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Send Outlook Contact Group with mailserver limit

Posted on 2014-01-13
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Last Modified: 2014-02-02
My client has a few Outlook 2013 contact groups with a few dozen people in each. The mail host has a limit of about 25 emails, but some of these groups are larger than that, and so the sending fails:

            Server error: '550 sorry, too many recipients (#5.7.1)'

Are there any solutions to this problem that will allow my client to stay in Outlook?

(the mail host has an option for an email distribution list, but the client would prefer to maintain just one list in Outlook. There are also 3rd party services that allow him to send out emails, but this again requires maintaining a second list).
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Question by:Lev Seltzer
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4 Comments
 
LVL 16

Expert Comment

by:Jon Brelie
ID: 39778320
Nope.  Sounds like the Exchange host won't deliver messages with more than 25 recipients.  Anything I can think of to circumvent that requires keeping a list outside of Exchange/Outlook.

The only option would be add people to the group until there are 25 members, then start a new one.  You'd have to send an individual message to each group though.  A single message to multiple groups of 25 would fail with the same error.
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Author Comment

by:Lev Seltzer
ID: 39791214
Thank you for your suggestion, but it is not really a solution for my client.
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Accepted Solution

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Jon Brelie earned 2000 total points
ID: 39797255
About your only other option is to send them via a different SMTP host that will relay for your location but won't limit recipients.  It would have to be configured to not care about the from address also, since I assume you want replies to go to the primary account.

Essentially:

1. get an SMTP server that will let you send more messages
2. create a POP account and set the new SMTP (outbound) address
3. set the email address and display name the same as your primary account.
4. set the incoming server address to whatever
5. Once created, open the send/receive groups ->Define send / receive groups and edit
      Set the fake pop account to only SEND mail and never download.  This will prevent send/receive errors on that account.

6. Create your message, add the giant dist group as a recipient and then select the fake POP account in the From: field.  This will cause the message to go out the second SMTP relay but still look like it came from the primary account (as long as recipients don't open the headers and compare, that is.)

Don't forget to add the secondary SMTP relay to your domain's SPF record if you have one.
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Author Closing Comment

by:Lev Seltzer
ID: 39827735
It is not exactly the solution my client needs, but I think that there are no other solutions available.

Thank you for your help.
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