Delayed Email messages with Outlook Express

A customer is currently having delays - sometimes up to 24hrs, sending and receiving
emails. The OS is XP Pro with Outlook Express. The email accounts are pop3 and the incoming
and outgoing servers are supplied by different people. They have been on to them both
and as far as they are concerned there are no issues with either. Messages seem to be being delivered ok when being sent to email domains other than their own company, but when an an email is sent from one colleague to another there can be a long delay until the message is eventually received. The Isp which also supplies the outgoing Smtp server have said it could be our own mail server that is purged and error logs are preventing the messages from being sent straight away. This is nothing to do with them but this is what they have said. To be honest I am not really sure what they mean.

Thanks
floyd197Asked:
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Nick RhodeIT DirectorCommented:
Just to be certain you SMTP is your ISP and your POP is your hosted mail.  I assume you have a web interface you could log into by chance where your mail is pulled from so you can test outside your organization on to where the issue is (either ISP or you external mail source).
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JohnBusiness Consultant (Owner)Commented:
If the receiving end is using SPF filtering or Grey Listing (the latter in particular), and it the receiving end cannot resolve your mail server, then delays can happen. Can your mail server be reversed looked up?

Go to www.intodns.com and put in your mail server address. Look down near the bottom of the output for reverse MX records.  

By the way, the whole output of this report should be Good. If not, investigate issues.

... Thinkpads_User
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floyd197Author Commented:
Yes the Smtp is the Isp. Just tried the Into dns. Most are green apart from some that have
red, blue, and amber exclamation marks. Should I post the results and if so are there any risks If I leave the domain visible to save time.
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JohnBusiness Consultant (Owner)Commented:
You do not need to post the whole report.

Pick the non-green and non-blue ones and mark down the left hand item category and what it is about without IP addresses. In particular note the reverse MX item.

Perhaps copy/paste what you need into Notepad and post the summarized and sanitized results here.

.... Thinkpads_User
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floyd197Author Commented:
Here are the results.  


Missing nameservers reported by parent      FAIL: The following nameservers are listed at your nameservers as nameservers for your domain, but are not listed at the parent nameservers (see RFC2181 5.4.1). You need to make sure that these nameservers are working.If they are not working ok, you may have problems!
ns.domainremoved.ltd.uk                                                                                                                              

Missing nameservers reported by your nameservers      ERROR: One or more of the nameservers listed at the parent servers are not listed as NS records at your nameservers. The problem NS records are:
www.teckna25.net
www.teckna20.net
This is listed as an ERROR because there are some cases where nasty problems can occur (if the TTLs vary from the NS records at the root servers and the NS records point to your own domain, for example).



Stealth NS records sent      Stealth NS records were sent:
ns.domainremoved.ltd.uk

Reverse Mx is ok
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JohnBusiness Consultant (Owner)Commented:
I think the last two are ok. But I would fix the first two in your list. You probably need to contact your ISP and share this information to see if they can help. I am looking at a client mail server and the first two items (name server) are good.

This may be what is causing the delay.

.... Thinkpads_User
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floyd197Author Commented:
According to the domain hosting company  the sent emails are being flagged as spam.

They have said that their mailserver is on a few TOP spam lists. What can be done about
this.

http://mxtoolbox.com/SuperTool.aspx?action=blacklist%3a62.24.128.253&run=toolpage
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JohnBusiness Consultant (Owner)Commented:
You need to ensure email relaying is turned off for sure.

You then need to check each computer very carefully for viruses. Someone has allowed their computer to be turned into a spam bot.

To state the obvious, you get on a black list because you are sending spam. It is either deliberate (someone is spamming behind your back) or inadvertent (someone's computer has been hosed and is a spam bot).

It is fairly hard to get off a black list because you have to prove the situation has been cleaned up and permanently rectified.

If the cleanup has been conducted and problems found, it might be best to get a new and different IP address for the mail server. Do not do this until the cleanup has been done.

.... Thinkpads_User
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floyd197Author Commented:
how do you turn email relaying off?

even if this was the case how would you know which computer was doing this?
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JohnBusiness Consultant (Owner)Commented:
It depends on the mail server but there is a setting in the Send Email settings section that controls (prevents) relaying.

What computer?  They all have to be checked.

... Thinkpads_User
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floyd197Author Commented:
There is no mail serer as such. It is Just outlook express. It is Sophos ant-Virus they are
using. How would/could this happen if they have a decent Anti-virus
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JohnBusiness Consultant (Owner)Commented:
Any version of Outlook and Outlook Express can have a different email address in the User Information than is the domain for the email server. In these cases, one has to set Authentication for the Outgoing Server.

If authentication is not required, then relaying is easy.

If authentication is required, then a user may be deliberately spamming.

All Anti-Virus suites (ALL) are rear-guard actions and so an email sending virus could easily have been implanted that is pumping out email.

I generally only provide my email address to reputable organizations and it is not available in forums like this. But users may have been careless (common) and left their email address all over the place for spammers to spoof.

If the latter, you may need to set up a new scheme of email addresses.

.... Thinkpad_User
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floyd197Author Commented:
After speaking to the ISP, the problem no seems to have cleared itself. Thanks
for the suggestions
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JohnBusiness Consultant (Owner)Commented:
@floyd197 - Thanks for the update and I was happy to help.

... Thinkpads_User
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