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SBS 2003 Email Issues

Posted on 2013-01-10
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Last Modified: 2014-03-29
Hi Guys

I have just taken on a new client who is experiencing some very strange issues with her email. The client is running SBS 2003 and one if the issues is that when she sends an email directly to me the email is delayed for a good few hours. However if I send to her then she gets the message straight away.

The main other issue is that she is expecting to receive an efax email from a certain supplier with the subject along the lines of "eFax message from "0123456789" - 1 page(s), Caller-ID: 123-456-789"

Now as a test the supplier will send her an email from their domain which she will receive without issue but when they ry and send a live efax email she never receives it.

My first thoughts were that the email was possibly being classified as spam by sophos, they have not received an email alert indicating this however I am unable to access the spam quarantine on the server due to a database connection issue. Im currently working on this issue with sophos but was wondering if there was anywhere else possibly in exchange I could be looking.

Thanks
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Question by:Daniel Bertolone
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39 Comments
 
LVL 25

Expert Comment

by:Tony Giangreco
ID: 38762173
The Certain Supplier probably blocks their actual caller-id and send a fake caller-id. Many telemarketing companies use this functionality so you can't call them back.
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Expert Comment

by:cpmcomputers
ID: 38762270
Check the uce folder under exchange
I have seen similar when recieving efax in sbs2003
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Expert Comment

by:arroryn
ID: 38762550
Check that they don't use a 3rd party SMTP router to send the efax. Their own domain works, but this third party might be blacklisted hence never reaching the domain.
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Expert Comment

by:Simon Butler (Sembee)
ID: 38762630
If message tracking is not enabled, then enable it. That will show what Exchange is doing with the messages. Have you looked at the headers of the email to see if the delay is internal or external?

Simon.
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Author Comment

by:Daniel Bertolone
ID: 38762950
I got the end user to email me to both my personal & work email this morning. I received the email to my personal account instantly however i am still waiting for the email via my work account.

Would that indicate that the delay is at my end, i am receiving fine from elsewhere..

Where would i enable message tracking?
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Expert Comment

by:Simon Butler (Sembee)
ID: 38764194
It is on the properties of the server in ESM. First tab. It would have to be enabled and then tested again.

Simon.
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Author Comment

by:Daniel Bertolone
ID: 38764365
Message tracking is enabled, what would i be looking for?
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Expert Comment

by:Simon Butler (Sembee)
ID: 38765070
You have to use the message tracking centre to track the message that was sent and see whether Exchange sent the message out immediately or if the delay occured on the server.

Headers of a delayed message would be key here as that will show a delay.

Simon.
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Author Comment

by:Daniel Bertolone
ID: 38765177
Below are the headers from the mail i received. The message that was sent to me at my personal account arrived @ 8.50am where as my business email arrived @ 16.50.

The sender also received an email stating that her message to my business account had been delayed.

