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restrict access to external emails in the multi functional printers

Posted on 2012-03-13
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Last Modified: 2012-03-19
I've been tasked to restrict access from our multi functional printers to send external emails.  Can anyone tell me how I can accomplish this?  

WE have exchange 2007 Sp3.

Thanks
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Question by:annayeg
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Expert Comment

by:MikeyLLB
ID: 37717629
What make of printer(s) and models are you using?
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Author Comment

by:annayeg
ID: 37717736
HP laserjet m3035 mfp
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Expert Comment

by:MikeyLLB
ID: 37717749
If you use a dedicated exchange account for the printer (and you should) you can try the following:

In EMC:

Open SMTP Connector->properties->Delivery Restrictions

Click Add under Reject Message from and add the account used by the printer you don't want to send external mail.

The printer itself CANNOT be configured to only send to certain e-mail addresses.
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Author Comment

by:annayeg
ID: 37720744
I have Exchange 2007 sp3, I don't see delivery Restrictions when I go to the properties of my receive connectors.
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Expert Comment

by:MikeyLLB
ID: 37720752
you want the send connector, not the receive. What you are doing is telling the outgoing "send" connector, to refuse to send e-mail (externally) from a certain exchange account.
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Author Comment

by:annayeg
ID: 37720977
Where would I see the Delivery Restrictions for the SMTP connector?
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MikeyLLB earned 2000 total points
ID: 37721035
My apologies, that's for Exchange 2000/2003.

For 2007 I'll give you the correct instructions!

Create a Distribution Group – call it “NoInternetMail”. Add the recipients you want to prevent from sending internet email as members of the group.

Create a Transport Rule
1) Fire up Exchange console | Organization Configuration | Hub Transport | Transport Rules tab | click New Transport Rule
2) Enter a name for the rule – e.g. NoInternetMail
3) On the Conditions page, select “From a member of a distribution list“
4) In the rule description, click the link for distribution list (underlined)
5) Click Add | Select the distribution list “NoInternetMail”
6) Under Conditions, select a second condition “Sent to users inside or outside the organization“
7) In the rule description, click Inside (underlined) | change scope to Outside
8) Click Next
9) On the Actions page select "Silently Drop the Message"
10) Click Next | verify the rule conditions and action in the summary
11) Click New | click Finish
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Author Comment

by:annayeg
ID: 37721294
Thank you so much for the information.
Where do you specify the distribution list on the MFP?
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Expert Comment

by:MikeyLLB
ID: 37721309
you don't. Create an account for the MFP to use to send it's e-mail, add that account to the Distribution Group and have the MFP use the account/authentication to send it's e-mail.
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Author Comment

by:annayeg
ID: 37727000
I created the dl, created an email address, created the hub transport rule and changed the email settings of the MFP to reflect the new username that I created.  Is there a step that I am missing?   When I try to scan a document to an external address it goes through?
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Expert Comment

by:MikeyLLB
ID: 37727013
So to confirm:

You have a distribution group, with the MFP's account as a member.

You have set the MFP to use authentication (on certain devices just entering the username/password may not force the device to use authentication)

You have the hub transport rule set.

If you're willing to post a screenshot of the MFP's e-mail settings screen.
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Author Comment

by:annayeg
ID: 37727322
Does it take awhile for the hub transport rule to kick in?
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Expert Comment

by:MikeyLLB
ID: 37727329
http://technet.microsoft.com/en-us/library/bb124703.aspx

Each Hub Transport server maintains a recipient cache that is used to look up recipient and distribution list information. The recipient cache reduces the number of requests that each Hub Transport server must make to an Active Directory domain controller. The recipient cache updates every four hours. You can't modify the recipient cache update interval. Therefore, changes to transport rule recipients, such as the addition or removal of distribution list members, may not be applied to transport rules until the recipient cache is updated. To force an immediate update of the recipient cache, you must stop and start the Microsoft Exchange Transport service. You must do this for each Hub Transport server where you want to forcibly update the recipient cache.

You can re-start the "Microsoft Exchange Transport Service" to force the change.
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Author Comment

by:annayeg
ID: 37730138
"Microsoft Exchange Transport Service" can be restarted any time?  it doesn't hurt anything?
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Author Comment

by:annayeg
ID: 37730212
Email settings:

Send e-mail..
directly from the device
Device's SMTP Gateway:
99.99.99.99
Port:
25
Enable SMTP authentication is not selected

Default from Address
Email address
username (created earlier and placed in the noninternetmail dl)
Prevent Device user from changing the default from address  is checked.
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Expert Comment

by:MikeyLLB
ID: 37730226
It will interrupt your e-mail/outlook connections when you restart the service.

You'll may want to use authentication with port 465
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Author Comment

by:annayeg
ID: 37730295
I think I know what the problem was:  My exception rule was incorrect, instead of when the message is sent to users inside the organization, i had it  when the mssage is from users inside the organization.
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Expert Comment

by:MikeyLLB
ID: 37730299
Ah, there will still be the 4 hour delay if you change it.

And you want it for messages sent to users outside the organisation.
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Author Comment

by:annayeg
ID: 37730632
basically, I want to block MFP devices from being able to send to outside organization.
0
 
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Expert Comment

by:MikeyLLB
ID: 37730809
Yeah, this guide will do that for you.
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Expert Comment

by:MikeyLLB
ID: 37730847
1) Fire up Exchange console | Organization Configuration | Hub Transport | Transport Rules tab | click New Transport Rule
2) Enter a name for the rule – e.g. NoInternetMail
3) On the Conditions page, select “From a member of a distribution list
4) In the rule description, click the link for distribution list (underlined)
5) Click Add | Select the distribution list “NoInternetMail
6) Under Conditions, select a second condition “Sent to users inside or outside the organization
7) In the rule description, click Inside (underlined) | change scope to Outside
8) Click Next
9) On the Actions page select "Silently Drop the Message"
10) Click Next | verify the rule conditions and action in the summary
11) Click New | click Finish
0
 
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Author Comment

by:annayeg
ID: 37731111
My last question: to change the email settings of the MFP is there a fast and easy way of doing it?  We have 200-300 devices all over.
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Expert Comment

by:MikeyLLB
ID: 37733762
I'm not certain, we use RICOH printers and they provide a utility for this. It is possible that you manufacturer may provide something similar. It's worth asking their customer support.
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