses were setup in that. Causing the 15 minute delay. I would like to be ablke to pull from the pop instantly.. and store in the exchange mailbox.

-Exchange config
-Mx record ip > points to public ip of your router/firewall> which has ports 25 80 443 open and forwarded to internal lan ip of exchange server

-If you configure outlook to use pop3/smtp, the mailboxes will have inbox data, but it won't store any sent email.
It seemed as though the "sent email" folder is also synchronized with the server.
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by:Cliff Galiher
ID: 33439512
You cannot configure Exchange in the way you want. Exchange is not a "backup" of outlook data. You really have three choices (listed in the order I'd recommend):
1) Move away from pop3 and use Exchange as a native SMTP server as it was designed to be used. You will get your "instant" delivery as you want, and gain many other benefits. You will also be eliminating pop3, its drawbacks, and its flaws. This is not an exchange issue, but pop3 has flaws in the protocol implementation itself. It met a need when you uad dial-up uses that needed to pull email in a low-bandwidth environment from a server, but it was never meant to be a server protpcol (nd exchagne is a server, not a single user) and the intermittent dial-up connection that pop3 was meant to accomodate also does not apply to 99% of servers. The fact that you want instant delivery only exemplifies this. Pop3, whether on Exchange or another mail server, is not the right protocol for what you want. SMTP is.
2) Use the pop3 connector as intended. It pulls mail for all users and delivers it to their exchange mailbox. Then outlook syncs with that mailbox when it is open. Outlook clients *NEVER* receive email via pop3 directly.
3) Don't use Exchange. If you netierh want to use Exchange to get mail via SMTP of get mail via pop3 then you aren't using exchange as a server at all, but as a backup system. Which it wasn't designed to do. You'd be far better off implementing a backup agent that finds and archives users .pst files from their client machines. More reliable and doesn't cause sync issues which is what you are inviting if you even attempt to implement Exchange in the fashion you are proposing.
In short, you can't use a jackhammer for detailed carpentry work and you can't use Exchange as a backup system. They are different tools designed for different uses, and no matter how logical it may seem on the surface, forcing a square peg in a round hole, or an ISA card into a PCI-X slot, or whatever analogy you want to use, is going to break something somewhere. Badly.
 
-Cliff
 
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by:sunnyc7
ID: 33440335
The OLD server had pop connector and all the email addresses were setup in that. Causing the 15 minute delay. I would like to be ablke to pull from the pop instantly.. and store in the exchange mailbox.
>> Use exchange as an SMTP server/MTA.

That would be cliff's solution #1

For this to work, MX record has to point to your Public IP of your router / firewall.

Let me know if you need any help with anything else.

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by:cbspectre
ID: 33441295
Ok. Since I have multiple email domains, can I setup the exchange as intended to allow it to work wight with multiple domains? If so then what would be the proper procedure? (I can contact the web hosting company's and have the MX records changed, however what is an A record and would that need changed as well?) They currently do not have these domains setup that way. The other difficult thing is the T1 router they have setting in front of a regular Linksys router. The forwarding could be a nightmare.  If I were to avoid the MX record pointing, I did notice that the POP connector for SBS was pulling from multiple accounts for delivery. Example Jim@domain1.com and Jim@domain2.com both pointing to the users inbox.
I am not an exchange efficianato, so I really appreciate the help.
Thanks again
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by:Cliff Galiher
ID: 33441377
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by:cbspectre
ID: 33442091
I followed through the blog from the 2008 to the link to 2003. IT says setup your first domain. Can I host email.. with domain.local? It does not specify how I am to deal with a .local (witch is what it is set to now) and .com difference when running the wizard. This is an In-production server and I am going to have to test on a build I do. I will use one of my own domains or get a new one to test. In the mean time, I thought I would ask.
Thanks
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by:Cliff Galiher
ID: 33442420
Your active directory domain name has nothing to do with your email domain names. So don't even try to think of them together. You can have an AD domain name of little-toys.local and email domains for monster-trucks.com, big-toys.com (after all, monster trucks are just really big toys!), and toys-for-guys.com or whatever (yeah, I like to stick to a theme).
Once you've gotten past that mental hurdle, setting up multiple email domains (and they are just for email, they aren't internal domains at all) is quite easy. For 2003:
http://sbs.seandaniel.com/2004/10/hosting-multiple-domains-on-sbs-2003.html
 
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cbspectre earned 0 total points
ID: 33460767
Here is how I solved the issue. I placed the POP account in the Outlook Client. I setup the local domain exchange account to be the default. I setup the exchange account in AD to have the correct SMTP address of the POP account for sending email. All worked.  The only issue remaining was the Droid phones that needed to pick up the POP email as well as have it in outlook. I then set the POP account in outlook client to be the default and it worked. Took longer for delivery but it sent the mail to the pop server where it could be saved. I'm sure there is a better way to setup OMA or exchange access, but I am not public, and have 2 routers in the mix (one T1 and one standard Lynksys) so for now problem solved through trial and error. If you have any further ideas on public access to the domain with the 2 routers involved I would love to hear it.
Thanks Again

PS.. I did place thee second router in the DMZ and setup port 443 to forward to the Internal IP of the exchange server.. no luck
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