Missing Email

I have a sbs 2003 server running with all current updates applied, it is
also running exchange. There are three users that log onto the server
(running a domain) to collect there email and do basic file/folder/printer
sharing. The three users are part of a sales team and all have there own
individual email accounts but also are able to view each others emails, two
of the machines are running outlook 2003 and 1 is running 2007. Now heres
the thing the machine running outlook 2007 has an email of
and appears to collect/send mail correctly however the
inbox's on the 2nd and 3rd machines show different content to the sales
machine. The 2nd and 3rd machine show the same content (as each other) but
actually show additional inbox mail than the sales machine. We have tested
this by sending two emails (from an external account) to the sales account
and found that only one was recieved on the sales machine but the 2nd and
3rd machines showed both emails in the inbox of the sales account. Any ideas
would be appreciated. Thanks

Hi Stuart:

We need to clear up some terminolgy and get some additional information.
"Machines" don't have email accounts or mailboxes in Exchange. Users have
email accounts and mailboxes in Exchange. So, if I understand correctly,
you have:

User1 Outlook 2003
User2 Outlook 2003
User3 Outlook 2007

If I address an email to user1@your_domain.com, it goes to all three users?
Or each of the users has been given permissions to see the others mail boxes
or what do you mean by: "all have there own individual email accounts but
also are able to view each others emails" ?

How is the message delivered to the users mail box? there are two possiblilities
if they are using Exchange. Either you have an MX record at your ISP that
points to your static ip address, and use SMTP mail, or the mail is delivered
to your ISP and held there until your server calls for it with the POP3 connector.
We need to know which.

Once we know that, then from a remote computer, not part of the domain, you
send one message to userX and it goes to all three, or only two, or only
1 users mailbox? How is it addressed? CC or BCC? or multiple addresses
in the to line?

And if it is showing up in more places that you would like, what do you want
to happen. And if it is showing up in fewer places than you would like,
we need to know to whom and how the mail is addressed (CC OR BCC), if POP
or SMTP.

-
Larry
Please post the resolution to your
issue so others may benefit
-
Get Your SBS Health Check at
www.sbsbpa.com


> I have a sbs 2003 server running with all current updates applied, it
> is also running exchange. There are three users that log onto the
> server (running a domain) to collect there email and do basic
> file/folder/printer sharing. The three users are part of a sales team
> and two of the machines are running outlook 2003
> and 1 is running 2007. Now heres the thing the machine running outlook
> 2007 has an email of and appears to collect/send
> mail correctly however the inbox's on the 2nd and 3rd machines show
> different content to the sales machine. The 2nd and 3rd machine show
> the same content (as each other) but actually show additional inbox
> mail than the sales machine. We have tested this by sending two emails
> (from an external account) to the sales account and found that only
> one was recieved on the sales machine but the 2nd and 3rd machines
> showed both emails in the inbox of the sales account. Any ideas would
> be appreciated. Thanks
>

Hi Larry I will do my best and answer under each paragraph
"Larry Struckmeyer[SBS-MVP]" <> wrote in message
news: m...
> Hi Stuart:
>
> We need to clear up some terminolgy and get some additional information.
> "Machines" don't have email accounts or mailboxes in Exchange. Users have
> email accounts and mailboxes in Exchange. So, if I understand correctly,
> you have:
>
> User1 Outlook 2003
> User2 Outlook 2003
> User3 Outlook 2007

Correct, user 3 is the account with the issue and is the sales@xxxxxx
account user


>
> If I address an email to user1@your_domain.com, it goes to all three
> users? Or each of the users has been given permissions to see the others
> mail boxes or what do you mean by: "all have there own individual email
> accounts but also are able to view each others emails" ?

Each user has individual mailbox's and permission to see the other mailbox's


>
> How is the message delivered to the users mail box? there are two
> possiblilities if they are using Exchange. Either you have an MX record
> at your ISP that points to your static ip address, and use SMTP mail, or
> the mail is delivered to your ISP and held there until your server calls
> for it with the POP3 connector. We need to know which.

It is delivered by POP3 connector


>
> Once we know that, then from a remote computer, not part of the domain,
> you send one message to userX and it goes to all three, or only two, or
> only 1 users mailbox? How is it addressed? CC or BCC? or multiple
> addresses in the to line?

