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  • Mail flow with both an internal and external address

    Hello,

    I hope someone can offer some guidance on this in terms of best practice or best way.

    Here is the scenario - all users have an internal mail address @example.local - All users do not have POP accounts hosted at an ISP - @example.com. The external users POP their mail into Exchange.

    Some Internal users send external mail but do not have pop accounts. I could have them use a generic (pop) account say [email protected] - so the mail can go out. Have one person responsible for reading / forwarding all mail from [email protected]

    I was thinking of giving several users the same external address so any mail sent out would be delivered properly. However, I can not have several users with the same external address. They have to be unique.

    I would like Exchange to handle all outbound mail flow. All Internal mail should stay inside, Users with external addresses should be able to send mail. Internal users that need to send external mail can send mail. The customer does not want all users to have external email addresses.

    Sorry for the long post and hope it makes sense

  • #2
    Re: Mail flow with both an internal and external address

    Originally posted by chbardt View Post
    I was thinking of giving several users the same external address so any mail sent out would be delivered properly. However, I can not have several users with the same external address. They have to be unique.
    this is the reason for either query ditro lists or a global security groups...

    they can include all the members you select or define and can be contacted via a single address.

    Originally posted by chbardt View Post
    Sorry for the long post and hope it makes sense
    its cool, but youre right. i dont understand the rest of what your asking or trying to achieve. sorry...

    ~j
    its easier to beg forgiveness than ask permission.
    Give karma where karma is due...

    Comment


    • #3
      Re: Mail flow with both an internal and external address

      Hi James,

      Let me revise the request.

      User has a .local address and a external address POP (hosted by an ISP) - We want exchange to handle all mail delivery.

      External mail is routed externally. Internal mail stays internal. How do I do that when I can only have one default profile in Outlook which would either be the internal address or the external.

      I think that is it in a nutshell.

      Thanks

      Chbardt

      Comment


      • #4
        Re: Mail flow with both an internal and external address

        You need to have a single profile and all email goes through that profile.

        Then you need to one of two things.

        1. If you want ALL email those users send to be rewritten so that it comes form the generic account you will need to use a third party tool. Exclaimer can do that, there will be others.

        2. If you want the users to be able to choose when they send email as themselves and when as the generic address then generic address will need to be either a group or a mailbox with the user having "Send As" permissions. They will use the From field in Outlook to control which account the message goes from.

        Another option would be to have all users open the generic mailbox and see the email coming in and have an additional personal mailbox. When they want to send an internal email they use their own mailbox (using the from field).

        Simon.
        --
        Simon Butler
        Exchange MVP

        Blog: http://blog.sembee.co.uk/
        More Exchange Content: http://exchange.sembee.info/
        Exchange Resources List: http://exbpa.com/
        In the UK? Hire me: http://www.sembee.co.uk/

        Sembee is a registered trademark, used here with permission.

        Comment


        • #5
          Re: Mail flow with both an internal and external address

          Hi Simon,

          If we were to go with the external profile ie. the pop one. Would they be able to address and send mail internally or not.

          One more scenario - if the external profile was the default. Would that mean that all email sent from users would go out to the ISP and then be popped back into the environment. How would it be possible to keep internal mail internal.

          Thanks

          Chbardt

          Comment


          • #6
            Re: Mail flow with both an internal and external address

            Exchange is designed to be responsible for all email.
            If you try and work around that you will just cause yourself more pain.

            Trying to use two profiles or routing email in different ways depending on whether it is external or internal will simply never work.

            The simple thing I say is either use Exchange as it was designed, or don't use it.

            Simon
            --
            Simon Butler
            Exchange MVP

            Blog: http://blog.sembee.co.uk/
            More Exchange Content: http://exchange.sembee.info/
            Exchange Resources List: http://exbpa.com/
            In the UK? Hire me: http://www.sembee.co.uk/

            Sembee is a registered trademark, used here with permission.

            Comment


            • #7
              Re: Mail flow with both an internal and external address

              Hi Simon,

              Assuming we were to configure (1) profile. and have the smtp address correspond to the external address, @example.com - Exchange would handle all mail flow. This would remove all issues of internal vs external mail and routing etc?

              We'd still need to set up a POP profile to receive the mail from the ISP.

              Chbardt

              Comment


              • #8
                Re: Mail flow with both an internal and external address

                There is nothing to stop you from adding the POP3 account to the profile, but you need to be aware that the messages will go out with the email address in Exchange.

                Ideally you should look to move away from the POP3 accounts.

