Outgoing Mail Server For Exchange – This guide shows the steps needed to configure a newly installed Exchange 2013 or 2016 server to receive e-mail from POPcon or POPcon PRO (or directly from the Internet) and to send e-mail over the Internet.
Unlike previous versions of Exchange (2010, 2007, 2003), there is no longer an MMC application to manage the server. It’s all done through the new Exchange Control Panel (ECP) and Exchange Management Shell (EMS).
Outgoing Mail Server For Exchange
As already mentioned, this is where all administrative operations take place. The first step in setting up our server is to add our internet domain to the “Accepted Domains” list. To do this, go to the Email Feed option (in the left panel) and select “Supported Domains” in the menu bar at the top. There should be a default setting, usually the internal domain name (here .dom), which you can leave as is. Now, add a new supported domain by clicking the “+” icon:
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Now, a pop-up window opens. Add the internet domain we want our server to support. In the “Name” field, enter a descriptive name for our rule (In this case, “Internet Domain Name” is the name we chose). In the Accepted Domain field, enter the name of your Internet domain name (in this case, ). Check the “Authorized domain” option and then click the SAVE button at the bottom of the window.
This setting indicates that this Exchange server will accept mail directed to the “” domain. The Authority domain option is to indicate that this server will be the one to process all mail sent to the domain.
The Send connector is used to route outgoing e-mail from Exchange through your provider’s SMTP relay server to the Internet.
In Exchange 2013, the “Hub Transport” role that existed in Exchange 2010 and 2007 is now integrated into the Mailbox Server role. So now, you just need to click on the Send Connectors menu option.
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Here, we add a new submit connector by clicking on the “+” icon. A new window will open. In the “Name” field, enter a descriptive name for the connector (I called it “Send Internet Email”), select the Internet option and click
In most cases, your Exchange server will be on a normal Internet connection with a dynamic IP address, and you should use your webspace’s SMTP relay server to send over the Internet. This ensures that our emails are not marked as spam by the recipient because they come from a public IP address.
So, according to the Exchange terms, we will use a “Smart Host” relay to send email. For this option, please select “Route email through smart hosts” and in the next field add the smart host address (FQDN).
. In the next window we will enter the credentials for the SMTP relay server / smart host. Every commercial relay server requires authentication to prevent spammers from abusing them. Select “Basic Authentication” and enter your provider’s SMTP server username and password. Note that if you have multiple server authentications, it doesn’t matter which one you use. It will not affect the email sender name, this authentication is only used to allow you to send email through the relay server.
Exchange 2013/2016 Queue Viewer And Corresponding Log Location
The next screen asks for the send connector rules for email routing. Here we can instruct our Exchange server to use a different mail server (smart host) to send mail based on the domain we are sending to. This is rarely useful and does not allow for different smart hosts depending on the sending domain. If you want this, please see MultiSendco, the Multi-Domain Send Connector for Exchange
In our case only one server is needed, so in the next screen we put an asterisk “*” in the “Domain” field. The asterisk means that emails to any other domain outside of our organization will be sent through this external smart host. Click on
Another window will appear. In this screen we can indicate in which Exchange server this rule will apply. In this case, it applies to our Exchange server. To configure this rule, click the “+” button and the following window will appear (below). Here we select the server this rule will apply to. Since we only have one Exchange server, we select it here and then click the “add->” button, so it should look like this:
And now we are done with our outgoing email rule. But one more change should be applied to make it complete: the maximum size of sent message is set to 10MB by default. Here’s how to change it: Click the pencil icon to preview and edit our changes:
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Change the maximum message size for sent emails to a value that is more convenient here and save your changes by clicking
After completing this, we are done with the outgoing email setup. Now we are ready to look at the email receiving configuration.
POPcon uses SMTP to forward emails to Exchange. For this to work we need to have a receive connector configured on the Exchange 2013 side and ensure that the configuration settings of the new receive connector are correct, specifically the maximum email size (which is set to 10 by default MB and can cause a lot of problems ) and we need to add the anonymous user to the permission group to allow POPcon to transfer the mail to the Exchange server.
Important: You must also make sure that you do not install the Windows “Simple Mail Transfer Protocol” service. This service could block the Exchange SMTP transport from actually responding to the SMTP IP port (25) and could cause emails to bounce back to the Internet if installed. Check Administrative Tools, Services and disable this service if it is installed.
Mail Server Settings
Back to Exchange configuration: To configure incoming email rules, open the Exchange Control Panel, go to the “Mail Flow” option located in the left pane, and in the right pane, click “Receive Connectors”. The screen will look like the one below.
In the General option we need to change the “”Maximum Incoming Message Size”” from the default 10MB to 100MB so that larger emails don’t get stuck between POPcon and Exchange Server. If you want, you can later limit the maximum message. size in the general Exchange options or even for an individual user in the mailbox options and causes Exchange to return undeliverable messages if the email is too large. Check out the image below:
Now go to Security option. Make sure you check the box that says “Anonymous Users” (in the red square in the image below). Anonymous users are all email senders from outside your organization, so this signal allows external email senders to deliver email to Exchange. Check the “Anonymous users” checkbox and click on
Option Make sure of the real IP address of the Exchange server as in the image below. Also, make sure that the “Network adapters” option shows the server’s IP address or “All IPv4 available” and port 25. You can change the FQDN field to reflect the fully qualified host name of the mail server or leave it like that. This option is not important for POPcon. Click on
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All you need to do now is add SMTP email addresses to users in active directory. Users can have multiple SMTP addresses, for example, they can have [email protected] in addition to [email protected]
Exchange provides convenient email address policies that allow you to assign identically formatted email addresses to all users (including future ones).
We edit the default email address policy as follows: Open the Exchange Control Panel and select the Mail Flow option in the left panel, then select the Email Addresses menu option in the right panel. Select the default policy and click the edit/pencil icon.
This opens the email address format window. Go directly to “Email Address Format” and click the edit button (again, the pencil icon). Choose the domain where we want to apply the new rule (in this example, ) and below we can choose the format we will use for all our email addresses (in this case
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). Finally, we check the checkbox called “Make this format the appropriate email address” to force users to use this naming convention. When you’re done, click
And that’s really it. The server is now properly configured to send email over the internet, receive internet from the internet (via POPcon – see below) and I’ve given the users proper email addresses.
After the 4 steps above, Exchange is configured to send emails, but it still cannot retrieve emails from POP3 or IMAP mailboxes on your provider’s server. For this you need to install and configure POPcon.
A) Set a postmaster email address in the GENERAL settings tab. b) Add one or more POP3 mailboxes to the POP3/IMAP tab. c) Set the Exchange server name in the Exchange configuration tab.
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Download and run the POPcon or POPcon PRO self-extracting installer and follow the instructions during installation.
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