Wednesday, December 2, 2009

Configure Incoming Email Setting in Sharepoint

For installing and configuring MOSS2007 environment for libraries to receive incoming e-mail using Exchange 2007.We are assuming following configuration elements -
  • Domain name for the Active Directory -
  • Central Administration Application Pool account - mydomain\admin
  • Exchange server IP Address - *.*.*.6
  • Moss server - MOSSServer (full name - ; IP - *.*.*.10)

For enabling Incoming Emails we need to do the setting at 3 levels (Active Directory, Moss Server and Exchange Server). Following are the configuration steps -
  1. Configure Active Directory
  2. Configure MOSS server
  3. Configure Exchange 2007 Server

Step 1 : Configure Active Directory

  • Create a Shrepoint OU
    • On a Domain Controller Open Active Directory Users and Computers in the administration tools.
    • create a new Organizational Unit (sharepointOu) under main domain name(

  • Delegate control to MOSS application pool account - Now delegate control to the Central Administration Application Pool account (mydomain\admin) to have Write access to the OU.
    • Right click sharepoint Ou
    • Click delegate control
    • Click Next on the Wizard
    • Click Add to select the Central Admin Service Account from AD (mydomain\admin) & Click Next
    • Tick ‘Create a Custom Task to Delegate’ & Click Next
    • Accept the default setting for the next page & Click Next
    • In the permissions box select Read, Write & Create All Child Objects & Click Next
    • Click Finish

  • Add an MX record in DNS - On the domain controller open DNS manager in the administrator tools. In DNS manager right click on your domain name ( and create a new MX record(MOSSMX) for your Moss server, and point it to your moss server(
    Host or child domain : MOSSServer
    FQDN of mail server :
    Mail server priority:1

Step 2 : Configure MOSS server

  • Install the SMTP service on the MOSS 2007 Server
    • Add/Remove Programs -> Windows Components -> Application Server
    • Select IIS & Click on details
    • Select SMTP Service

  • Configure SMTP Server to except relaying from the domain exchange server
    • Start -> Administrative Tools -> Internet Information Services
    • Right click on Properties of Default SMTP Virtual Server
    • Click the Access Tab, Relay.
    • Select 'only the list below'
    • Add the IP address of the servers(IP address of the Exchange server - *.*.*.6) that can relay through this server.
    • Click Ok, Ok, and Apply

  • Configuring incoming e-mail settings in central administration
    • Open MOSS2007 Central Administration site
    • click on the Operations Tab
    • Click Incoming E-Mail
    • On the incoming mail configuration page configure following settings –
      • Enable sites on this server to receive e-mail? - Yes
      • Setting Mode - Automatic
      • Use the Sharepoint Directory Management Service to create distribution groups and contacts? - Yes
      • Active Directory container where new distribution groups and contacts will be created:OU = sharepointOu, DC=mydomain,DC=com . (Enter name of your Organizational unit that we created earlier.)
      • SMTP mail server for incoming mail:
      • Accept messages from authenticated users only? : Yes
      • Allow creation of distribution groups from Sharepoint Sites : Yes
      • Distribution group request approval settings : Select following
        • Create New distribution group
        • Delete distribution group
      • E-Mail server display address:
      • select - Accept mail from all e-mail servers
      • Click OK

  • Creating a mail enabled document library in a team site - Create a new document library (spsdoc) and enable it to receive incoming mail sent to spsdoc@
    • Create New Document Library -
      • Browse to your team site and create a new document library.
      • select ‘Yes’ for enable this document library to receive e-mail.
      • Add the e-mail address spsdoc (
      • Click Create
    • Document Library Setting
      • Open the document library we have just created
      • Click Settings – document library settings
      • Under Communication Settings click E-Mail Settings
      • Check following configuration
        • Allow this document library to receive e-mail? – Yes
        • E-Mail address –
        • Group attachment in folder? – select ‘Save all attachment in root folder
        • Overwrite files with the same name? – Yes
        • Save original e-mail? – Yes
        • Save meeting invitations? – No
        • E-Mail Security policy : select ‘Accept e-mail messages from any sender
        • Click OK

Step 3 : Configure Exchange 2007 Server - After the email enabled document library has been created, a new contact (spsdoc) should appear automatically in the OU (sharepointOu) in Active Directory.

  • Hub Management Transport - we now need to manage the contact in Exchange 2007 and we also need to create the SMTP send routing connector in Exchange.
    • Go to your Exchange 2007 Server and open the Exchange Management Console.
    • Click on Hub Management Transport , then Click on the Send Connectors Tab
    • In the right hand Actions column click ‘New send Connector’
    • Give your new connector a name (moss) and select ‘internal connection use’ for the appropriate untended use.Click Next.
    • Click add and complete the name to the Moss server configured to receive incoming mail. (
    • Click OK to add the address Space entry.Then Click Next
    • Now we need to add the IP address or Fully Qualified domain name of the smart host to receive this address space. This will be the IP address of the Moss server. (*.*.*.10)
    • Add the address and Click OK.Then click Next

    • you wish to further secure communication between Exchange and the Moss SMTP server then you can configure additional security. By default you should select ‘None’
    • On the next screen you can choose an additional Hub transport server if you have more than one Exchange server handling mail routing. In our case it is the default Exchange server. Click Next
    • Check the Summary page and then click ‘New’ to continue. Click Finish.

  • Recipient Configuration - Let’s now look at the contact created in the Exchange management console
    • Go to Recipient Configuration
    • Click mail Contact
    • Find the SharePoint library contact object select it
    • click properties
    • click E-mail addresses

    • Click ADD (

Troubleshooting: Attachment is missing - Consider the scenario, You have send a email message (message contains an attachment) using a Microsoft Exchange Server e-mail client (such as Microsoft Office Outlook) to a Microsoft Windows SharePoint Services 3.0 document library. The e-mail message arrives in the document library. However, the attachment is missing.
Resolution -;en-us;926891
To resolve this issue, you must add the two missing attributes. To do this, follow these steps:
  1. Click Start, click Run, type Adsiedit.msc, and then click OK.
  2. Expand ADSI Edit, expand Domain [DomainName], expand DC=DomainName, DC=com, and then expand OU.
  3. Right-click the contact name to which you want to add the missing attributes, and then click Properties.
  4. In the properties dialog box, double-click internet Encoding on the Attribute Editor tab.
  5. In the Integer Attribute Editor dialog box, type 1310720 in the Value box, and then click OK.
  6. Double-click mAPIRecipient.
  7. In the Boolean Attribute Editor dialog box, click False, and then click OK two times.

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