Configure Exchange 2003 Server

Configure Exchange 2003 Server

Configuring your new Exchange 2003 server for internet email with POPcon for downloading the email from POP3 mailboxes isn’t hard if you just do it step by step as shown in this configuration sample. In this guide we will step through a sample installation of Exchange 2003 for a company we will call “Mycompany”. Mycompany consequently owns the internet domain name “”.

Actually it only takes these four steps:

  1. Adding your internet domain name to the recipient policies
  2. Configuring the SMTP server for inbound email
  3. Adding a SMTP Connector for outbound emails
  4. Configuring the email addresses of your users

And this is how to configure the Exchange Server to accept email for and work with POPcon:


First install the software from CD. You may have to go back to the “Add/remove Software” utility in the control panel to add NNTP support if you did not do so during initial setup of your windows installation. Then open the Exchange System Manager and configure the new Exchange installation.


  1. Adding your internet domain name to the recipient policies

Open the Exchange System-Manager. It should look like this:

Exchange System Manager Global Setting

One of the problems most often encountered when configuring an Exchange 2003 Server system is the fact that often the internet domain nane you want to receive email for (“”) does not match your standard active directory domain name (i.e. “”). The Exchange 2003 Server component handling incomming emails – the SMTP server – does not accept emails for other domains than the ones entered in the “recipient policies”, even if you entered the correct email addresses (“[email protected]”) in the active directory.

To make Exchange accept email for additional domains like your internet domain you need to add the domain names to the default recipient policy like this:


On the main tree panel of the exchange system manager expand the tree “Recipients” and then click on “Recipient Policies”. The policies will be shown on the right panel. Normally only the “Default Policy” will be there:

Open the properties of the “Default Policy” by double-clicking it:

Default Policy Properties
In the Default Policy Properties please choose the tab “E-Mail Addresses”. There you will find a list of domains supported by your exchange server. Usually only your internal active directory server domain will be listed here:

Default Policy Properties E-Mail Addresses properties
Like you can see, after installing our Exchange Server from scratch only our AD domain “Christensen.local” was listed as accepted SMTP address. But emails from the internet will be comming in addressed to “” and not Christensen.local!
Choose “New…” here to add another accepted inbound domain. Since emails on the internet are sent via the SMTP protocol we want to add an “SMTP Address”:

New E-Mail Addresses

Now enter the domain name you want to receive email for. Please add a leading “@” to the domain name. This is what we entered to support emails addressed to

SMTP Address Properties

This is how the Default Policy Properties look like after entering the additional SMTP domain:

Default policy properties SMTP

Enable the newly created entry with a check mark next to it:

Default Policy Properties SMTP Check Mark

When you OK the above dialog, Exchange will ask you with the next dialog box if you want to add the new address to all new users. Usually you do want exactly that to save some typing later.

Exchange System Manager Yes

Please note: You may need to restart your server to activate the new domain!

2. Configuring the SMTP server for inbound email
Next we will configure the SMTP-Server. This is the part of Exchange that accepts incomming emails from POPcon. No special settings are needed to work with POPcon but these are the standard settings in any case:

You will find the settings for the SMTP server under Servers/Protocols/SMTP/Default SMTP Virtual Server. Open the properties by right-clicking on the Default SMTP Virtual Server and choosing “Properties”:

The settings on tab “General” can normally be left to the defaults.

Virtual Defaultserver for SMTP Properties

On the tab “Access” you can find some configuration settings that might interfere with POPcon.

Virtual Defaultserver for SMTP Properties Acccess

POPcon only works with a standard SMTP connection WITHOUT authentication, so allow “Anonymous access” in the “Authentication” dialog:


Choose “Connection” to grant or refuse the right to connect to the SMTP server to individual or multiple IP Address Ranges. Please ensure the system POPcon runs on does have the right to connect granted. With this setting ALL systems will have access to your SMTP server:


Under “Relay…” you can assign the right to relay through your SMTP-Server to some systems. This might be needed in some configuration and to be sure you should grant the system POPcon runs on relay rights. All other systems will need to authenticate before accessing the SMTP server to prevent unauthorized users using your system to relay spam:

Relay Restrictions

Under the “Messages” tab you can restrict message size and number of messages accepted for each connection. Please make sure these settings are liberal enough to allow POPcon to transmit large messages to your server.

