Outlook is putting my intranet email as return email address

[Guest]

Something has happened to my email:

1) email recipients are getting 2 emails from me. The emails are carbon copies of each other; however, the reply address for one is my correct email while the other seems to use the email address that I've been assigned for our corporate intranet. Here's the protocol we use:

Intranet/internal emails: (e-mail address removed) (for example, (e-mail address removed)

Emails/external emails: (e-mail address removed) (i.e., (e-mail address removed))

NOTE: I'm not using my real info since I already get so much spam!

2) Emails I send are going out with my intranet email address ([email protected]), so I'm not getting the responses. Our emails are hosted by an outside company, and I don't want to waste an email address on creating another address for myself.

3) Whenever I send an email, a copy pops up in my inbox from me. The email properties of this email are my intranet email properties.

Please help! Everything was working fine, then this started happening, and it's becoming progressively worse each week (first, dual emails were sent out, etc.).

We use MS Small Business Server 2000 as our server software, and MS Windows 2000 on the desktops.

Thanks!!

 

[Lanwench [MVP - Exchange]]

Something has happened to my email:

1) email recipients are getting 2 emails from me. The emails are
carbon copies of each other; however, the reply address for one is my
correct email while the other seems to use the email address that
I've been assigned for our corporate intranet. Here's the protocol we
use:

Intranet/internal emails: (e-mail address removed) (for example,
(e-mail address removed)

Emails/external emails: (e-mail address removed) (i.e.,
(e-mail address removed))

NOTE: I'm not using my real info since I already get so much spam!

That is a Good Thing

2) Emails I send are going out with my intranet email address
([email protected]), so I'm not getting the responses. Our emails are
hosted by an outside company, and I don't want to waste an email
address on creating another address for myself.

Since you're using SBS, why not have Exchange hosting all your mail? then
there's no difference between internal/external address, and you don't need
to run internet mail in Outlook - it's faster, easier to administer, you can
use OWA, etc....I can see no real advantage to your current setup, and a lot
of disadvantages. See http://www.msexchange.org/tutorials/MF002.html for
more info. Also get more help in m.p.windows.server.sbs....I do not
recommend using the POP connector.

3) Whenever I send an email, a copy pops up in my inbox from me. The
email properties of this email are my intranet email properties.

That confuses me - you send an email to someone and you get a copy as well?

 

[Lanwench [MVP - Exchange]]

I'd really appreciate more specific advice on how to fix my current
problem. We're a very small company (3 people) - I own the company
and administer our server and telephone system as best I can given
everything else I have to do. I have too much going on to change our
email system and work out the inevitable bugs that will come with it.

Understandable - and below see my suggestions... but if you pull back a
little and think about how much you already rely on this server, who is
doing tech support/admin for you now? If you can find another local
consultant to come in and help you with the setup you may find that the
admin/maintenance is next to nothing. You also may find that there are other
things set up incorrectly, or not set up at all - do you have nightly full
online backups of Exchange (as well as your data) running to tape? Got good
Exchange-aware antivirus software set to update regularly & scan all mail?
Got a good network firewall in place to protect your systems from the
Internet?

If you've alreadly invested in SBS, you might as well make sure it's set up
right & isn't going to cause you more problems down the road...just my view
on things.

We have been told that Exchange is NOT easy to set up and that we
need a separate server in order to host our own email. I trust the
guy who told me, who helped us install the server and now
unfortunately no longer lives in our area.

No, you don't need another server. You have Exchange set up already - and it
sounds like you're using it
already, too. Just only some of it. Changing it to handle all your mail is
no great big deal....

Also, email is working fine for the other two people. My email is the
only one affected, and it was working fine up until several weeks
ago.

The problem: instead of sending emails out with (e-mail address removed)
as it is configured in Outlook, it's sending everything out as if
it's part of our intranet using (e-mail address removed).

If you're sending out via Exchange, which you probably are - you can add
@greatco.com to your Exchange recipient policies and make it the
default/reply address. All mailboxes should inherit the settings by default.

