How To Enable SharePoint Foundation 2010 to Receive Emails

lgarza
lgarza used Ask the Experts™
on
Hello
I have a front and back end exchange server 2003
Two DCs
and my SharePoint foundation 2010 server

all for "INTERNAL" use only.  Our domain's MX records are NOT hosted by us and are not in my DCs.   My "authoritive" DC is managed by a higher department agency.

I have already configured my SharePoint server to receive emails and mail enabled the list i want to work with per these instructions: http://weblogs.asp.net/jeffwids/archive/2010/08/16/configuring-incoming-email-for-sharepoint-2010-foundations.aspx

I added the IP address of the SharePoint to the SMTP relay of my exchange server as well.
but, when i email the list i get the un-deliverable message.  



So, i'm not sure what i'm doing wrong.  I want exchange to relay the messag to the list.
thanks
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HI,
Try to telnet to the smtp server and its port (usually 25) from the sharepoint server via Dos command.

Eg: c:\telnet smtpservername 25

Check if its telneting or not.
In case if its not telneting then there is a problem in the policies.
In case if it does then recheck the configuration.
Justin SmithSr. System Engineer
Top Expert 2012

Commented:
Are you using a sharepoint specific email domain for your lists?  For example: list@sp.domain.com ?  Did you add an MX record or send-to connection on Exchange?

Did you configure SMTP service on your web server?  If so, did you add the above domain?
SQL / SharePoint Engineer
Commented:
Check out this Technet forum, where the guy had the same configuration as you.  They solved his problem, maybe it will solve yours.

http://social.technet.microsoft.com/Forums/sk/sharepoint2010setup/thread/cc9adc29-1f8d-493d-a55a-5f093c68a892

Oh, and read this, if you haven't already
http://technet.microsoft.com/en-us/library/cc287879.aspx

It's full of really detailed setup information for SharePoint, SMTP, Active Directory, and Exchange.  (The KB article refers to Exchange 2010, but you can probably interpret the instructions for your version of Exchange).  And there are troubleshooting tips for each stage of the configuration.

Anyway, this doesn't have to be that difficult.  I just set this up the other day and it was relatively painless.  Since the email traffic was internal only and used internal DNS, I didn't need to create an MX record, and I didn't need to mess with AD, Exchange, or the SMTP service.  

It really depends on whether you want "simple" or "directory-connected" email services.  The main difference is that with directory connected email, if you assign an email address to a document library it creates a "Contact" object in AD, which is automatically added to the Exchange Global Address Book (which is pretty neato).   But then you have extra work to do, setting it up.

With "simple" configuration you don't really have to tweak things on your SharePoint server much.  It just tends to work.

Note also that the email address for your library will be in the format of email@hostname.domain.  This is the FQDN of your INTERNAL domain (which might be MyLibrary@SharePointProd01.mycompany.local), not necessarily your external domain (which might be SendDocsHere@mycompanyrocks.com).  

To map an external email to an internal dns name, you have to add it manually via Exchange / AD.

Here's how it's supposed to work (for internal mail traffic):
1. User sends email to MyLibrary@SharePointProd01.mycompany.local.  This is received by your internal Exchange server.
2. Exchange resolves the dns name and routes the message to the SMTP service running on server SharePointProd01.
3. SharePointProd01 SMTP service dumps the message as a .EML file to C:\Inetpub\mailroot\drop (tip: if messages are not reaching your SharePoint server, this folder will be empty).
4. A timer job in SharePoint checks this folder every few minutes.  It will slurp up all the EML files and delete them from the folder.  (Tip: If SharePoint is not configured properly for incoming mail, this folder will be full).
5. The email's header is examined.  If it matches the email address of a document library, it will be delivered.
6.  Tip: By default, attachments are saved into the document library and the email message itself is discarded.  You can change this so that the library will preserve the message, too.  I was recently scratching my head over this: I've had it happen where my test emails never seemed to be delivered but that was because it was configured to only save attachments and of course my test email didn't have any attachments.  

Be sure to open up the library (and the farm) so that it can receive email from your Exchange server, and configure the library to accept mail from authorized senders (perhaps even anonymous senders).  You don't need to worry much about spam from internal users, I am guessing.

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