Email question......
Discussion
Anyone know the answer to this one.......
One or two of our users seem to be generating unnecessary email traffic.
Their machines are clean and virus free (just done a thorough and up-to-date sweep)
If they receive an email as one of a number of recipients (ie their name is in the "to" line along with dozens of others) then that exact email is being re-sent from our server, appearing to spoof the originators account to all of the other names in the "to" or "cc" line.
No attachments added, just a load of unnecessary traffic!
Answers on a postcard please! (or preferably here!)
Edited to add:
We are using MS Exchange, and this "forwarding" appears to be happening server side, regardless of whether the clients are logged on or not.
One or two of our users seem to be generating unnecessary email traffic.
Their machines are clean and virus free (just done a thorough and up-to-date sweep)
If they receive an email as one of a number of recipients (ie their name is in the "to" line along with dozens of others) then that exact email is being re-sent from our server, appearing to spoof the originators account to all of the other names in the "to" or "cc" line.
No attachments added, just a load of unnecessary traffic!
Answers on a postcard please! (or preferably here!)
Edited to add:
We are using MS Exchange, and this "forwarding" appears to be happening server side, regardless of whether the clients are logged on or not.
Your collect from pop rule is probably set to deliver collected mail to all addresses in the "to:" field. The result is that the user gets the email, but exchange also forwards a copy to all the other addresses in the field.
We've seen this with other software (not exchange) and I'm afraid I don't know how to fix it with exchange, but I'm sure you can!
We've seen this with other software (not exchange) and I'm afraid I don't know how to fix it with exchange, but I'm sure you can!
I have come across a few servers doing this now. I don’t use the pop connector for any SBS stuff but I picked up a customer with a SBS server already in place and his did this. So far all the servers that I have seen this happen on were setup the same (turns out they were done by the same person 
) so I hope this is true in your case.
First of all you need to make sure that you really aren’t an smtp open relay. If you don’t allow smtp into your box from the internet then it must be the pop connector that is relaying. There are docs here about checking the smtp side of the exchange 2000 server on SBS. You should still check the settings and fix even if you don’t allow smtp inbound.
The pop3 connector needs the default recipient policy to have the correct smtp domain address specified for you server. If you are me@mydomain.com then you need to have “@mydomain.com” on the default recipient policy. The recipient update service will then generate the correct email addresses for your user records in active directory. The pop connector should then be able to relay the mail with a visible To: list to your local users but unable or be unwilling to relay it to foreign domains.
The server I sorted did not have the correct domain specified on the default recipient policy but someone had gone through each user and put the correct email address on the user record. The recipient policy had “@mydomain.local” but the domain was actually “@mydomain.co.uk”
I have not gone into it further to see if the pop3 connector is actually blocked from relaying in this config or whether it uses the recipient policy to provide its local domain name and then just doesn’t bother trying to relay the foreign stuff.
To set the above open the Exchange system manager -> open the “recipients container” -> click “Recipient policies” -> right click “Default Policy” then select properties -> click the “Email addresses” tab -> note the value in the “SMTP” field (incase you want to change it back if it all goes boom) -> click on the “SMTP” field and the click “Edit”
Change the entry to reflect your domain with the “@” included click “OK” then “OK” again and you should get a dialogue that says something like “ the addresses have changed do you want to update all of the email addresses to match this” Click “yes”
The Recipient update service should now go and update all your user records to reflect the change. You can check this by getting properties on a user in “active directory users and computers”. It CAN take a few minutes to rattle through but it should do it.
You can test your server by sending mail from an external account to one of you users + another external account. Your internal user will get 1 copy the external account should get 1 copy if the external gets 2 its still broke.
DISCLAIMER
This is going to update all your user records email addresses. Its your server not mine etc. This is my opinion I give no warranty on Microsoft software performing as above. Take the usual precautions
) so I hope this is true in your case. First of all you need to make sure that you really aren’t an smtp open relay. If you don’t allow smtp into your box from the internet then it must be the pop connector that is relaying. There are docs here about checking the smtp side of the exchange 2000 server on SBS. You should still check the settings and fix even if you don’t allow smtp inbound.
The pop3 connector needs the default recipient policy to have the correct smtp domain address specified for you server. If you are me@mydomain.com then you need to have “@mydomain.com” on the default recipient policy. The recipient update service will then generate the correct email addresses for your user records in active directory. The pop connector should then be able to relay the mail with a visible To: list to your local users but unable or be unwilling to relay it to foreign domains.
The server I sorted did not have the correct domain specified on the default recipient policy but someone had gone through each user and put the correct email address on the user record. The recipient policy had “@mydomain.local” but the domain was actually “@mydomain.co.uk”
I have not gone into it further to see if the pop3 connector is actually blocked from relaying in this config or whether it uses the recipient policy to provide its local domain name and then just doesn’t bother trying to relay the foreign stuff.
To set the above open the Exchange system manager -> open the “recipients container” -> click “Recipient policies” -> right click “Default Policy” then select properties -> click the “Email addresses” tab -> note the value in the “SMTP” field (incase you want to change it back if it all goes boom) -> click on the “SMTP” field and the click “Edit”
Change the entry to reflect your domain with the “@” included click “OK” then “OK” again and you should get a dialogue that says something like “ the addresses have changed do you want to update all of the email addresses to match this” Click “yes”
The Recipient update service should now go and update all your user records to reflect the change. You can check this by getting properties on a user in “active directory users and computers”. It CAN take a few minutes to rattle through but it should do it.
You can test your server by sending mail from an external account to one of you users + another external account. Your internal user will get 1 copy the external account should get 1 copy if the external gets 2 its still broke.
DISCLAIMER
This is going to update all your user records email addresses. Its your server not mine etc. This is my opinion I give no warranty on Microsoft software performing as above. Take the usual precautions
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