Config Exchange 2003

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Configure Exchange 2003 Server

[Please check out our related product Exchange POP3 connector POPcon. POPcon connects your MSExchange Server to your POP3 mailboxes on the Internet. POPcon downloads emails from POP3 andIMAP mailboxes and distributes them to the appropriate Exchange Server users according to therecipient information found in the emails.]

Exchange 2003 configuration

Configuring your new Exchange 2003 server for internet email with POPcon for downloading theemail from POP3 mailboxes isn't hard if you just do it step by step as shown in this configurationsample. In this guide we will step through a sample installation of Exchange 2003 for a company wewill call "Mycompany". Mycompany consequently owns the internet domain name"mycompany.com".

Actually it only takes these simple steps:

Adding your internet domain name to the recipient policies1.Configuring the SMTP server for inbound email2.Adding a SMTP Connector for outbound emails3.Configuring the email addresses of your users4.

Page 1 of 40Configure Exchange 2003 Server

10/21/2010http://www.servolutions.com/support/config_exchange_2003.htm


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(Optional) Installing and configuring POPcon, Exchange POP3 Connector5.(Optional) Check out the ChangeSender Exchange Send-as Outlook Add-in6.

And this is how to configure the Exchange Server to accept email for mycompany.com and work withPOPcon:

First install the software from CD. You may have to go back to the "Add/remove Software" utility inthe control panel to add NNTP support if you did not do so during initial setup of your windowsinstallation. Then open the Exchange System Manager and configure the new Exchange installation.

1. Adding your internet domain name to the recipient policies

Open the Exchange System-Manager. It should look like this:

One of the problems most often encountered when configuring an Exchange 2003 Server system isthe fact that often the internet domain nane you want to receive email for ("mycompany.com") doesnot match your standard active directory domain name (i.e. "servername.mycompany.com"). TheExchange 2003 Server component handling incomming emails - the SMTP server - does not accept




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emails for other domains than the ones entered in the "recipient policies", even if you entered thecorrect email addresses ("[email protected]") in the active directory.

To make Exchange accept email for additional domains like your internet domain you need to add thedomain names to the default recipient policy like this:

On the main tree panel of the exchange system manager expand the tree "Recipients" and then clickon "Recipient Policies". The policies will be shown on the right panel. Normally only the "DefaultPolicy" will be there:

Open the properties of the "Default Policy" by double-clicking it:




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In the Default Policy Properties please choose the tab "E-Mail Addresses". There you will find a listof domains supported by your exchange server. Usually only your internal active directory serverdomain will be listed here:




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Like you can see, after installing our Exchange Server from scratch only our AD domain"Christensen.local" was listed as accepted SMTP address. But emails from the internet will becomming in addressed to "@mycompany.com" and not Christensen.local!

Choose "New..." here to add another accepted inbound domain. Since emails on the internet are sentvia the SMTP protocol we want to add an "SMTP Address":




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Now enter the domain name you want to receive email for. Please add a leading "@" to the domainname. This is what we entered to support emails addressed to @mycompany.com:




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This is how the Default Policy Properties look like after entering the additional SMTP domain:




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Enable the newly created entry with a check mark next to it:




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When you OK the above dialog, Exchange will ask you with the next dialog box if you want to addthe new address to all new users. Usually you do want exactly that to save some typing later.

Please note: You may need to restart your server to activate the new domain!




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2. Configuring the SMTP server for inbound email

Next we will configure the SMTP-Server. This is the part of Exchange that accepts incomming emailsfrom POPcon. No special settings are needed to work with POPcon but these are the standard settingsin any case:

You will find the settings for the SMTP server under Servers/Protocols/SMTP/Default SMTP VirtualServer. Open the properties by right-clicking on the Default SMTP Virtual Server and choosing"Properties":

The settings on tab "General" can normally be left to the defaults.




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On the tab "Access" you can find some configuration settings that might interfere with POPcon.