I have sent from an external account 2 emails at the same time addressed to
sales@xxxxxx, when the email for sales was collected by that user only 1 of
the emails was displayed in the inbox, however when you viewed the inbox of
sales@xxxxxx from either of the other users outlook both of the emails were
displayed

>
> And if it is showing up in more places that you would like, what do you
> want to happen. And if it is showing up in fewer places than you would
> like, we need to know to whom and how the mail is addressed (CC OR BCC),
> if POP or SMTP.

the emails are only ever addressed to 1 specific user and that user only
collects the mail from that specific mailbox from Exchange..

I hope this helps, I have tried to provide you with what I know to be
accurate however the person who setup this system is no longer at the
company and I am filling in until a replacement is hired.


Cheers

Stuart
>



> -
> Larry
> Please post the resolution to your
> issue so others may benefit
> -
> Get Your SBS Health Check at
> www.sbsbpa.com
>
>
>> I have a sbs 2003 server running with all current updates applied, it
>> is also running exchange. There are three users that log onto the
>> server (running a domain) to collect there email and do basic
>> file/folder/printer sharing. The three users are part of a sales team
>> and two of the machines are running outlook 2003
>> and 1 is running 2007. Now heres the thing the machine running outlook
>> 2007 has an email of and appears to collect/send
>> mail correctly however the inbox's on the 2nd and 3rd machines show
>> different content to the sales machine. The 2nd and 3rd machine show
>> the same content (as each other) but actually show additional inbox
>> mail than the sales machine. We have tested this by sending two emails
>> (from an external account) to the sales account and found that only
>> one was recieved on the sales machine but the 2nd and 3rd machines
>> showed both emails in the inbox of the sales account. Any ideas would
>> be appreciated. Thanks
>>
>
>

Stuart:

The best advice I can give you is to stop using the POP3 connector. Have
your ISP change the MX record to the static ip address of your edge device
and on that device port forward (NAT) the required SBS ports to the IP address
of your exchange server/sbs. then run the connect to the internet wizard.

If you don't have a static ip address you can "rent" one, (more appropriatly
rent a translation service) for a few dollars a year, as in dyn dns and others.

-
Larry
Please post the resolution to your
issue so others may benefit
-
Get Your SBS Health Check at
www.sbsbpa.com


> Hi Larry I will do my best and answer under each paragraph
> "Larry Struckmeyer[SBS-MVP]" <> wrote in
> message
> news: m...
>> Hi Stuart:
>>
>> We need to clear up some terminolgy and get some additional
>> information. "Machines" don't have email accounts or mailboxes in
>> Exchange. Users have email accounts and mailboxes in Exchange. So,
>> if I understand correctly, you have:
>>
>> User1 Outlook 2003
>> User2 Outlook 2003
>> User3 Outlook 2007
> Correct, user 3 is the account with the issue and is the sales@xxxxxx
> account user
>
>> If I address an email to user1@your_domain.com, it goes to all three
>> users? Or each of the users has been given permissions to see the
>> others mail boxes or what do you mean by: "all have there own
>> individual email accounts but also are able to view each others
>> emails" ?
>>
> Each user has individual mailbox's and permission to see the other
> mailbox's
>
>> How is the message delivered to the users mail box? there are two
>> possiblilities if they are using Exchange. Either you have an MX
>> record at your ISP that points to your static ip address, and use
>> SMTP mail, or the mail is delivered to your ISP and held there until
>> your server calls for it with the POP3 connector. We need to know
>> which.
>>
> It is delivered by POP3 connector
>
>> Once we know that, then from a remote computer, not part of the
>> domain, you send one message to userX and it goes to all three, or
>> only two, or only 1 users mailbox? How is it addressed? CC or BCC?
>> or multiple addresses in the to line?
>>
> I have sent from an external account 2 emails at the same time
> addressed to sales@xxxxxx, when the email for sales was collected by
> that user only 1 of the emails was displayed in the inbox, however
> when you viewed the inbox of sales@xxxxxx from either of the other
> users outlook both of the emails were displayed
>
>> And if it is showing up in more places that you would like, what do
>> you want to happen. And if it is showing up in fewer places than you
>> would like, we need to know to whom and how the mail is addressed (CC
>> OR BCC), if POP or SMTP.
>>
> the emails are only ever addressed to 1 specific user and that user
> only collects the mail from that specific mailbox from Exchange..
>
> I hope this helps, I have tried to provide you with what I know to be
> accurate however the person who setup this system is no longer at the
> company and I am filling in until a replacement is hired.
>
> Cheers
>
> Stuart
>
>> -
>> Larry
>> Please post the resolution to your
>> issue so others may benefit
>> -
>> Get Your SBS Health Check at
>> www.sbsbpa.com
>>> I have a sbs 2003 server running with all current updates applied,
>>> it
>>> is also running exchange. There are three users that log onto the
>>> server (running a domain) to collect there email and do basic
>>> file/folder/printer sharing. The three users are part of a sales
>>> team
>>> and two of the machines are running outlook 2003
>>> and 1 is running 2007. Now heres the thing the machine running
>>> outlook
>>> 2007 has an email of and appears to collect/send
>>> mail correctly however the inbox's on the 2nd and 3rd machines show
>>> different content to the sales machine. The 2nd and 3rd machine show
>>> the same content (as each other) but actually show additional inbox
>>> mail than the sales machine. We have tested this by sending two
>>> emails
>>> (from an external account) to the sales account and found that only
>>> one was recieved on the sales machine but the 2nd and 3rd machines
>>> showed both emails in the inbox of the sales account. Any ideas
>>> would
>>> be appreciated. Thanks

