Exchange server takes long time to deliver a message

Brgzaq
Brgzaq used Ask the Experts™
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We have Exchange server 2003. Now I see it has no problem with sending emails to my other mail box, but some times it takes two days to get it received from this server. Anyone knows why?

Thanks,
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When you send a message, does it leave your Front End Server Queue immediately?
Is it happening to just one email domain or all external domains?

Author

Commented:
Yes, from Outlook, it leaves right away.

If it sends emails in the same domain, it can deliver right away. But to send from other domain to this domain takes time.

It is normal when sending from this domain to other domain.

(The Exchange server is also out domain controller)

Thanks,
Commented:
Do you have any connectors on your box that should be reconfigured.  I would download and install the EX BPA to do a test.  Select the checkbox for baseline for full scan.  Should take about 2 hrs. to run.
http://www.microsoft.com/downloads/en/details.aspx?FamilyID=dbab201f-4bee-4943-ac22-e2ddbd258df3
If you have file system AV on the server, make sure you follow the vendors advice for Exchange folder exclusions, though newer versions might exclude automatically.
You can also run the troubleshooting assitant to look at common mailflow issues.
http://www.microsoft.com/downloads/en/details.aspx?FamilyID=4bdc1d6b-de34-4f1c-aeba-fed1256caf9a
S
 
 
 
 
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Go to system manager -> message tracking and see where the messages are being stuck, from there we can start troubleshooting and isolate the issue

Author

Commented:
Smeek: I run the "Troubleshooting assistant" and got warning "Smart host is set on SMTP instance"

"SMTP instance 'Default SMTP Virtual Server' on server dc2 is configured to route all messages via smart host 'relay.sjc.mx.trendmicro.com'. This option can cause mail flow problems if set incorrectly. If an external SMTP server is set as a smart host, ensure that no messages to local recipients are picked up by this SMTP instance."

When I check how to fix it, It says

"It is not a best practice to configure a smart host on an SMTP virtual server. Instead, you should create an SMTP connector and configure the smart host setting there.

In Exchange Server 2003, use Internet Mail Wizard to configure Internet mail delivery. For more information, in the Exchange Server Transport and Routing Guide, see "How to Use Internet Mail Wizard" (http://go.microsoft.com/fwlink/?LinkId=50099)."

I kind of know this is a problem. But don't know how to fix it.

JuusoConnecta:

I don't know how to get to "system manager -> message tracking". Can you show me more details?

Thanks,
In exchange 2003 server, the administration "tool" is called system manager, here u can manage your server settings of your exchange 2003 server (this is the same as exchange management console in exchange 2007 / 2010),

In here you the furthest down go MEssage tracking

Commented:
Are you downloading mail via ISPs mail servers or using another host like Linux/Postfix to filter mail through?
If not, I would right click the connector and sdo a screen capture of all tabs for documentation.  Once done, delete it and see if that corrects mail flow.
S
 

Author

Commented:
JuusoConnecta:

I know where to get the system manager. But in the general tab it doesn't show up the "message tracking"

Author

Commented:
Smeek,

Do you mean to recreate SMTP and POP3 connectors?

Author

Commented:
JuusoConnecta:

I got it now. Thanks,

I didn't see the emails I sent through the Domain account on this exchange server.

I saw the test email to this domain email user using other email account.

Thanks,

 

Commented:
Never mind, it looks like you might be using Trend Micro's Hosted Email Security to filter mail.  Are you using Trend for outbpound filtering as well or does mail send directly from your server?
http://esupport.trendmicro.com/9/How-to-enable-outbound-mail-filtering-in-Hosted-Email-Security-HES.aspx 
Is your issue sending or receiving?  Can you describe exactly how you are testing, what you expect to happen and what is actually happening?
Did something recently change in your environment?  Using message tracker, do you see emails getting received by your server but not down to your client?
S  

Author

Commented:
Smeek,

Thank you for getting back to me again.

My Outlook has two email accounts which are for two companies (tow domain names: A.com and B.com). One email account is hosted by Yahoo small business server (A.com). One is is hosted inside our company by Exchange server 2003 (B.com).

I am sending emails through Account B with no problem receiving to any email accounts. I received email instantly since the server is in our company.

Problem is when I send email through A.com account (Through Yahoo server). It took long time.
This morning 9:00Am I received an email I sent 5:00PM yesterday afternoon.

This morning I sent test emails, I still have not received them yet. When I check the message tracking, I don't see them in the list.

Strange thing is I may receive them after a day or many hours.

I didn't change the environment recently.  

Thanks,

Commented:
Is issue confined to yahoo?  What about other domains sending to you from outside?Can you check your Exchange external domain using mxtoolbox.xom, dnsstuff.com for MX record errors or mail server errors?  You get one free dnsreport at DNS Stuff, you might run it against your domain to make sure no issues.  
If you have an inexpensive network firewall, you might restart at a convenient time to make sure firewall processing rules consistently.
I would send go to your SMTP virtual server and enable logging.  Send a test email from outside at a certain time, wait a few minutes and check log to see what happens in communication between your server and the sending server.  Might not get there if issues with your connector configuration being right with Trend Micro.
You might also check the host file on your server.  If you recently patched server we recently encountered issue where patch and restart caused server to get different IP address in host file.  Not sure how or why, but we enagaged MS support to finally figure it out.    
S

Author

Commented:

Smeek,

After I run in mxtoolbox.com, I got the following message:

It shows hostname and IP address for our Domain: sheaumann.com

Pref                   Hostname                                   IP Address              TTL10                 in.sjc.mx.trendmicro.com       216.99.131.1460         min      

 Our exchange server IP is: 96.252.38.204 and hostname is DC2.sheuamnn.com


What is the fix from here?

Thank you again.                                      

Commented:
This is correct, all mail destined for your domain, first goes through the Trend Micro email filtering system.  It should have an entry that points their system to your public IP to forward email on to.
You will now need your credentials for Trend Micro service and check these settings.  I do not know their system though, so you may need to contact their support to verify all and provide you details on what your connectors should look like.
If you no longer use the service, that changes your next step.
S
 
 
 

Author

Commented:
Smeek,

A few times last week, I received error message from MAILER-DAEMON@yahoo.com

<GSousa@sheaumann.com>:
216.99.131.15 does not like recipient.
Remote host said: 450 4.7.1 Service temporarily unavailable; Client host [66.196.116.99] blocked using Trend Micro Network Anti-Spam Service.  

So I stopped all Trend Micro services on the Exchange server.

Thanks,

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