SBS Fix Note – SharePoint Inbound Mail

Posted: August 1, 2009 in Exchange 2007, General Blog Comments, SBS 2008

Enabling Inbound Mail

In short, SBS has SharePoint Services 3.o inbound mail enabled from the get-go.  The only problem is no one seems to tell you about this.  Pick up any book or read any KB article, and you will read about installing SMTP service, configuring SharePoint for inbound mail receipt, and a lot of other things that just don’t hold true for SBS 2008.
All you really need do is to set up inbound mail on any document library or list you want.  Oh yeah, then do the other stuff.

What email addresses do I use?

When you open the inbound email settings for a document library or list, the email address will have a space for you to specify the mail address.  The domain will show “@companyweb” and this is just as it should be.
You can choose any meaningful and valid email name for the library or list.  For example, inquiries@companyweb could be used for a library or list to store incoming emails for company inquiries.

But How Does That Become an Email Address for My Domain?

This is where things are not so obvious, but fortunately they are extremely simple and easy.
On your SBS server, open Exchange Management Console.  Expand Recipient Configuration, then click on Mail Contact.  In the right hand action panel, click on New Mail Contact to launch the wizard.

In the wizzard, select New Contact and click Next.  The Organizational unit default is fine.  You can skip the FirstName, Initals, and Last Name fields and enter a name and alias.  The name can be any string for indentification, but the alias must match the email name you assigned to the SharePoint list or library.

For the external email address, enter <alias>@companyweb.  Then click Next.  You should see that the wizard is creating the mail contact, and click Finish when it is done.

So What Was That About?

Surprising, that was about getting Exchange to recognize that the <alias>@<domainname> really should end up in <alias>@companyweb.  When incoming mail arrives, Exchange will put it in the drop off folder, and SharePoint will pick it up and put it in the right place.

For a bit more insight on what is going on, double click on the mail contact you created or right click and choose properties.  Click on the email tab.  You will see two SMTP addresses, the primary one as <alias>@company web, and a second at <alias>@<domainname>.  The external email address will be <alias>@companyweb.

If you DON’T see these values for email, make sure the Automatically update e-mail addresses based on e-mail policy box at the bottom of the e-mail tab screen is checked.
It’s that simple.

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