Also, on this tab you can choose an internal additional recipient for copies of the non-delivery reports. These NDRs will be sent back to senders of mails addressed to recipients unknown in your Exchange Server and they include a copy of the original message sent. You can use these postmaster copies of the NDRs to manually forward emails sent to mistyped recipients to the correct users.

Virtual Defaultserver for SMTP Properties Messages

Under tab “Delivery” some more configuration settings for outgoing emails can be found:

Virtual Defaultserver for SMTP Properties Delivery

3. Adding the SMTP Connector for outbound emails
Now we need to add an SMTP-Connector (vs. SMTP Server) to handle outgoing email to the Internet.

Right-click “Connectors” in the Exchange System Manager and choose “New”, “SMTP-Connector” to start adding the new connector and name it appropriately (like “SMTP-Out” in our case):

Exchange System Manager Connectors New SMTP Connector

On the “General” tab you can now choose wether Exchange will send outgoing emails directly to the recipients system (“Use DNS…”) or if all emails should be relayes through a SMTP relay server (“smart host”).
The first option, DNS, is more direct but can sometimes cause problems when you use a dialup internet connection because some recipient systems will not accept emails that are coming from you ISP’s dialup IP range while pretending to come from your real internet domain. Sending via your ISP’s smart host / smtp relay server is the better option in this case. We chose our ISPs smtp relay server here.

SMTP-Out Properties General

Also, on this tab you need to add the “local bridgehead” server (as shown above)
On the tab “Address Space” we need to add a wildcard address space for SMTP. We want to allow emails to any domain, so we use the wildcard “*” here:

SMTP-Out Properties Address Space

Side note about the “Cost” entry: If you want to send emails to some domains via a different route you can create multiple SMTP connectors and set the “Cost” entry of this wildcard connector to a higher value while setting the cost entry of the special domain route to a lower cost but with only the special domain allowed on this page. This is especially useful if you generally want to send via DNS and only route to some systems that won’t accept your email via some relay server.

If your ISP’s SMTP server requires authentication (and almost all of them do today) you can set the username and password on the “Advanced” tab of the SMTP connector. Select “Outbound Security”:

SMTP-Out Properties Advanceed

Select “Basic authentication” and chose “Modify” to enter the username and password:

Outbound Securoty

Outbound Connection Credentials

And that’s alreay it – Your Exchange is now configured to send email to the internet and receive an SMTP email feed like it will come from POPcon or a direct internet

connection. All you should do now is configure your users’ email addresses in the Active directory.

4. Configuring your user’s email addresses in the Active Directory

You can set one or multiple email addresses for each user to receive email at. We will step through the neccessary actions when creating a new user called John Galt.

First open the active directory and right-click the “Users” item to select “New”, “User”:

Active Diretory Users and Computer

The resulting dialog will allow you to create a new AD user to log into your server and creates an Exchange mailbox all in one wizard pass:

New Objec- User


New Objec- User pasword


New Objec- User Createan Exchange Mailbox

Now the wizard continues into the Exchange Server realm and lets us create a new exchange mailbox


We just accepted the default alias here. Next…

New Objec- User Finish

Ok, fine – but wait: What about our desired email address? [email protected]? We need to add this mail address manually. We are back at the AD configuration console and select the properties of our new user “John Galt” by right-clicking on the name:

Active Diretory User and Computer 2

Lot’s of tabs on this resulting dialog:

John Galt Properties

We go to the “E-mail Addresses” tab:

John Galt Properties E-mail Addresses

And surprise: [email protected] is already there, but in suspiciously non-bold print. Actually, Exchange automatically entered this additional email address because we choose so during the editing of the default recipient policies. But we want this address to be the primary address meaning all email sent by John will get this address as the “senders” and “reply” addresses in the mail headers. So we click on “Set As Primary” and are done:

John Galt Properties E-mail Addresses. 2 png

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