Hi Larry,

Thanks for that idea, Can I just clarify why that would solve my issue as it
would appear that all the emails are being delivered to the Exchange server
correctly and as I understand it, it is a delivery issue to the user and
your idea would not impact on the delivery method to the user. Im not
questioning your solution just trying to understand what you think has gone
wrong and why this would fix it.

Cheers

Stuart
"Larry Struckmeyer[SBS-MVP]" <> wrote in message
news: m...
> Stuart:
>
> The best advice I can give you is to stop using the POP3 connector. Have
> your ISP change the MX record to the static ip address of your edge device
> and on that device port forward (NAT) the required SBS ports to the IP
> address of your exchange server/sbs. then run the connect to the internet
> wizard.
>
> If you don't have a static ip address you can "rent" one, (more
> appropriatly rent a translation service) for a few dollars a year, as in
> dyn dns and others.
>
> -
> Larry
> Please post the resolution to your
> issue so others may benefit
> -
> Get Your SBS Health Check at
> www.sbsbpa.com
>
>
>> Hi Larry I will do my best and answer under each paragraph
>> "Larry Struckmeyer[SBS-MVP]" <> wrote in
>> message
>> news: m...
>>> Hi Stuart:
>>>
>>> We need to clear up some terminolgy and get some additional
>>> information. "Machines" don't have email accounts or mailboxes in
>>> Exchange. Users have email accounts and mailboxes in Exchange. So,
>>> if I understand correctly, you have:
>>>
>>> User1 Outlook 2003
>>> User2 Outlook 2003
>>> User3 Outlook 2007
>> Correct, user 3 is the account with the issue and is the sales@xxxxxx
>> account user
>>
>>> If I address an email to user1@your_domain.com, it goes to all three
>>> users? Or each of the users has been given permissions to see the
>>> others mail boxes or what do you mean by: "all have there own
>>> individual email accounts but also are able to view each others
>>> emails" ?
>>>
>> Each user has individual mailbox's and permission to see the other
>> mailbox's
>>
>>> How is the message delivered to the users mail box? there are two
>>> possiblilities if they are using Exchange. Either you have an MX
>>> record at your ISP that points to your static ip address, and use
>>> SMTP mail, or the mail is delivered to your ISP and held there until
>>> your server calls for it with the POP3 connector. We need to know
>>> which.
>>>
>> It is delivered by POP3 connector
>>
>>> Once we know that, then from a remote computer, not part of the
>>> domain, you send one message to userX and it goes to all three, or
>>> only two, or only 1 users mailbox? How is it addressed? CC or BCC?
>>> or multiple addresses in the to line?
>>>
>> I have sent from an external account 2 emails at the same time
>> addressed to sales@xxxxxx, when the email for sales was collected by
>> that user only 1 of the emails was displayed in the inbox, however
>> when you viewed the inbox of sales@xxxxxx from either of the other
>> users outlook both of the emails were displayed
>>
>>> And if it is showing up in more places that you would like, what do
>>> you want to happen. And if it is showing up in fewer places than you
>>> would like, we need to know to whom and how the mail is addressed (CC
>>> OR BCC), if POP or SMTP.
>>>
>> the emails are only ever addressed to 1 specific user and that user
>> only collects the mail from that specific mailbox from Exchange..
>>
>> I hope this helps, I have tried to provide you with what I know to be
>> accurate however the person who setup this system is no longer at the
>> company and I am filling in until a replacement is hired.
>>
>> Cheers
>>
>> Stuart
>>
>>> -
>>> Larry
>>> Please post the resolution to your
>>> issue so others may benefit
>>> -
>>> Get Your SBS Health Check at
>>> www.sbsbpa.com
>>>> I have a sbs 2003 server running with all current updates applied,
>>>> it
>>>> is also running exchange. There are three users that log onto the
>>>> server (running a domain) to collect there email and do basic
>>>> file/folder/printer sharing. The three users are part of a sales
>>>> team
>>>> and two of the machines are running outlook 2003
>>>> and 1 is running 2007. Now heres the thing the machine running
>>>> outlook
>>>> 2007 has an email of and appears to collect/send
>>>> mail correctly however the inbox's on the 2nd and 3rd machines show
>>>> different content to the sales machine. The 2nd and 3rd machine show
>>>> the same content (as each other) but actually show additional inbox
>>>> mail than the sales machine. We have tested this by sending two
>>>> emails
>>>> (from an external account) to the sales account and found that only
>>>> one was recieved on the sales machine but the 2nd and 3rd machines
>>>> showed both emails in the inbox of the sales account. Any ideas
>>>> would
>>>> be appreciated. Thanks
>
>

