Exchange 2010 Remote & Accepted Domains

As part of the Hub Transport server-configuration process, you may need to configure the domains for which the Hub Transport server will accept e-mail or configure the organization to use different settings when sending e-mail to specific organizations.

Configuring Accepted Domains

The accepted domain property specifies one or more SMTP domain names for which the Exchange server receives mail. If an SMTP Receive connector on the Exchange Server 2010 Hub Transport server receives a message that is addressed to a domain that is not on the accepted domain list, it rejects the message and sends an NDR.

You can configure an accepted domain by viewing the details of Hub Transport under the Organization Configuration node.

You can view the current accepted domains in the Accepted Domains tab, and you can create additional domains by clicking New Accepted Domain in the action pane.

When you create a new accepted domain, you have three options for the domain type you want to create:

  • Authoritative Domain. Select this option if the recipients using this domain name have mailboxes in the Exchange Server organization.
  • Internal Relay Domain. Select this option if the Hub Transport or Edge Transport server should accept the e-mail, but relay it to another messaging organization in another Active Directory forest. The recipients in internal relay domain do not have mailboxes in this Exchange organization, but do have contacts in the Global Address List (GAL). When messages are sent to the contacts, the Hub Transport server or Edge Transport server forwards them to another SMTP server.
  • External Relay Domain. Select this option if the Hub Transport or Edge Transport server should accept the e-mail, but relay it to an alternate SMTP server. In this scenario, the transport server receives the messages for recipients in the external relay domain, and then routes the messages to the e-mail system for the external relay domain. This requires a Send connector from the transport server to the external relay domain.

Configuring Remote Domains

Remote domains define SMTP domains that are external to your Exchange organization. You can create remote domain entries to define the settings for message transfer between the Exchange Server 2010 organization and domains outside your Active Directory service forest. When you create a remote domain entry, you control the types of messages that are sent to that domain. You can also apply message-format policies and acceptable character sets for messages that are sent from your organization’s users to the remote domain. The settings for remote domains determine the Exchange organization’s global configuration settings.

Creating Remote Domain Entries

You can create remote domain entries to define the mail-transfer settings between the Exchange Server 2010 organization and a domain that is outside your Active Directory forest. When you create a domain entry, you provide a name to help the administrator identify the entry’s purpose when they view configuration settings.

You can use a wildcard character in the domain name to include all subdomains. The wildcard character must appear at the start of the domain name entry. The SMTP domain name is limited to 256 characters.

Configuring Remote Domain Settings

The configuration for a remote domain determines the out-of-office message settings for e-mail that is sent to the remote domain and the message format settings for e-mail that is sent to the remote domain.

Out-of-Office Message Settings

The out-of-office message settings control the types of out-of-office messages that are sent to recipients in the remote domain. The types of out-of-office messages that are available in your organization depend on both the Office Outlook client version and the Exchange Server version on which the user’s mailbox is located.

An out-of-office message is set on the Outlook client but is sent by the Exchange server. Exchange Server 2010 supports three out-of-office message classifications: external, internal, and legacy.

Message Format Options Including Acceptable Character Sets

You can configure multiple message format options to specify message delivery and formatting policies for the messages that are sent to recipients in the remote domain.

The first set of options on the Message Format tab apply restrictions to the types of messages that can be sent to the remote domain, how the sender’s name displays to the recipient, and the column width for message text. These options include the following.

Allow automatic replies. A client e-mail program may have a rule set to reply automatically to messages that are sent to a particular distribution group. If you select this option, automatic replies are sent to the remote domain.

Allow automatic forward. A client e-mail program may have a rule set to automatically forward particular messages to another e-mail address. If you select this option, automatic forwards are sent to the remote domain.

Allow delivery reports. You can configure a client e-mail program to notify the sender when the message is delivered or is read by the recipient. By default, this option is selected, and delivery reports are sent to all recipients in any remote domain.

Allow nondelivery reports. When a message cannot be delivered to a recipient in the Exchange organization, the Hub Transport server generates an NDR and sends it to the message’s sender. By default, this option is selected, and NDRs are sent to all e-mail addresses in any remote domain.

Display sender’s name on messages. The user who has a mailbox on a Mailbox server in the Exchange organization has both an e-mail address and a display name that is associated with their user account. By default, this option is selected, and the user’s display name is visible to the message’s recipient.

Use message text line-wrap at column. To use line-wrap in message text for outgoing messages, select this option. Then type the line-wrap size, between 0 and 132 characters, in the text box. To set the value to unlimited, leave the field blank. The default value is unlimited (blank). If you select this option, the texts of all e-mail messages that are sent from your organization to the remote domain are displayed with the message text width that you specify.

Meeting forward notification enabled. This setting is available only when you use the Exchange Management Shell. You can configure this option by using the Set-RemoteDomain cmdlet with the MeetingForwardNotificationEnabled parameter. By default, this setting is set to $true and meeting requests that are forwarded to recipients in the remote domain generate a meeting-forward notification to the meeting organizer.

Exchange Rich-Text Format and TNEF Settings

Use the Exchange rich-text format settings to determine whether e-mail messages from your organization to the remote domain are sent by using Exchange rich-text format (RTF). Exchange RTF displays colors, fonts, and formatting in the e-mail message. Exchange 2010 uses RTF for messages that are delivered between Outlook clients. However, you can read Exchange RTF only by using Outlook. The Exchange 2010 RTF format differs from the RTF format that word-processing programs use, such as Office Word. If a recipient in a remote domain receives a file attachment named Winmail.dat in their e-mail, that remote domain is incompatible with Exchange RTF. To work around this issue, you can configure the remote domain to never use Exchange RTF.

Character Sets

The Characters Sets options let you select a Multipurpose Internet Mail Extension (MIME) character set and a Non-MIME character set to use when you send messages to a remote domain.

 

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3 Responses to Exchange 2010 Remote & Accepted Domains

  1. Amit Jadhav says:

    Nice explaination Thanks a lot

  2. Kishan ramiah says:

    Thanks for the explanation.

    I have an email address same format as the accepted domain but user does not have an exchange account.

    Each time someone in internal with an exchange account sends an email to that user, an error message is obtained, saying that user does not exist.

    what I need is to send the email out of the organization for that email address.

    where and how to configure that.

    thanks for helping

    Kishan

    • You must have configured with accepted domain for e.g xyz.com as authoritative and the other Exchange users when tries to send email to a email address user@xyz.com of whose mailbox is not created it will definitely give a NDR reasoning recipient does not exist.

      If you were planning to send email to a different organization(user@abc.com) and want to display in Exchange GAL, think of creating a contact having external email address configured and other Exchange users can select and send email without any issues further.

      ————————————————————————————————————————————–

      The other scenario what I can think in your case is if you have another messaging on premise/cloud sharing the same domain namespace for e.g. xyz.com, then you should think of modifying the existing accepted domain for xyz.com from authoritative to relay.

      Secondly to create a scoped send connector with the smtp domain xyz.com and smart host as the other messaging system who shares the same namespace to where the users mailbox resides.

      Also you need to white list both the servers IP in each messaging system to accept email to and fro and create contacts too on both GAL as unified.

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