Another problem: it's sending 2 copies of each email I send - 1 with
(e-mail address removed) and 1 as (e-mail address removed). This is a problem
because people inevitably respond to (e-mail address removed), which is not
a valid external email address, so I don't get the email.

What is your default account set to in Outlook? You may be able to change it
so your POP account is the default (although that may cause problems with
internal mail delivery).

Last problem: a copy of every email I send somes into my in box as
well as my sent folder.

One thing - I haven't rebooted our system in a while. could that be
the problem?

Doubtful - the problem isn't on the server, it's with your Outlook
configuration.

Please advise given our current setup. Thanks a lot!

Try changing the default account in Outlook. That's about all I can advise
if you don't wish to change your Exchange to work 'optimally'.

If you want to know more about hosting your own mail, for future reference,
see http://www.msexchange.org/tutorials/MF002.html

 

[Guest]

The problem is I can't find anyone here who is willing to work by the hour.
We're very small given the technology we use, and since I do a lot of it
myself to save money, it's not very lucrative. I've tried 2 others who said
they knew about MS SBS, but they really didn't. We do have issues like
backup, etc., which need to be addressed as well as email issues like this.

In the mean time, if I follow your directions, will I be able to set up the
email correctly? I do follow instructions well, but I'm concerned that if it
doesn't work, we won't have email. We communicate w/clients almost
exclusively via the phone and email.

Also, what are your thoughts on the terminal services included in MS SBS
2000? I'm looking at setting up a small office in another location and need
to have the 2 people there be able to access our contact management system,
Maximizer, whose central database is on our server. TS was recommended to me
by another Maximizer user who has done the same thing. Do you see any
upside/downside to using TS for this? We also will be using a VoIP solution
over the same pipe for the phone system so it looks like we're all in one
office.

Thanks for your help.

 

[Brian Tillman]

The problem is I can't find anyone here who is willing to work by the
hour. We're very small given the technology we use, and since I do a
lot of it myself to save money, it's not very lucrative. I've tried 2
others who said they knew about MS SBS, but they really didn't. We do
have issues like backup, etc., which need to be addressed as well as
email issues like this.

You might also consider asking your quesitons in the Exchange newsgroups.
More people knowledgeable about Exchange read there than here.

 

[Lanwench [MVP - Exchange]]

You might also consider asking your quesitons in the Exchange
newsgroups. More people knowledgeable about Exchange read there than
here.

Actually, for SBS, best to try microsoft.public.windows.server.sbs....

 

[Lanwench [MVP - Exchange]]

The problem is I can't find anyone here who is willing to work by the
hour. We're very small given the technology we use, and since I do a
lot of it myself to save money, it's not very lucrative. I've tried 2
others who said they knew about MS SBS, but they really didn't. We do
have issues like backup, etc., which need to be addressed as well as
email issues like this.

Ask whomever you hire for references!

In the mean time, if I follow your directions, will I be able to set
up the email correctly? I do follow instructions well, but I'm
concerned that if it doesn't work, we won't have email. We
communicate w/clients almost exclusively via the phone and email.

I understand your concerns entirely....as Brian suggested, asking in an
Exchange-centric newsgroup, or better still,
microsoft.public.windows.server.sbs would be a good start. You can get a lot
of good help there....maybe even someone who knows consultants in your area.

Also, what are your thoughts on the terminal services included in MS
SBS 2000? I'm looking at setting up a small office in another
location and need to have the 2 people there be able to access our
contact management system, Maximizer, whose central database is on
our server. TS was recommended to me by another Maximizer user who
has done the same thing. Do you see any upside/downside to using TS
for this? We also will be using a VoIP solution over the same pipe
for the phone system so it looks like we're all in one office.

Terminal Services is great - esp. for stuff like databases that you don't
want to drag over a VPN connection - but you can't run it in app mode in
SBS2003, and shouldn't in any prior version. You'd really want another
W2k/2003 server in your office to run TS in app mode.