Editing host-specific mail settings
Many mail service settings can be changed for specific hosts. A host is any domain from which your users have accepted mail or to which your users have sent mail. Creating host-specific settings allows you to better control mail.
By default, the Mail Server creates an entry in the Host List for each domain that sends mail to or receives mail from your server. You can edit and create host settings. You can also edit the new host template.
Note: Host-specific settings override the global Mail Server settings that are specified in the General, Mail In, or Mail Out panels in the Mail Server Settings page.
This section tells you how to
Note: If you set the server to reject mail if the host does not exist in Host List (on the Mail Out page), new hosts are not created when they attempt to send mail to your server. For more information, see Rejecting mail whose host is not in the Host List.
You can allow or reject a particular host's mail. If you allow mail, it is sent to the addressee according to the settings on the Mail Server Settings page. If you reject mail, any mail with the host name in the "from" address is returned to the sender. Rejecting mail from certain hosts is useful for controlling whom your users communicate with or preventing unsolicited mail.
To allow or reject a host's mail, follow these steps: Click the Mail server button.
1
Log on to AppleShare IP Remote Admin.
2
3
In the Host List section of the Mail Activity page, click the
name of the host you want to edit.
You cannot edit the settings for a host that is connected via
AppleTalk.
4
Click Edit Host Settings.
5
Click Mail From.
6
Click the "Allow mail from host" button or the "Reject all mail
from host" button.
7
If you're allowing mail from this host, select the mail settings
that you'd like to apply to this host.
To have the mail delivered to a local address, select the "Deliver
mail from this host to local addresses only" checkbox.
To track which recipients reject mail from this host, select "Log
recipient rejections to error log."
To send a blind carbon copy of messages sent from this host, select
"Send blind carbon copies (BCC) of all messages from this host
to" checkbox. Then type the name of a user or group you want to
receive the copy.
IMPORTANT: Users receiving blind carbon copies should periodically log on
to the Mail Server using their mail client software to delete
blind carbon copy mail messages.
8
To maintain a record of rejected messages from the host, select
the "Log each rejection" checkbox.
9
Click the Save button.
To change how mail sent to a specific host is handled, follow
these steps: Click the Mail server button.
1
Log on to AppleShare IP Remote Admin.
2
3
In the Host List section of the Mail Activity page, click the
name of the host you want to edit.
Note: You cannot edit the settings for a host that is connected via
AppleTalk.
4
Click Edit Host Settings.
5
Click Mail To.
6
Select whether you want all mail sent to this host to be allowed,
held, or deleted.
To allow your users to send mail to this host, click the "Allow
mail to host" button. When this button is selected, your users
can send mail to the selected host according to the Mail Server
settings. Continue to step 7.
To prevent your users from sending mail to this host, click either
"Hold mail to host" or "Delete mail to host." Then skip to step 8.
•
If you click "Hold mail to host," any mail that your users send
to this host is stored on the server until outgoing mail service
is allowed.
•
If you click "Delete mail to host," any mail sent from your users
to this host is deleted and the sender is notified that the message
was not delivered.
7
If you're allowing mail, select the mail settings that you'd like
to apply to this host.
To have messages sent to this host expire after a specified number
of hours, select the "Messages expire after <n> hours" checkbox.
Then type a number of hours in the box.
To relay mail sent to this host via a specific mail server, select
the "Relay all SMTP mail via" checkbox. Then type the domain name
for the server in the box. See How mail relay works.
To warn the sender when mail sent to this host is not delivered,
select the "Warn sender of non-delivery" checkbox. Then type the
number of hours to wait before warning the sender.
To send a copy of the non-delivery warning to the postmaster,
select "Warn Postmaster of non-delivery."
8
To notify the sender that the mail to this host has been rejected,
select the "Notify sender when mail to host is rejected" checkbox.
9
To send a copy of the non-delivery notification to the postmaster,
select the "Notify Postmaster of mail rejection" checkbox.
10
Click the Save button.
You can set the frequency with which your Mail Server connects to a host to deliver or receive mail, and you can specify the retry frequency if the host does not respond. By default, the Mail Server connects whenever it has mail to send.
Note: Set your connection schedule and other host settings for the default host template before you create additional hosts or before new hosts appear in your list. See Editing the default host template.
IMPORTANT: If you are not connected 24 hours a day to the Internet, your Mail Server may not receive mail that is sent when your Mail Server is unavailable. To receive all your mail, turn on remote polling (or "ETRN"). Skip this section and see Setting connection schedules to a host with intermittent Internet access.
To schedule connections to a host when you have continuous Internet
access, follow these steps: Click the Mail server button.
1
Log on to AppleShare IP Remote Admin.
2
3
In the Host List section of the Mail Activity window, click the
name of the host you want to edit.
Note: You cannot edit the settings for a host that is connected via
AppleTalk.
4
Click Edit Host Settings.
5
Click Schedule.
6
Click the "Connect as needed" or "Set allowed connection times"
button.
To connect when your server has mail to send to this host, choose
"Connect as needed." Then skip to step 8.
To connect to the host at specific times, choose "Set allowed
connection times."
7
Specify the hours and days your Mail Server should check for mail.
8
Choose a retry interval in the Retry Frequency section. If the
Mail Server can't connect, it will wait the specified number of
minutes before retrying.
9
Click the Save button.