Received: from IMP (72.167.238.170) by SMTP.EX1.SECURESERVER.NET
 (72.167.180.134) with Microsoft SMTP Server id 8.3.213.0; Thu, 10 Jan 2013
 09:10:15 -0700
Received: from uk***.com ([12.345.93.99])      by IMP with bizsmtp      id
 mG851k00328dyRM01G9Wxm; Thu, 10 Jan 2013 09:09:37 -0700
X-Authority-Analysis: v=2.0 cv=C+lrOHz+ c=1 sm=1
 a=aLvIEYaTxbLrudR/Q84hgQ==:17 a=o6I1cXo3wTEA:10 a=R07qstlBAAAA:8
 a=NG9paSwOAAAA:8 a=bhqpNTC9zPAMNwyX0lwA:9 a=CjuIK1q_8ugA:10 a=0Z_X6rHgemUA:10
 a=25e2a2sioMMA:10 a=YESqXjfIOpfHzcT4:21 a=Zv-Y7NsX5IvcINj7:21
 a=3C8rbusX1t9RzE1cWvIA:9 a=QEXdDO2ut3YA:10 a=_W_S_7VecoQA:10
 a=faYw8ahRJjhFndee:21 a=aLvIEYaTxbLrudR/Q84hgQ==:117
Received: from 192.168.22.2 ([192.168.22.2]) by svr02.UK****.local
 ([192.168.22.2]) with Microsoft Exchange Server HTTP-DAV ; Thu, 10 Jan 2013
 08:50:43 +0000
      boundary="Apple-Mail-105EB2C5-CFD5-49A7-BFE6-89374B703412";
      charset="iso-8859-1"
Subject: Sent 8.50am
References: <4116CB82-D665-40F5-B950-D706B782E3C4@businessemail.co.uk>
From: *** <lea@uk***.com>
MIME-Version: 1.0 (1.0)
Message-ID: <9C0E393E-7B68-4034-897F-E31000910ADD@uk***.com>
Date: Thu, 10 Jan 2013 08:50:36 +0000
To: <personalemail.com>
Thread-Topic: Sent 8.50am
Thread-Index: Ac3vD5MV6U3wQtHlTWuxAaQoMYhXMA==
CC:  <businessemail.co.uk>
Return-Path: lea@uk***.com
X-MS-Exchange-Organization-PRD: uksalads.com
X-MS-Exchange-Organization-SenderIdResult: None
Received-SPF: None (P3PW5EX1HT005.EX1.SECURESERVER.NET: lea@uk****.com
 does not designate permitted sender hosts)
Content-type: multipart/alternative;
      boundary="B_3440702909_238523"

From the headers the times look okay however she did cc my business email opposed to sending a new message.

Any ideas guys as the delay is not the major concern, the fact that she cannot receive her efax emails from the supplier is the real issue.

Thanks
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Author Comment

by:Daniel Bertolone
ID: 38773910
Any ideas guys as i am really struggling on this one.

My client always recives teh mail fine when the efax is sent as a test but when the service is automated she never recives the email.
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Expert Comment

by:Simon Butler (Sembee)
ID: 38773937
The delay has occured between the Exchange server and what looks like GoDaddy's email servers. You should see the messages in the queues.

You should also confirm through message tracking when the email actually left Exchange.

Simon.
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Author Comment

by:Daniel Bertolone
ID: 38774003
Go daddy is where I host my email.

I have added some screen shots of message tracking and you can see the message is submitted on 10/1 but does not leave the server until 12/1.

Message Tracking 1Message Tracking 2

Obviously the issue appears to be there end but they have only mentioned they receive delay notifications when sending to me.

Any ideas what could be causing this?

More importantly regarding the issue with eFax why they would not receive the email when eFax is setup for automation but receive the test emails without issues.
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LVL 15

Expert Comment

by:tenaj-207
ID: 38780986
Dan,

More than likely her server is being greylisted (http://en.wikipedia.org/wiki/Greylisting) by GoDaddy due to a configuration issue, but not by your personal email provider. Run her MX record through mxtoolbox.com and see if comes back with any errors.

Jeff
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LVL 10

Expert Comment

by:cpmcomputers
ID: 38781754
You seem to be chasing two different and distinct problems?

1) outbound mail from your client to you work account at godaddy - most likely a greylisting issue - check this with godaddy ?

2) inbound "automated fax " not being received by your client - did you manage to check this issue with sophos ?

I had an identical issue with one of my clients ordinary mail was received from them ok but the automated Efax was being intercepted by the IMF on the sbs server and placed in the uce folder by exchange
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Expert Comment

by:Simon Butler (Sembee)
ID: 38782626
The message tracking shows constantly delivery attempts, so the server is having some issues with delivering the message successfully. Does the problem happen with any other recipient? Another recipient on GoDaddy's email servers?

Simon.
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Author Comment

by:Daniel Bertolone
ID: 38782773
Thanks for the reply’s guys as it extremely appreciated!

There are two issues as stated and I probably should have opened a different thread, it’s just strange they happened at the same time.

