Look at mail routing rule on the exchange server

Note that if you have multiple logins for the server it is not important which one you use. It will not affect the email sender name, this log in is purely used to allow you to send email through the relay server.

Understanding the transport pipeline

The next screen asks for the send connector e-mail routing rules. Here we can instruct our Exchange server to use a different e-mail server smart host to send e-mails depending on the domain we send to. This is seldom useful and does not allow different smart hosts depending on the sender domain. If you want that please check out our MultiSendcon, the multi-domain send connector for Exchange.

Mail flow and the transport pipeline

The asterisk means that e-mail to any other domain outside our organization will be routed through this external smart host. Click on the Next button. Another window will appear. In this screen we can indicate in which Exchange server this rule will apply.

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In this case, it applies to our one Exchange server. Here we select the server that this rule will apply. Once finished just click on the OK button and it'll return to the previous window with the changes made. And now we're finished with our outgoing e-mail rule. But one more change should be applied to make it complete: The maximum outgoing message size is set to 10MB by default.

This is how to change it: Please click the pencil icon to review and edit our changes:. Change the maximum message size for outgoing emails to a value that is more convenient here and save the changes clicking on the Save button. For this to work we need to have a Receive Connector configured on the Exchange side and make sure the configuration settings of the new receive connector are correct, especially the maximum email size which is set to 10MB by default and can cause many problems and we need to add the anonymous user to the permission group in order to allow POPcon to transfer email into the Exchange server.

Check Administrative tools, Services and disable this service in case it is installed. Back to the Exchange configuration: In order to configure the incoming mail rules, open the Exchange Control Panel, go to the "Mail Flow" option located on the left pane and in the right pane, click on "Receive Connectors". The screen will look like the one pictured below.

Outbound Mail Flow for Exchange Server 2016

If you want you can later limit the maximum message size in the Exchange general options or even for an individual user in their mailbox options and cause Exchange to return undeliverable messages if the email is too large. Check the image below:. Now go to the Security option. Make sure to mark the checkbox which says "Anonymous users" inside the red square in the image below.

Anonymous users are all email senders from outside your organiation, so this check mark allows email senders from outside to deliver email into Exchange. Check the "Anonymous users" checkbox and click on the save button. Now, go to the Scoping option. Make sure to the Exchange server's real IP address, like in the image below.

Also make sure that the "Network adapter bindings" option shows the server's IP address or "All available IPv4" and port That option is not important for POPcon. Click on the save button.

With that, we're finished setting up our receive connector. All you need to do now is to add SMTP email addresses to users in the active directory. Users can have more than one SMTP address, for example they can have info yourcompany.

Create rules that apply to an entire domain

Exchange provides the convenient E-Mail Address Policies feature that allows you to assign identically formatted email addresses to all including future users. We edit the default email address policy like this: Open the Exchange Control Panel and select the Mail Flow option on the left pane, then select Email Address Policies menu option on the right pane.

This opens the E-mail address format window. Go straight to "Email Adress Format" and click in the edit button again, the pencil icon.


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Select the domain in which we want to apply the new rule in this example, servolutions. Smith servolutions. Finally, we mark the checkbox named "Make this format the reply email address" in order to force users to use this naming rule.

Setup Email Forwarding in Exchange 2016 User Mailbox

Once finished, click on Save. And that's really all. Now the server is correctly set up to send email out to the internet, receive internet from the internet via POPcon - see below and we have given users appropriate email addresses. After going through the above 4 steps your Exchange is configured to send out email but it still can't pull down email from POP3 or IMAP mailboxes on your provider server. For this you need to install and configure POPcon. On this first configuration page you only need to enter the email address of your Postmaster or Administrator user.

The Postmaster will receive all emails without a valid recipient as well as general POPcon status notifications. It is very important to define a real email address from inside your exchange server here because mails can be lost irretrievably if POPcon forwards some mail with no recipient information to the postmaster and that account does not exist in your exchange server. For each server or account 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 whole domain, regardless of the recipient part before the " " POPcon needs to filter recipients from 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. POP3: Default. POP3 servers are by far the most common mail server types on the internet. Servername: The name the server you want to have polled.

You can also enter the IP address directly. Under some circumstances, internet routers or firewalls change the port number. Please ask your network administrator or internet provider. Single user mailbox "user domainname. You need to specify the receiver of the email here. POPcon PRO will then direct all mail retrieved from this server to the recipient email address given here.

Only use this option during testing or when you are sure the mail will be deleted eventually, i. These three steps to configure POPcon will provide you with a working set-up. Test it out by confirming the new configuration with OK and then use the "Trigger mail retrieval" button on the POPcon Administrator main screen to start the first mail download.

You can follow what is happening in the scrolling log display on that screen. Watch out for any error messages there. We recently introduced ServerPulse , a new service that monitors your servers and immediately alerts you by text message and email if there are any problems. ServerPulse also watches important server operating parameters: Disk space, used RAM and CPU load - so you'll know about problems even before they bring down a system.

Just imagine: Your client doesn't call you because his server is down. Instead you'll call him first. Give the service a try - it's free for 30 days: ServerPulse. This will make sure that the rule can be executed when the mailbox has been added as a secondary account rather than as a separate Exchange account.

How can I set up a rule for a shared mailbox? Share on Facebook Share on Twitter Share by e-mail. Related Content New mail alert for delegate or shared mailboxes Not able to add a delegate mailbox for Exchange Enable Automatic Replies for another user or additional mailbox Who has already read that message in our shared mailbox? Tool Tips!