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POPcon only works with a standard SMTP connection WITHOUT authentication, so allow"Anonymous access" in the "Authentication" dialog:




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Choose "Connection" to grant or refuse the right to connect to the SMTP server to individual ormultiple IP Address Ranges. Please ensure the system POPcon runs on does have the right to connectgranted. With this setting ALL systems will have access to your SMTP server:




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Under "Relay..." you can assign the right to relay through your SMTP-Server to some systems. Thismight be needed in some configuration and to be sure you should grant the system POPcon runs onrelay rights. All other systems will need to authenticate before accessing the SMTP server to preventunauthorized users using your system to relay spam:




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Under the "Messages" tab you can restrict message size and number of messages accepted for eachconnection. Please make sure these settings are liberal enough to allow POPcon to transmit largemessages to your server.

Also, on this tab you can choose an internal additional recipient for copies of the non-delivery reports.These NDRs will be sent back to senders of mails addressed to recipients unknown in your Exchange

Server and they include a copy of the original message sent. You can use these postmaster copies ofthe NDRs to manually forward emails sent to mistyped recipients to the correct users.




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Under tab "Delivery" some more configuration settings for outgoing emails can be found:




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3. Adding the SMTP Connector for outbound emails

Now we need to add an SMTP-Connector (vs. SMTP Server) to handle outgoing email to the Internet.

Right-click "Connectors" in the Exchange System Manager and choose "New", "SMTP-Connector" to

start adding the new connector and name it appropriately (like "SMTP-Out" in our case):




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On the "General" tab you can now choose wether Exchange will send outgoing emails directly to therecipients system ("Use DNS...") or if all emails should be relayes through a SMTP relay server("smart host").

The first option, DNS, is more direct but can sometimes cause problems when you use a dialup

internet connection because some recipient systems will not accept emails that are coming from youISP's dialup IP range while pretending to come from your real internet domain. Sending via your ISP'ssmart host / smtp relay server is the better option in this case. We chose our ISPs smtp relay serverhere.




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Also, on this tab you need to add the "local bridgehead" server (as shown above)

On the tab "Address Space" we need to add a wildcard address space for SMTP. We want to allowemails to any domain, so we use the wildcard "*" here:




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Side note about the "Cost" entry: If you want to send emails to some domains via a different route youcan create multiple SMTP connectors and set the "Cost" entry of this wildcard connector to a highervalue while setting the cost entry of the special domain route to a lower cost but with only the specialdomain allowed on this page. This is especially useful if you generally want to send via DNS and onlyroute to some systems that won't accept your email via some relay server.

If your ISP's SMTP server requires authentication (and almost all of them do today) you can set the

username and password on the "Advanced" tab of the SMTP connector. Select "Outbound Security":




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Select "Basic authentication" and chose "Modify" to enter the username and password:




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And that's alreay it - Your Exchange is now configured to send email to the internet and receive anSMTP email feed like it will come from POPcon or a direct internet connection. All you should donow is configure your users' email addresses in the Active directory.




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4. Configuring your user's email addresses in the Active Directory

You can set one or multiple email addresses for each user to receive email at. We will step throughthe neccessary actions when creating a new user called John Galt.

First open the active directory and right-click the "Users" item to select "New", "User":

The resulting dialog will allow you to create a new AD user to log into your server and creates anExchange mailbox all in one wizard pass:




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Next...

Next...




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Now the wizard continues into the Exchange Server realm and lets us create a new exchange mailbox

We just accepted the default alias here. Next...




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Ok, fine - but wait: What about our desired email address? [email protected]? We need to addthis mail address manually. We are back at the AD configuration console and select the properties ofour new user "John Galt" by right-clicking on the name:




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Lot's of tabs on this resulting dialog:




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We go to the "E-mail Addresses" tab:




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And surprise: [email protected] is already there, but in suspiciously non-bold print. Actually,Exchange automatically entered this additional email address because we choose so during the editingof the default recipient policies. But we want this address to be the primary address meaning all emailsent by John will get this address as the "senders" and "reply" addresses in the mail headers. So weclick on "Set As Primary" and are done:




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We could also add more email addresses like [email protected] or [email protected] butonly one of these addresses can be the primary address that will be the default senders' address in allemails sent out by john.