I checked on mxtoolbox and her domain is not blacklisted by any or the providers, only two timeouts reported.

My client only experiences timeout issues when sending to me so do you think I should contact godaddy regarding this?

As for the missing eFax messages, I checked with Sophos and they are not being moved to quarantine.

In regards to the uce folder where would I find this & what would I be looking for?

Many Thanks
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LVL 25

Expert Comment

by:Tony Giangreco
ID: 38782802
Yes, I'd contact goDaddy on timeout issues sending mail. i've had performance problems with other clients who have their domains and mail hosted by Godaddy. One case resulted in Godaddy movng the domain to another server which helped right away.
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Expert Comment

by:cpmcomputers
ID: 38782859
The default location on sbs2003 is

C:\Program Files\Exchsrvr\Mailroot\vsi 1\UceArchive

And blocked messages are stored there if Archive is set under

exchange system manager/global settings/ message delivery ( then right click and properties)

Check the settings under Inteligent message filtering tab)

If the setting is set to delete it would be worth setting to archive temporarily and re-testing an efax

might be worth checking the other filtering settings also

The items can usually be opened in outlook express simply by clicking on them from the UCE folder
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Author Comment

by:Daniel Bertolone
ID: 38786329
The vsi 1 folder does not contain a UceArchive folder.

The Intelligent message setting was set to "no action" and all the other filtering options look as they should.

Is there anything else I should be checking or would it be worth contacting the 3rd party.

It’s just so strange that the test messages are received without issues but when a live message is sent there is no trace
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Expert Comment

by:cpmcomputers
ID: 38786647
Do you receive email directly to the exchange server from the internet or from a "smarthost"

Ie. another service or server providing routing/spam filtering

It would appear possible that the receiving server is refusing to accept the smtp connection from the incoming server ( hence nothing in the logs)

I used to use a great uilitily called mailmonitor on sbs2003 servers that would record in real time what was happening in smtp connections . Unfortunately the provider seems to have ceased trading

Does anyone know of a similiar utility ?
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Author Comment

by:Daniel Bertolone
ID: 38786676
As far as I can tell its direct to the server. I have checked the mx records and the first two records with pref 0 & pref 5 both directly point to the server however there is a third record with pref 20 that points to a record & ip I do not recognise (secondary-mail.mailhoster.co.uk)

Could this be causing any issues?
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Expert Comment

by:cpmcomputers
ID: 38787131
As long as the first server (lowest priority)  is up and listening it will receive the mail directly

if that server was unreachable (or not listening) mail would be routed to the next server in the list. In this case mail.mailhoster.co.uk

Does not seem logical to have two records 0 and 5 pointing at the same server?
and I would certainly find out who mail.mailhoster.co.uk are and what they would do (or are doing) with any email they receive?

It may transpire it is a legacy thing. From a professional point of view I would want to tidy them up as they are critical to the correct processing of mail.

Am not sure if this will help but if you want to send a test efax ( of the type that is going missing) to support@cpmcomputers.com I will check the routing and what my servers make of it (Its an sbs2003 box also).
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Expert Comment

by:Simon Butler (Sembee)
ID: 38788250
I disagree about MX records - I find that all MX records will receive email. My preference would be to remove two of the records and just have the one pointing at your server. That will ensure email goes where you want it to.

Simon.
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Expert Comment

by:cpmcomputers
ID: 38788319
Thanks Sembee2 - but thats the reason for having mx preferences in the first place ?

What if it transpires the server at preference 20 is a valid backup mailserver using a
"store and forward service" as some of my larger customers have?

We do not know definitively what this record actually is and should therefore not be altering someones email/mx without knowing the facts - which is why I am suggesting appropriate investigations are made before contemplating any changes.

Certainly two records to the same server does looks a bit odd but as I say they may turn out to be legacy entries that can safely be removed.

