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List server emails are not created if GFI MailEssentials is installed on a gateway server

Author: Luis Fernandes

Answer

PROBLEM

You have configured a Newsletter or Discussion list in GFI MailEssentials. The domain is domain.com, and list is named list. The list address is in the format of list@domain.com.
 
When external users send emails to the list, GFI MailEssentials receives the email and processes the email, however when an internal user sends an email to the list, GFI MailEssentials will never receive the email. The sender will receive an NDR indicating that the user cannot be found.
 
GFI MailEssentials is installed on a Gateway machine.

ENVIRONMENT

  • GFI MailEssentials
  • All supported environments

SOLUTION

Since the main mail server has mailboxes for domain.com, it will not route emails which are sent to list@domain.com to the GFI MailEssentials machine. You will need to create a sub-domain as shown below:
  1. Create a sub-domain, for example 'lists.domain.com'. This will be used for all of your lists.
  2. Configure the Microsoft Internet Information Services (IIS) on the gateway server to accept messages for 'lists.domain.com' by adding the domain to the Microsoft Internet Information Services (IIS) list of Alias domains
  3. In order to have messages routed to the GFI MailEssentials machine, you can either create appropriate MX record/s for lists.domain.com pointing to your Gateway machine or configure your mail server to forward emails to lists.domain.com to the gateway machine (check the procedure at the end of this article if you are using Microsoft Exchange server)
  4. Messages sent to list@lists.domain.com will appropriately be routed to your gateway machine, where the GFI MailEssentials list server will pick them up
Configuring Microsoft Exchange server 2007/2010 to route emails addressed to lists.domain.com to the GFI MailEssentials machine.
 
This can be done by creating an SMTP Send Connector, configured to route emails addressed to the lists.domain.com domain, to the GFI MailEssentials machine.
  1. Open the Microsoft Exchange Management Console
  2. In the Actions section, click Create New Send Connector
  3. In the Introduction screen, provide a name for this Send Connector, for example Distribution List Connector. Click Next.
  4. In the Address Space screen click on Add and specify the lists domain created above, for example lists.domain.com . Click Next.
  5. In the Network Settings screen select Route mail through the following smart hosts:
  6. Click Add and enter the IP address of the GFI MailEssentials machine. Click Next and proceed through the New SMTP Send Connector wizard until the end.
  7. Click Finish to apply changes
Configuring Microsoft Exchange server 2003 to route emails to lists.domain.com to the GFI MailEssentials machine.
 
This can be done by configuring a Simple Mail Transfer Proticol (SMTP) connector to route emails to the GFI MailEssentials machine.
  1. Open Microsoft Exchange System Manager
  2. Right click Connectors and select New > SMTP Connector
  3. Provide a name to the Simple Mail Transfer Protocol (SMTP) connector
  4. Configure the Simple Mail Transfer Protocol (SMTP) connector to forward the emails to the GFI MailEssentials machine
  5. Change to the Address Space tab and click the Add button
  6. Select Simple Mail Transfer Protocol (SMTP) address type and click OK
  7. Enter the list domain (e.g. list.domain.com)
  8. Click OK to save the changes

CAUSE

The list server email address does not exist in the Exchange store and thus internal messages will generate an NDR.

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