And that's really it - just step through you other user's AD entries and set the appropriate primary andadditional email addresses.

5. Installing and configuring POPcon or POPcon PRO

After going through the above 4 steps your Exchange is configured to send out email but it still can'tpull down email from POP3 or IMAP mailboxes on your provider server. For this you need to installand configure POPcon.

Configuring POPcon is quite straightforward. You need to follow these steps:

a) Configure a Postmaster email address on the GENERAL configuration tab.




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a) Configure a Postmaster email address on the GENERAL configuration tab.

On this first configuration page you only need to enter the email address of yourPostmaster or Administrator user. The Postmaster will receive all emails without a validrecipient as well as general POPcon status notifications. It is very important to define areal email address from inside your exchange server here because mails can be lostirretrievably if POPcon forwards some mail with no recipient information to thepostmaster and that account does not exist in your exchange server.

You can leave the log file options to their default settings for now.

Next go to the POP3/IMAP tab to configure the POP3 or IMAP mailbox accoutns you want POPconto download email from.




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b) Add one or more POP3 mailboxes on the POP3/IMAP tab.

POPcon PRO collects mail from as many POP3 accounts you like. Just click on Add toadd another POP3 host or account to the list of Polled POP3 Hosts. For each server oraccount you need to fill in the POP3 server settings as shown below.

If you are using catch-all style mailboxes (mailboxes that receive email for a wholedomain, regardless of the recipient part before the "@") POPcon needs to filter recipientsfrom incoming mail so only the recipients at your own internet domain are accepted.Please add the domain you consider your own in the "Accepted Recipient Domains" box.This is the same domain you configured earlier in the Exchange Default Policy.




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Individual account settings

This dialog lets you input the specifics about a POP3 or an IMAP server you want tohave polled by POPcon PRO.

This is the information POPcon PRO needs to know about each server:

Server type:

Here you can select on the four supported server types:

POP3: Default. POP3 servers are by far the most common mailserver types on the internet.

POP3-SSL: Some POP3 Servers need SSL encryption enabledfor the connection in order to protect passwords and sensitiveinformation. Choose this type to have a SSL-encrypted

connection to a POP3 server.

IMAP: IMAP Servers are also quite common and theoreticallyallow the client to manipulate email folders and move emailbetween folders online. In our case the protocol is used todownload email from the INBOX of the IMAP server to yourexchange server.

IMAP-SSL: Supports SSL connections to IMAP servers foradded protection.




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Access:

Configure the server name, account name and password to connect to themail server here.

Servername: The name the server you want to have polled. Youcan also enter the IP address directly.

Username: The username needed to log into your POP3 orIMAP mail server.

Password: The password needed to log into your mail server.

IP portnumber: Almost always the TCP/IP port for POP3 mailis 110. Under some circumstances, internet routers or firewallschange the port number. Please ask your network administrator

or internet provider. The standard port for POP3-SSL is 995, forIMAP it is 143 and for IMAP-SSL this should be set to 993.

Timeout: Leave this to the default value.

Please ask your POP3 mailbox hosting provider if you do not have the aboveinformation.

Type of mailbox / distribution:

POPcon PRO supports both catch-all and single user mailboxes

Catch-all mailbox ("*@domainname.com"): For this type ofmailbox, POPcon PRO will distribute the email retrieved fromthis server according to what it finds in the TO:, CC:, BCC: andother header-fields of the mail. If you choose this option, dontforget to add your internet domain name(s) to the "AcceptedRecipient Domains" box. on the POP3/IMAP configurationdialog

Single user mailbox ("[email protected]"): This typeof mailbox receives email for only one specific Exchangemailbox. You need to specify the receiver of the email here.POPcon PRO will then direct all mail retrieved from this serverto the recipient email address given here.