"Stuart" <> wrote in message
news:94469082-B6DF-45F7-A726-...
> Hi Larry,
>
> Thanks for that idea, Can I just clarify why that would solve my issue as
> it would appear that all the emails are being delivered to the Exchange
> server correctly and as I understand it, it is a delivery issue to the
> user and your idea would not impact on the delivery method to the user. Im
> not questioning your solution just trying to understand what you think has
> gone wrong and why this would fix it.
>
> Cheers
>
> Stuart

If I may jump in, what Larry's offering is a way to first, drastically
reduce the complexity that you currently have, and eliminate the POP3
connector, which wasn't designed as a long term solution, rather for an
interim solution until the mail server will direclty send and receive mail
on the internet. The POP3 solution can become problematic, as you can see if
you search back on the numerous complaints regarding the POP3 connector.
Once your mail server is configured to send and receive, administration will
be much simpler, instead of juggling accounts on the Exchange server and
your mail hosting provider.

And yes, you will definitely need a static IP, or as Larry suggested, use
something such as DynDNS.org for the solution. Honestly I would change the
ISP to a static line, because from my experience, many ISP providers that
provide a DHCP address for the WAN link, are usually classed as
"residential" lines and *may* not allow inbound port 25 (mail) traffic. You
should consult with your ISP first.

--
Ace

This posting is provided "AS-IS" with no warranties or guarantees and
confers no rights.

Please reply back to the newsgroup or forum for collaboration benefit among
responding engineers, and to help others benefit from your resolution.

Ace Fekay, MCT, MCITP EA, MCTS Windows 2008 & Exchange 2007, MCSE & MCSA
2003/2000, MCSA Messaging 2003
Microsoft Certified Trainer

For urgent issues, please contact Microsoft PSS directly. Please check
http://support.microsoft.com for regional support phone numbers.

Nodding in agreement with Ace, and adding that the most likely cause of the
issue you are seeing *is* the POP3 method of receiving email. This sort
of issue is "never" reported with SMTP mail, whereas we have all kinds of
issues with POP3, not the least of which is the inability of the logic to
properly deal with cc and bcc, and now, apparently, multiple "to" addresses.


I say now, because I don't remember such a case in the recent past, but I
very well remember when the mail would simply disappear if there were more
than x number of mailboxes being delivered by the SBS supplied POP3 connector,
but if a third party pop connector was used the issue disapeared.

If SMTP mail does not fit the bill in your location you might want to try
a different POP connector, many of which will allow a trial period.

-
Larry
Please post the resolution to your
issue so others may benefit
-
Get Your SBS Health Check at
www.sbsbpa.com


