Mail disappearing from POP host not arriving at SBS2003 Exchange

Posted on 2011-10-25
Last Modified: 2012-05-12
Hello fellow experts,

Starting this past week, one of the mail boxes seems to have something wrong. Client reports that they are not receiving all their mail. Mail is being delivered to the POP on the host, but it disappears every two (2) minutes. We can watch the mail arrive on webmail, but then it disappears.

Outside mail is being delivered to a web host running SmarterMail.

Small Business Server 2003 w/Exchange accesses POP Host via POP3 Connector. All users have SmarterMail accounts on the host. The MS SBS  2003 Exchange connects to the Host ( via the Pop3 connector (POP3 Connector is set to 15 minute intervals.). Each user has an account on the SBS2003, as well, and mail from POP is directed to the appropriate user’s box in Exchange. This configuration has work without issue for years.

I have removed the POP3 Connector entry for the problem user/account on SBS2033, but the mail is still being removed from the POP at the host. Believing that the problem is with Exchange, I have restarted the local SBS machine. While SBS is off, deletion of mail from the POP host stops, as expected. Mail accumulates, and stays until the SBS restarts, at which time the mail is removed and disappears. 5 other mail boxes on the POP host and ExchangeSBS are all working fine. No problems at all.

I have deleted and recreated the mail box on the POP host, no luck. I have added additional SMTP records in the Exchange SBS as per one other tech note here. No luck. Mail is still being deleted every two minutes.

Any help would be appreciated, this is quite vexing.
Question by:Breedworks
    LVL 22

    Accepted Solution

    If I understand what you said correctly, you stopped POP mail retrieval from the host, but the messages for that user still disapeeared? I conclude from this that the issue is nothing to do with your side and can't be the Exchange server, since when POP stops, the mail keep coming off. So something else is pulling out the mail. Is there any chance you accidentally set up a second mail retrieval?

    I suppose the best way to stop it is to change the password on the POP host. Then any rogue process would have the wrong password. If there was a problem on the Exchange server at that point, it would hopefully show up in th event logs.

    If it were me, I would explore changing the process over to SMTP to get rid of POP, but that isn't the subject here.

    Author Comment

    Tbone2K, You have understood correctly. Changing the POP account password has stopped the deletion, as you suggested. I am looking into the SBS logs now to locate any error messages. RE SMTP, After reading all the technotes here and elsewhere, it does sound like a better option to go SMTP.
    LVL 22

    Expert Comment

    by:Brian B (TBone2K)
    Thanks for the fast response. SMTP is much faster and easier to manage as well. If that's good for now, don't forget to caccept the answer. If you need any help with SMTP, feel free to post another question!

    Author Closing Comment

    The solution helped me get back workign, but did not address the underlying issue. Still, it provided valuable support. Thank you

    Author Comment

    Interesting thing, once I changed the passwords, and restarted the server, the account started working normally again.

    Thank you for your help.

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