As you correctly  point out - If there is only one valid Mailserver there should reasonably only be one MX record but we do not know the facts yet. Hence my caution
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LVL 63

Expert Comment

by:Simon Butler (Sembee)
ID: 38788933
As with many things in the world, MX preferences come from another era, when everything was done "right". Servers adhered to the preferences and people didn't put bogus information in to the headers. Now email goes everywhere and headers aren't worth the paper they are(n't) written on. Spammers keep records of where email servers were and will send email to servers no longer listed in the MX records.

I don't use store and forward with any clients except in emergencies becauase I lose the most valuable weapon for filtering - recipient validation. I have clients that drop between 40 and 60% of all eamil on that test alone.

Simon.
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Expert Comment

by:cpmcomputers
ID: 38789085
As you say "in emergencies"
As in when their single exchange server is not contactable

Let's wait for the questioner to update
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Author Comment

by:Daniel Bertolone
ID: 38795104
Thanks again guys. I have since found out that the third record is a legacy record used when they had issues some time ago. I will look to remove the two less priority records and just have the one pointing to the sbs box.
I spoke with go daddy today who got me to send one of the delayed messages to them for investigation to which they came back to me with that its simply not leaving the clients server for at least 35 hours. Sometimes the messages simply do not go as I don't receive anything. Any ideas where to check next?
@ cpmcomputers - thanks for the offer, will speak to the supplier and get them to try sending you the efax. Are you UK based?
0
 
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Expert Comment

by:cpmcomputers
ID: 38795823
Yes UK based
Send a standard email to support@cpmcomputers.com
Before you send the test so I can ensure the monitoring software is up on my server
I do not leave it running all the time
I will reply to the sender to confirm we are ready to test
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Author Comment

by:Daniel Bertolone
ID: 38833076
Hi guys, apologies with the delay in updating the thread.

I managed to resolve the efax issue as it was down to the sender. I spoke with them and went thru all the checks my end and it turned out the efax was not being sent as it was part of an automatic distribution list.

I still have the issue tho with my client being unable to email me.  Any ideas on what I can check next as previously the mails were being delayed but now they are simply not leaving the sever.
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Author Comment

by:Daniel Bertolone
ID: 38841876
Any ideas guys??
0
 
LVL 15

Expert Comment

by:tenaj-207
ID: 38841982
Check with GoDaddy to see if she's being blocked as spam.
Post a bounce back message that your client gets when she tries to email you.

-Jeff
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Author Comment

by:Daniel Bertolone
ID: 38851058
I spoke with go daddy and the messages are not being rejected by them.

In the past I have used message tracking on the exchange server which shows the message just sitting there and eventually sends after two days where as now it just doesn’t go.

I will get the user to send to me again and I will post the bounceback.
0
 

Author Comment

by:Daniel Bertolone
ID: 38868858
I sent myself a test from the admin account which left on Monday @ 22.43 and the message arrived on Wednesday @ 18.33.

In the past the messages were hit and miss but any ideas what could be causing the delays?
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LVL 15

Expert Comment

by:tenaj-207
ID: 38869948
What are you using for spam filtering on your mail server?  Review the settings on your spam filter and whitelist your clients domain.
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Author Comment

by:Daniel Bertolone
ID: 38965188
I'm using a hosted exchange enviroment with does not give me any option to whitelist my clients domain. It's used to work fine just all of a sudden
0
 

Author Comment

by:Daniel Bertolone
ID: 39228942
Apologies with the delay guys.. I am still struggling with my client not being able to email me at my domain.

I just looked at the exchange server management console and under the server option - queues there is the small business smtp connector with my domain next to it stating that there are 68 messages waiting and that an SMTP protocol error occurred. I have attached a screenshot of what i am seeing and wondered if there is any way we can find out why the messages are not leaving the server. Exchange System Manager
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Accepted Solution

by:
Daniel Bertolone earned 0 total points
ID: 39950473
Thanks for all the tips guys,

Issue was not resolved however the client migrated to hosted exchange therefore the issue was no longer applicable
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Author Closing Comment

by:Daniel Bertolone
ID: 39963480
Issue was no longer applicable as the client moved to a hosted platform
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