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Sending emails to an external email that the local exchange server is authorised for

Posted on 2013-05-10
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Last Modified: 2013-12-02
I have an issue with split responsibility for a domain in exchange.
Details are as follows:

Office A
SBS 2011 (exchange 2010)
domain.co.uk
We manage this office

We download email via pop connector from a plesk web server and we send mail as domain.co.uk from the exchange server (we actually use a smarthost).

Office B
Unknown system, not managed by us
Also have users with domain.co.uk emails
they presumably download mail for their respective users from the same plesk server.

All of the above works well, except that sometimes users from Office A need to email users of Office B - these emails are bouncing.

I assume that our sbs 2011 server thinks it should try and deliver these emails locally, but of course the users do not exist on our system.

The annoying thing is, we have just upgraded (fresh install) from a sbs 2003 system - and on that system it all worked fine, and I probably set it up as well, but I cant remember how I got it working.

What is the correct way to do this?

thanks
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Question by:davids355
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by:David Atkin
ID: 39157271
Hello,

I've done this in the past by using an external relay domain in Exchange.  When I've done it though it has been an additional domain not the default one so I'm not sure its wise to change it.

You are correct though, SBS will be trying to deliver the emails locally.

The best solution here is probably to setup the email addresses/mailboxes on the SBS 2011 and then reconfigure the client machines at Office B to send email using the Exchange mailboxes. The client machines at Office B will need to have Outlook though.

Additional POP Connectors will need setting up on the SBS for the new mailboxes (So that they can be downloaded).

At some stage you will want to think about stopping the POP connectors and changing to an SMTP feed - (MX Record straight to the SBS).
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by:davids355
ID: 39157722
The trouble is, when we same along, the system was already set up like this.
We don't have any authority over the IT decisions at office B. also I think they are long established with their own populated mailboxes and so on.

The strange thing is, the users are telling us it was working before we upgraded the system. Also, I still have the old box, but can't see any settings on it pertaining to this.

I think I will have to load up the old box and try sending to one of the addresses and so if it goes though.
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by:David Atkin
ID: 39157938
If you still have the SBS 2003 in its working condition then yes check out the settings.
Don't connect this to their existing network though.

They may have got it to work by using another internal domain name - That way all emails going to domain.co.uk would have gone to the POP server on Plesk rather than try and send locally.
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Author Comment

by:davids355
ID: 39161376
OK I booted up the old server and sent an email to the user on the same domain (but not managed by this server) and the email was indeed delivered (no NDR).

I eventually found in ESM under the message tab, the is a setting: forward all messages with unresolved recipients to the following server.
and in there, there is our ISPs mail server.
So I think waht happens is when a mail cannot be delivered locally (because the user does not exist) it is forwarded to our ISP smtp server - who then forwards it on to the responsible mail server (The hosted server running plesk) and then the mail can be downloaded by the other office from their server using pop connector.

Once I remove this setting, I do get a NDR report when I try to send to the same user, sao Im happy that is the key.

the question is, is there a similar option in SBS 2011?
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David Atkin earned 500 total points
ID: 39161975
This is basically what an external relay domain is. Email is sent locally is possible, if it cannot be resolved then it is sent to an external server.

You could try changing your Windows SBS External Domain from an Authorised Domain to an External Replay but I wouldn't recommend it.  You're not meant to play with the default settings in SBS.

You ideally want to change the clients at Office B to look at the Exchange Server and have mail incoming to the Exchange Server as an MX Record - Assuming that you have a static external IP address.
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by:davids355
ID: 39162049
That makes sense. So the way I had it set up is really a work around?
If its not officially supported ill just tell them it can't be done unless we make our exchange the sole responsible server.
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Expert Comment

by:David Atkin
ID: 39162098
In certain situations it is required but in yours case you could do everything through Exchange and it would be better managed.  Plus, SBS is designed to sit at the centre of the network and exchange is designed to be the core mail delivery system for all users.

You will however need to confirm that they have a static external IP address.  You would need to create new users in the SBS Console for the staff at Office B. You would also need to do some port forwarding on your router to allow access to the server.
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Author Comment

by:davids355
ID: 39165057
thats fine. most of our servers run that way (with email directed straight to the server).
As I said, we came to this company with the setup as it was, so we didnt have much choice.
It makes sense what you are saying though, the only other issue really would be that if we became soley responsible for mail delivery, I guess we would have the second site configured for clients to download via Exchange over HTTP?

I would worry that this would be inefficient. Or is there a better way to configure it?
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by:David Atkin
ID: 39165388
Yes the clients at the second site would be configured with 'Exchange using HTTP'.  It wouldn't be a much greater usage than POP downloads really.  The advantaged out ways the negatives I think.

Emails will have to be imported into Exchange, this could take some time if you import from outlook on site. You could copy the PST files and then import them directly into Exchange if needed.  Depends on the speed of their internet connection really.
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