If you are not connected 24 hours a day to the Internet, your Mail Server may not receive mail that is sent when your Mail Server is unavailable. To be sure you receive all your mail, you need to enable remote polling (or "ETRN") in addition to setting a connection schedule. You also need to create a host entry for your ISP's mail server in the Mail Admin program and ask your ISP to modify its DNS MX list.
If your Mail Server has 24-hour Internet access, you do not need to enable remote polling. See Setting connection schedules to a host with continuous Internet access.
To schedule connections to a host when you have intermittent Internet
access, follow these steps: Click the Mail server button.
1
Contact your ISP (or primary Mail Server administrator) and ask
it to modify the MX entries on the DNS server to indicate that
the ISP's mail server is the backup server to your Mail Server.
The MX list would list your server first and the ISP's server
second, as follows:
maildoc.company.com
mail.your_isp.com
If your Mail Server is not available, the mail is sent to the
next server in the MX list. Since the second server has continuous
Internet access, your mail can always be delivered even if your
server is not available.
For more information about MX lists, see The Mail Server and DNS.
2
Log on to AppleShare IP Remote Admin.
3
4
Click the New Mail Host button.
5
Type the name of your ISP's mail server (or your organization's
primary mail server) in the New Host Name box.
6
Click the Save button.
7
Click the Mail Activity button.
8
Click the new host.
9
Click Edit Host Settings.
10
Click Schedule.
11
Click the "Set allowed connection times" button.
12
Specify the hours and days your Mail Server should check the server
for mail.
You may want to connect to the host during less expensive times
after normal business hours.
13
Choose the retry interval. If the Mail Server can't connect, it
will wait the specified number of minutes before retrying.
14
Select the "Enable polling for remote mail" checkbox.
Your server will notify, or "ping," the selected host to let it
know that it is available for mail services. When your server
is scheduled to provide mail service during certain hours, notification
tells hosts trying to send mail to the server that your Mail Server
is available to receive mail again.
Note: Do not enable remote polling for a host to which you have continuous
(24-hours-a-day) access.
15
Click the Save button.
You can control how your Mail Server manages its network connection to a specific host.
To change the network settings for a host, follow these steps: Click the Mail server button.
1
Log on to AppleShare IP Remote Admin.
2
3
In the Host List section of the Mail Activity page, click the
name of the host you want to edit.
You cannot edit the settings for a host that is connected via
AppleTalk.
4
Click Edit Host Settings.
5
Click Network.
6
Indicate how often your Mail Server should contact the DNS server
for assistance when contacting the current host.
To have your server use the global network settings from the Advanced
Mail Server Settings page, click Use Advanced Settings. Then skip
to step 9.
To have your server poll the DNS server before every connection
to this host, click "Always check DNS." Then skip to step 9.
To have your server store DNS results when contacting this host,
click Cache DNS Results. (Since the contents of the DNS database
don't change very frequently, this option can improve performance,
but it's not as reliable as checking every connection.)
For more information, see The Mail Server and DNS.
7
If you chose Cache DNS Results, choose the length of time you'd
like the DNS results to be cached.
Click "Respect 'Time to Live' (TTL) DNS Settings" if you prefer
to use the DNS server's recommended TTL time.
Click "Cache DNS information for <n> minutes," then enter a number
of minutes, to specify a length of time for the DNS information
to be cached.
8
If you chose Cache DNS Results, choose what information the Mail
Server should request from the DNS server. Be sure to click a
button in the DNS Request section that is directly under the network
DNS choice you made in step 6.
9
To set how long the Mail Server should try to establish an open
network connection to the current host, select the Timeout checkbox.
Then type a number in the "Open connection" box.
100-120 seconds is considered adequate. You may want to change
this if you're contacting a host that typically takes longer to
respond.
10
To set how long the Mail Server should wait for a response when
the connection is open, type a number in the "Read/write <n> seconds"
box in the Timeout section.
100-120 seconds is considered adequate.
11
To change the SMTP port number that your Mail Server uses when
connecting to the current host, select the "Custom Outgoing SMTP
Port" checkbox. Then type a new port number in the box.
This port will be used to send mail to another SMTP mail server.
12
Click the Save button.
You may want to create a host entry if you're setting up a restricted list of hosts with which your users will communicate, or if you're planning your e-mail connections in advance.
To edit the default settings for every new host, see Editing the default host template.
To create a new host, follow these steps: Click the Mail server button.
1
Log on to AppleShare IP Remote Admin.
2
3
Click the New Mail Host button.
4
Type a name for the new host in the New Host Name box.
5
Set the Mail From, Mail To, Schedule, and Network attributes for
this host by clicking each item in the Settings list and entering
the desired settings. For instructions, see
6
Click the Save button.
You can change the default settings for every new host. For best results, customize the template before you start creating new hosts.
Note: Changes to the default host template do not affect the settings for hosts already in the Host List.
To edit the new host template, follow these steps: Click the Mail server button.
1
Log on to AppleShare IP Remote Admin.
2
3
Under Host List on the Mail Activity page, click Edit Default
Host Profile.
4
Set the Mail From, Mail To, Schedule, and Network attributes for
this host by clicking each item in the Settings list and entering
the desired settings. For instructions, see
5
Click the Save button.
You can delete a host from the Host List.
IMPORTANT: If you delete a host and there is mail on the server waiting to be delivered to that host, the mail is deleted and no non-delivery message is sent.
To delete a host entry, follow these steps: Click the Mail server button.
1
Log on to AppleShare IP Remote Admin.
2
3
In the Host List section of the Mail Activity window, click the
name of the host you want to delete.
4
Click Delete Host.
5
Click Delete.
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