Outgoing Mail Server Microsoft Exchange

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Outgoing Mail Server Microsoft Exchange – This guide shows the necessary steps 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 send e-mail to the Internet.

Unlike previous versions of Exchange (2010, 2007, 2003), there is no MMC application to manage servers anymore. Everything is done with the new Exchange Control Panel (ECP) and Exchange Management Shell (EMS).

Outgoing Mail Server Microsoft Exchange

Outgoing Mail Server Microsoft Exchange

As we have already mentioned, all management operations take place here. The first step in setting up our server is to add our internet domain to the “accepted domains” list. To do this, open the Mail Flow option (on the left sidebar) and select “Received Domains” in the menu bar above. There should be a default setting, usually an internal domain name (here .dom) that you can leave as is. Now, add a new accepted domain by clicking on the “+” icon:

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Now, a pop-up window opens. Add the internet domain you want our server to accept. In the “Name” field, enter a descriptive name for our rules (in this case, “domain name for the Internet” is the name I chose). In Accepted domain, enter your internet domain name (in this case, ). Check the “authoritative domains” option and when done, click the SAVE button at the bottom of the window.

This setting indicates that this Exchange server will accept email directed to the domain “”. The authoritative domain option indicates that this server will process all email sent to the domain.

The Send Connector is used to send outgoing e-mail from Exchange through your service provider’s SMTP relay server to the Internet.

In Exchange 2013, the “Transport Center” role that existed in Exchange 2010 and 2007, is now included in the Mailbox server role. So now, all you have to do is click on the Send Connectors menu option.

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Here, we have added a new submit link by clicking on the “+” icon. A new window will open. In the “Name” field, enter a descriptive name for the connector (I named it “Send Internet E-mail”), select the Internet option and click on it.

In most cases, your Exchange server will be on a regular Internet connection with a dynamic IP address and you will need to use the SMTP relay server of the web hosting provider to send the Internet through. This ensures that our emails are not marked as spam by recipients because they come from public IP addresses.

So in terms of Exchange we will use “Smart host” forwarding to send email. For this option, select “Route email via smart host” and in the next field add the smart host address (FQDN).

Outgoing Mail Server Microsoft Exchange

. In the next window we will enter the confirmation information for the SMTP relay server / smart host. All commercial relay servers require authentication to prevent spammers from abusing it. Select “Basic Authentication” and enter the provider’s SMTP server username and password. Note that if you have multiple logins for a server, it doesn’t matter which one you use. It will not affect the name of the sender of the email, this login is used only so that you can send emails through the relay server.

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The next screen will list the link’s email delivery rules. Here we can instruct our Exchange server to use a different email server (smart host) to send email depending on the domain we are sending to. This is not very useful and does not allow different smart hosts depending on the sending domain. If you want that, check out our MultiSendcon, a multi-domain delivery connector for Exchange

In our case we only need one server, so on the next screen we have to put an asterisk “*” in the “Domain” column. An asterisk means that emails to domains other than our organization will be routed through this external smart host. Click on

Another window will appear. In this screen we can specify which Exchange server this rule will be applied. In this case, it applies to one of our Exchange servers. To define this rule, click on the “+” button and the next window (below) will appear. Here we select the server to use this rule. Since we only have one Exchange server, we select it here and then click on the “add->” button, so it will look like this:

And now we are done with our outgoing email rules. But one more change has to be implemented to keep it on top: the maximum outgoing message size is set to 10MB by default. Here’s how to change it: Please click on the pencil icon to review and edit our changes:

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Change the maximum text size for outgoing emails to a more convenient value here and save the changes by clicking

Once this is done, we will configure the outgoing email. Now we are ready to look at the email receiving settings.

POPcon uses SMTP to forward email to Exchange. To do this, we need to configure the receiving connector on the Exchange 2013 side and make sure that the new receiving connector settings are correct, especially the maximum email size (which is set to 10MB by default and can cause a lot of problems). And we need to add the anonymous user to the authorization group in order for POPcon to forward the email to the Exchange server.

Outgoing Mail Server Microsoft Exchange

Important: You also need to make sure that the “Simple Mail Transfer Protocol” Windows service is not installed. This service can block SMTP traffic from responding to the actual SMTP IP port (25) and can redirect Email to the Internet if installed. Check the administrative tools, services and disable these services if installed.

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Return to Exchange settings: To configure incoming e-mail rules, go to the Exchange control panel, go to the “Mail flow” option located in the left panel and in the right panel, click “Receive connectors”. The screen will look like the picture below.

In the general options we need to change the “”Maximum accepted message size” from the default value of 10MB to 100MB, so that large emails do not get stuck between POPcon and Exchange Server. If you want later you can limit the maximum message size in the general options of Exchange or even for individual users in their mailbox options and make Exchange return unsent messages if the email is too large. Check the picture below:

Now open the security options. Make sure to check the checkbox that says “Anonymous Users” (in the red box in the image below). Anonymous users are all email senders from outside your organization, so the check box allows external email senders to send email to Exchange. Check the box “Anonymous user” and click

Choice. Confirm with the real IP address of the Exchange server, as shown in the image below. Also, make sure the “Network adapter binding” option shows the server’s IP address or “All available IPv4” and port 25. You can change the FQDN field to reflect the fully qualified host name of the email server or you can leave it as is. Those options are not important for POPcon. Click on

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All you need to do now is add an SMTP email address to the user in Active Directory. Users can have more than one SMTP address, for example they can have [email protected] instead of [email protected]

Exchange provides a convenient email address policy feature that lets you assign email addresses of the same format to everything (including future users).

We fixed the default email address policy like this: Open the Exchange Control Panel and select the Email Flow option in the left pane, then select the Email Address Policy menu option in the right pane. Select Default Policy and click the Edit/Pencil icon.

Outgoing Mail Server Microsoft Exchange

This will open the email address format window. Go to “Email Address Format” and click the edit button (again, the pencil icon). Select the domain where we want to apply the new rule (in this example, ) and below we can choose the format that we will use for all our email addresses (in this case.

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). Finally, we’ve checked a checkbox called “Set this format as the return email address” to force users to use this naming convention. When finished, click

And that’s it. Now the server is properly configured to send email to the Internet, receive Internet from the Internet (via POPcon – see below) and we have provided the appropriate email address to the user.

After going through the 4 steps above, your exchange is configured to send email but still cannot retrieve email from the POP3 or IMAP mailbox on your service provider’s server. To do this, you need to install and configure POPcon.

A) Configure the Postmaster email address in the General Settings tab. b) Add one or more POP3 mailboxes in the POP3/IMAP tab. c) Configure the Exchange server name in the EXCHANGE settings tab.

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Download and run the self-extracted POPcon or POPcon PRO installer and follow the prompts during installation.

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