                Simon.
                --
                Simon Butler
                Exchange MVP

                Blog: http://blog.sembee.co.uk/
                More Exchange Content: http://exchange.sembee.info/
                Exchange Resources List: http://exbpa.com/
                In the UK? Hire me: http://www.sembee.co.uk/

                Sembee is a registered trademark, used here with permission.

                Comment


                • #9
                  Re: Mail flow with both an internal and external address

                  Hi Simon,

                  If the POP accounts are required ie. the customer is not able to move to an environment where they are responsible for their mail what would be the best compromise?

                  Chbardt

                  Comment


                  • #10
                    Re: Mail flow with both an internal and external address

                    A rapid move from the POP3 accounts.
                    As far as I am concerned, unless someone is doing something they shouldn't (such as running Exchange in a corporate network where the head office have said no) there is no reason to support POP3 accounts.

                    Simon.
                    --
                    Simon Butler
                    Exchange MVP

                    Blog: http://blog.sembee.co.uk/
                    More Exchange Content: http://exchange.sembee.info/
                    Exchange Resources List: http://exbpa.com/
                    In the UK? Hire me: http://www.sembee.co.uk/

                    Sembee is a registered trademark, used here with permission.

                    Comment


                    • #11
                      Re: Mail flow with both an internal and external address

                      Hi Simon,

                      Judging from your response I think we may have gone off track. The POP accounts are required for users to retrieve their email. Their email is hosted at an ISP and they POP their mail into Exchange.

                      Chbardt

                      Comment


                      • #12
                        Re: Mail flow with both an internal and external address

                        Why can't you just dump the ISP? If they have their own domain then get things delivered directly to Exchange. That is how Exchange is designed to work. Whatever their reason for using the ISP is, I can provide a counter argument.

                        Exchange/Outlook is designed to work in one way only, where Exchange is responsible for all email that is delivered to the server by SMTP. Anything else will not work in a reliable way.

                        Simon.
                        --
                        Simon Butler
                        Exchange MVP

                        Blog: http://blog.sembee.co.uk/
                        More Exchange Content: http://exchange.sembee.info/
                        Exchange Resources List: http://exbpa.com/
                        In the UK? Hire me: http://www.sembee.co.uk/

                        Sembee is a registered trademark, used here with permission.

                        Comment


                        • #13
                          Re: Mail flow with both an internal and external address

                          Hi Simon,

                          A lot of small business owners use dsl for internet and host their mail externally. Since the level of DSL is not necessarily reliable they would not lose any mail if their connection goes down. A higher level of DSL service is 3 - 4 x more expensive and still does not offer a high enough SLA for email requirements.

                          A high speed service with multiple IP's and a decent SLA is even more costly.

                          These are the main reasons for not hosting themselves.

                          Chbardt

                          Comment


                          • #14
                            Re: Mail flow with both an internal and external address

                            I have all of my clients on DSL and do not host any of them on the ISP.
                            You don't have to use POP3 accounts - there are other delivery options such as ETRN, if you can find a host that supports it.
                            Exchange is designed to work in one way only - with SMTP delivery, not with external POP3 accounts. Your reason for wanting to use POP3 is not something that I would accept. If the DSL service is that unreliable then change ISP. DSL runs over phone lines, a technology that has been in use for over 100 years.

                            While you continue to use POP3 accounts you will get unpredictable email delivery.

                            Simon.
                            --
                            Simon Butler
                            Exchange MVP

                            Blog: http://blog.sembee.co.uk/
                            More Exchange Content: http://exchange.sembee.info/
                            Exchange Resources List: http://exbpa.com/
                            In the UK? Hire me: http://www.sembee.co.uk/

                            Sembee is a registered trademark, used here with permission.

                            Comment


                            • #15
                              Re: Mail flow with both an internal and external address

                              I've never seen DSL go down for more than a few minutes, or a few hours in an extreme case. If it goes down regularly for more than a few hours then the real concern here is the DSL provider, not the potential loss of email. Why cause yourself grief and pain trying to come up with an email solution to a DSL problem. If you're that worried about the reliability of the DSL, then you should look for a different connection type and provider.

                              Also, as every email server I've ever seen has a maximum retry interval of 48 hours it's doubtful you would lose any email because your DSL goes down for an hour. The email may be delayed but it's doubtful it would be lost.

                              If you're worried about your ISP having problems, then you should worry about your POP3 provider's ISP having problems, and their ISP, and their ISP, etc. How far do you go with your worries? Look at the problem from the perspective of possibility versus probability; It's possible the world will blow up tomorrow, but it probably won't. If I tried to plan for every potential catastrophe and calamity I'd never make it out of the house in the morning.

                              Hopefully my post is taken in the friendly advice perspective that it's meant.
                              Last edited by joeqwerty; 18th October 2007, 04:40.

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