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Delete / keep email on the server:

This block allows you to configure POPcon PRO to either delete email afterdownloading or keep it on your POP3 or IMAP server for a specified amountof time or indefinitely.

Delete downloaded email: This is the default setting POPcon

PRO will delete the Email on your POP3 or IMAP server aftersuccessfully downloading it.

Leave a copy of downloaded email (indefinitely): This optionwill cause POPcon PRO to leave a copy of the email on theserver. Only use this option during testing or when you are surethe mail will be deleted eventually, i.e. by another systemperiodically downloading an deleting email.

Leave a copy of downloaded email for n number of days:Causes POPcon PRO to leave a copy of the email on thePOP3/IMAP server for the specified number of days beforedeleting it. You can use this option to allow access to a singlePOP3 or IMAP mailbox by two different systems.




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c) Configure the Exchange server name on the EXCHANGE configuration tab.

On this configuration screen you can specify the Exchange-(SMTP) Server you wantthe mail to be directed to. Normally this will be the computer name of your Exchangeserver (like "MYSERVER").

You can leave all other settings default

These three steps to configure POPcon will provide you with a working set-up. Test it out byconfirming the new configuration with OK and then use the "Trigger mail retrieval" button on thePOPcon Administrator main screen to start the first mail download. You can follow what is happeningin the scrolling log display on that screen. Watch out for any error messages there. There is also a




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POPcon log file (c:\program files\POPcon\POPconSrv.log open with notepad) that you can view atyour leisure.

6. Check out the ChangeSender Outlook Add-in

ChangeSender Exchange Send-as Add-in adds one important piece of functionality to MicrosoftOutlook when used with Exchange Server: It allows you to send as any of your email addresses andeven group addresses or those of other users if allowed by the administrator. Effectively this is theExchange Send-as function without the limitations of the ActiveDirectory

Without the ChangeSender Exchange send-as components, Exchange always sends out emails onyour default email address fixed in the ActiveDirectory even when answering emails received on oneof your additional email addresses. Also, Exchange does not allow sharing the same email address(i.e. department-wide or company-wide email addresses) between users. ChangeSender solves bothproblems by adding a configurable "send as" selection box to your Outlook email form.

ChangeSender Features

Automatically selects the right send-as address when replying to emails. ChangeSender usesthe address of the original email as sender address for replies.

Easy selection ofsend as addresses for new emails via a new sender address selection box inOutlook.

Multiple users can send from the same sender address (i.e. send as [email protected] [email protected])

Sender appearance fully configurable as "Any name" for each individualemail address. Does not show up as "sent on behalf of...".

Very simple installation and administration.Administrator can restrict or allow user choices for the sender address and prevent users fromsending as other users.

Works with Exchange 2010, 2007, 2003, 2000 and with Outlook 2010, 2007, 2003, 2002, 2000versions.




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ChangeSender in Outlook 2007 screenshot

Downloads

Download the free 30-day trial version ofChangeSender and test the full product

without any restrictions until you are sure it meets all your requirements. Then just orderlicense codes to remove the 30 day limit without re-installing.

ChangeSender consists of two separate components: A server component to be installedon the Exchange server and a Microsoft Outlook add-in component that is needed foreach client. The Outlook add-in does not work without the server component installed aswell.

Server component:

Download Exchange Send-as server component, Exchange 2000, 2003version Install this on the Exchange Server (this version for Exchange 2000or 2003)

Download Exchange Send-as server component, Exchange 2007, 2010version Install this on the Exchange Server (this version for Exchange 2007or 2010)

Client component / Outlook add-in:




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Download Exchange Send-as Outlook add-in Install this on each user'ssystem.

You can license ChangeSenderExchange Send-as online and will receive the licensecodes by email in just minutes.

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