> "Stuart" <> wrote in message
> news:94469082-B6DF-45F7-A726-...
>
>> Hi Larry,
>>
>> Thanks for that idea, Can I just clarify why that would solve my
>> issue as it would appear that all the emails are being delivered to
>> the Exchange server correctly and as I understand it, it is a
>> delivery issue to the user and your idea would not impact on the
>> delivery method to the user. Im not questioning your solution just
>> trying to understand what you think has gone wrong and why this would
>> fix it.
>>
>> Cheers
>>
>> Stuart
>>
> If I may jump in, what Larry's offering is a way to first, drastically
> reduce the complexity that you currently have, and eliminate the POP3
> connector, which wasn't designed as a long term solution, rather for
> an interim solution until the mail server will direclty send and
> receive mail on the internet. The POP3 solution can become
> problematic, as you can see if you search back on the numerous
> complaints regarding the POP3 connector. Once your mail server is
> configured to send and receive, administration will be much simpler,
> instead of juggling accounts on the Exchange server and your mail
> hosting provider.
>
> And yes, you will definitely need a static IP, or as Larry suggested,
> use something such as DynDNS.org for the solution. Honestly I would
> change the ISP to a static line, because from my experience, many ISP
> providers that provide a DHCP address for the WAN link, are usually
> classed as "residential" lines and *may* not allow inbound port 25
> (mail) traffic. You should consult with your ISP first.
>
> This posting is provided "AS-IS" with no warranties or guarantees and
> confers no rights.
>
> Please reply back to the newsgroup or forum for collaboration benefit
> among responding engineers, and to help others benefit from your
> resolution.
>
> Ace Fekay, MCT, MCITP EA, MCTS Windows 2008 & Exchange 2007, MCSE &
> MCSA
> 2003/2000, MCSA Messaging 2003
> Microsoft Certified Trainer
> For urgent issues, please contact Microsoft PSS directly. Please check
> http://support.microsoft.com for regional support phone numbers.
>

Thanks for your replies I can now see where you're coming from. I will talk
to the powers that be and give them your solution and see if they will let
me implement it.

Cheers

Stuart

"Larry Struckmeyer[SBS-MVP]" <> wrote in message
news: m...
> Nodding in agreement with Ace, and adding that the most likely cause of
> the issue you are seeing *is* the POP3 method of receiving email. This
> sort of issue is "never" reported with SMTP mail, whereas we have all
> kinds of issues with POP3, not the least of which is the inability of the
> logic to properly deal with cc and bcc, and now, apparently, multiple "to"
> addresses.
>
> I say now, because I don't remember such a case in the recent past, but I
> very well remember when the mail would simply disappear if there were more
> than x number of mailboxes being delivered by the SBS supplied POP3
> connector, but if a third party pop connector was used the issue
> disapeared.
>
> If SMTP mail does not fit the bill in your location you might want to try
> a different POP connector, many of which will allow a trial period.
>
> -
> Larry
> Please post the resolution to your
> issue so others may benefit
> -
> Get Your SBS Health Check at
> www.sbsbpa.com
>
>
>> "Stuart" <> wrote in message
>> news:94469082-B6DF-45F7-A726-...
>>
>>> Hi Larry,
>>>
>>> Thanks for that idea, Can I just clarify why that would solve my
>>> issue as it would appear that all the emails are being delivered to
>>> the Exchange server correctly and as I understand it, it is a
>>> delivery issue to the user and your idea would not impact on the
>>> delivery method to the user. Im not questioning your solution just
>>> trying to understand what you think has gone wrong and why this would
>>> fix it.
>>>
>>> Cheers
>>>
>>> Stuart
>>>
>> If I may jump in, what Larry's offering is a way to first, drastically
>> reduce the complexity that you currently have, and eliminate the POP3
>> connector, which wasn't designed as a long term solution, rather for
>> an interim solution until the mail server will direclty send and
>> receive mail on the internet. The POP3 solution can become
>> problematic, as you can see if you search back on the numerous
>> complaints regarding the POP3 connector. Once your mail server is
>> configured to send and receive, administration will be much simpler,
>> instead of juggling accounts on the Exchange server and your mail
>> hosting provider.
>>
>> And yes, you will definitely need a static IP, or as Larry suggested,
>> use something such as DynDNS.org for the solution. Honestly I would
>> change the ISP to a static line, because from my experience, many ISP
>> providers that provide a DHCP address for the WAN link, are usually
>> classed as "residential" lines and *may* not allow inbound port 25
>> (mail) traffic. You should consult with your ISP first.
>>
>> This posting is provided "AS-IS" with no warranties or guarantees and
>> confers no rights.
>>
>> Please reply back to the newsgroup or forum for collaboration benefit
>> among responding engineers, and to help others benefit from your
>> resolution.
>>
>> Ace Fekay, MCT, MCITP EA, MCTS Windows 2008 & Exchange 2007, MCSE &
>> MCSA
>> 2003/2000, MCSA Messaging 2003
>> Microsoft Certified Trainer
>> For urgent issues, please contact Microsoft PSS directly. Please check
>> http://support.microsoft.com for regional support phone numbers.
>>
>
>

"Stuart" <> wrote in message
news:47DBF6BA-31FB-4002-9F99-...
> Thanks for your replies I can now see where you're coming from. I will
> talk to the powers that be and give them your solution and see if they
> will let me implement it.
>
> Cheers
>
> Stuart

I think it would be to your benefit, as well as the company's.

Ace