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POP3 Mail Disappearing on Server

Posted on 2011-09-22
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Last Modified: 2012-05-14
We have a SBS2003 server running - It reads its mail through the POP3 Interface.  Suddenly today mail is being lost.  I see the mail hit the POP3 server and when I perform a scheduled read of the mail – the queue empties – so I know the server is reading the mail.  I checked the event logs and there are no errors on the server.
Does anyone have a suggestion as to where the mail may be going?
Thanks
Rich
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Question by:webentpr
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by:Deepu Chowdary
ID: 36584788
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by:webentpr
ID: 36585091
Hi -
Thanks for the suggestion - but Exchange Server reads and deletes automatically.  It appears the disappearing e-mails are specific to one recipient.  When I send to another account the mail goes through correctly.  
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by:khairil
ID: 36585575
Hi,

Try check the user computer, do it configure the email client to leave message on server or not.
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by:webentpr
ID: 36586600
Hi –

Thanks – a little more information here.  I sent mail to the account and verified the mail reached the POP3 server (Exchange is using the POP3 interface to read the mail).  I did synchronization on the server and checked the POP3 server again – the mail was gone.  So it I know the mail reached the server.

I sent mail to other account(s) on the server and the mail arrived in a timely fashion (5 mins).  This morning I logged onto the client’s server account and found mail appearing in the client’s inbox 12 hours ago (almost exactly) after it hit the Exchange server.  For instance – I sent a mail from an AOL account and put the subject as 8:40 (pm) the time I sent it.  I saw the mail hit the POP3 queue last night at 8:41 and disappear from the queue at 8:44.  This morning as I was checking the client’s mail – the 8:40 mail appeared in the inbox at 8:11 am. As I write this other mail I sent last night are arriving.

So for this client – it appears mail can take up to 12 hours for the mail to make it through the Exchange Server.

Any suggestion would really be appreciated.

Thanks
Rich
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by:khairil
ID: 36588667
Try disable chaching on Outlook.

Tools -> Options -> Email Accounts -> Change -> More Settings -> Uncheck Use Cached Exchange Mode. This is should help the user to get the mails lightening fast. However its all on Client end and no changes on Exchange server. You can also check fetch interval for POP3 on the Outlook.

You might also want to have a look on POP connector in Exchange, including any issues related to security.
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by:webentpr
ID: 36588763
Thanks -

Thank you - I passed this along to the client.  We started using the Web interface rather than Outlook - but the condition still exists.  The problem is specific to this one account.  Others are receiving mails w/in 5 minutes of beiing sent.  

I am tempted to delete the account and reset it - but I am afraid he has some extras associated with thtis accont that my make that a terrible idea :-)

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by:khairil
ID: 36588841
Yup better not deleting the account. But you are safe to delete the mailbox when all the mail goes to PST file.
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by:webentpr
ID: 36588853
actually i was thinking of setting up a second user account and grant him permission to read/send as that user.  Then direct his mail to the 2nd user and have his Outlook read both accounts.
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by:khairil
ID: 36591113

My other suggestion is log to his/her computer - do this thing:
1. Go to C:\User for Windows 7/Vista or C:\Documents & Setting for prior Windows.
2. Rename the user profile folder to something else, maybe something .old.
3. Go to Control Panel->Advance System Settings->Advanced (Tab)-> Setting (Under User Profile) -> select user profile -> Delete.
4. Ask the user to logon once more to create new profile.
5. Open and setup back the outlook.

WARNING! It might broke setting of other applications when you delete the profile.
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Author Comment

by:webentpr
ID: 36591128
Hi -  Thanks for the suggestion.  It is not his workstation.  We brought him up on different workstations (as administrator) and the problem still occurred.   We know the following – internal mail – mail from within the server arrives immediately.  It is the external mail that is delayed.  
I did setup a different user and the mail to that person works well.  I am now going to test by taking the originals external e-mails and forward them directly to the new user’s mailbox.  
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webentpr earned 0 total points
ID: 36591226
Ok - I got by the problem - the client has a POP3 account fpa@xxxxx.com.  The pop3 interface was reading fpa@xxxx.com every 5 minutes.  But he also had an alias of Rich@xxxxx.com.  I crearted a new account on the server (fpa1@xxxxx.com) and a POP3 e-mail account to go along with it.  The mail arrived within 2 minutes.  I then pointed the original fpa@xxxxx.com to the fpa1@xxxxx.com account.  I sent mail and it still has not arrived.   I removed the alias from fpa@xxxxx and made rich@xxxxx.com a separate e-mail account on the POP3 server.  I then pointed that to the new fpa1@xxxxx.com and sent mail.  It arrived within 2 minutes.  I then changed the pointing and sent the mail to fpa account (the original failing account).  It too arrived with 2 minutes. I then made fpa@xxxxx.com an alias to rich@xxxxx.com and sent mail.  It arrived within 2 minutes.

So the problem - and I don't understand it - is related to the POP3 fpa@xxxxx.com account.  I've sent multiple e-mails to both the fpa@xxxxx.com and the rich@xxxxx.com accounts and they are responding withing 2 minutes.

So I am going to close this and I really thank you for your help.

Thanks
Rich
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