This article describes several possible ways of configuring the following SMTP-enabled appliances in order to use them to send or receive messages:

  • printers
  • scanners
  • copiers
  • SMTP applications of any kind
  • etc.

You may need this information if you want to set up your phone system to send voice mail messages to users, configure a script on your website to send messages, or enable an SMTP application to send or receive.

Important: to guarantee service security, we are enforcing high-grade encryption level for sending emails via POP/IMAP mailboxes. SSLv2 and SSLv3 are no longer supported. The update is being gradually rolled out on all Intermedia domains.

The configuration options available to allow devices or applications to communicate with mailboxes in the Exchange environment are:

For external and internal delivery (authenticated relay)

This method allows the SMTP-enabled appliance to send messages to recipients located both inside and outside your organization and to receive messages from both internal and external senders.

SMTP-enabled appliance requirements:

  • TLS connection (and the STARTTLS command) is supported.
  • SMTP authentication is supported.
  • One of the following ports is open (not blocked) in your network: 25, 465 or 587 for sending; 993 or 995 for receiving.
  • Exchange 2013: The domain you are sending from cannot be split.
  • Exchange 2016: Only ports 25 and 587 are supported.
  • Use a valid mailbox for authentication.
  • FROM address can be a non-existing email address, but the domain name should be valid and exist under your account.

Note: SMTP relay is enabled by default for all the mailboxes on Exchange.

Most SMTP-enabled appliances require the following settings to connect:

Incoming mail server

To find out the correct setting:

  1. Log in to HostPilotĀ® Control Panel
  2. Navigate to Home > Exchange servers and settings.
  3. Use Incoming mail (POP/IMAP).
Port for incoming messages

Use 995 for POP connection.
Use 993 for IMAP connection.

Outgoing mail server

To find out the correct setting:

  1. Log in to HostPilot.
  2. Navigate to Home > Exchange servers and settings.
  3. Use Outgoing mail (SMTP).

Note: in some cases, DNS resolution may take more time that is allowed by SMTP appliance for connection.
Use the IP address of the Outgoing mail server instead.
To get the IP address, ping the Outgoing mail server from the Command Prompt:
Ping Outgoing Server

Port for outgoing messages Use 25, 465 or 587. Important: Exchange 2016 supports only 25 and 587 ports.
TLS connection Enabled.
Note: on some devices it's possible to use SSL (some devices do not have a TLS setting but will try TLS when SSL is enabled)
SMTP authentication Enabled.
Username: Email address of Exchange mailbox.
Password: Exchange mailbox password.

Notes:

  • For Exchange 2013 the sending domain cannot be split.
  • it is not possible to have messages sent by the SMTP-enabled appliance show up in the Exchange mailbox Sent Items folder.
  • some devices require both POP (or IMAP) and SMTP configured in order to work properly.
  • if more than 50 messages per minute are submitted per connector, the error 421 4.4.2 Message submission rate for this client has exceeded the configured limit is generated. Such messages may be delayed.

For internal delivery (unauthenticated relay)

This method only allows the device or application to send messages to recipients located inside your organization.

SMTP-enabled appliance requirements:

  • Port 25 is not blocked in your local network.
  • FROM address can be a non-existing email address, but the domain name should be valid and exist under your account.

SMTP-enabled appliance configuration:

Outgoing mail server

To find out the correct setting:

  1. Log in to HostPilot.
  2. Navigate to Home > Exchange servers and settings.
  3. Use MX record:
    • For accounts with Advanced Email Security:
      • Exchange 2010/2013/2016: west.smtp.exch0XX.serverdata.net or east.smtp.exch0XX.serverdata.net
      • Exchange 2007: smtpXX.msoutlookonline.net
    • For accounts with McAfee Email Protection:
      • mx1.smtp.exch0XX.serverdata.net or
      • mx2.smtp.exch0XX.serverdata.net
    • For accounts with Email Security:

Exchange 2010/2013:

Host Type Priority Mail Server
domain.com MX 10 west.smtp.mx.exchXXX.serverdata.net
domain.com MX 20 east.smtp.mx.exchXXX.serverdata.net

Exch500 domain:

Host Type Priority Mail Server
domain.com MX 5 site2.smtp.mx.exch500.serverdata.net

Exch580 domain:

Host Type Priority Mail Server
domain.com MX 5 site1.smtp.mx.exch580.serverdata.net
domain.com MX 10 site2.smtp.mx.exch580.serverdata.net
domain.com MX 15 site3.smtp.mx.exch580.serverdata.net

Exchange 2007:

Host Type Priority Mail Server
domain.com MX 10 smtp.mx.exchXX.msoutlookonline.net
domain.com MX 20 smtp.mx.exchXXa.msoutlookonline.net

where XX is the number of the domain on which your account is hosted.

Note: in some cases, DNS resolution may take more time that is allowed by SMTP appliance for connection.
Use the IP address of the MX record instead.
To get the IP address, ping the MX record from the Command Prompt.
Ping MX record

Port 25

where XX is the number of the domain on which your account is hosted.

Note: in some cases, DNS resolution may take more time that is allowed by SMTP appliance for connection.
Use the IP address of the MX record instead.
To get the IP address, ping the MX record from the Command Prompt.
Ping MX record

Port25

Note:

  • For Exchange 2013 the sending domain cannot be split.
  • Add the originating IP address into the SPF/TXT records for your domain (if there are any) when using this method for configuration. Otherwise, messages will fail the SPF check and are more likely to be considered as spam and therefore be delivered to Junk mail folder.

Connecting to a 3rd-party SMTP server

This option is used only when both of the above methods are not applicable. For example:

  • Port 25 is blocked in the local network and there is no way to open it.
  • The SMTP-enabled appliance does not meet one of the requirements.

A 3rd-party SMTP server can be set up with the assistance of the device vendor or your ISP.

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