Setup Communicator to Use Your Own Internal SMTP Settings Instead of WebLink Mail Server

 

Question
How can I set the Communicator to use my own internal SMTP settings instead of the WebLink mail server?

 

Answer

You can configure WebLink to use a local Simple Mail Transfer Protocol (SMTP).  An SMTP server is used for sending Outgoing Email only.  The free Simple Mail Transfer Protocol (SMTP) service provided by Microsoft Internet Information Server (IIS) is a simple component for delivering outgoing e-mail messages. This will allow you to send your e-mail in the background so they don't get caught up in the offline queuing process. 
 
The benefits to using a local SMTP server are:

  1. Better e-mail deliverability ratio because messages originate from your domain instead of ours.
  2. No waiting for queue – eliminate standby time that is experienced during heavy usage times.
  3. Better delivery Metrics. Using your own SMTP server means you can access the SMTP server logs for sent records.
     
    Because of these outstanding benefits, we will be recommending that all clients use local SMTP as a primary sending method whenever possible.

Note: This remainder of this message is intended for your WebLinkCONNECT™ system administrators and other technical staff that work with your organization who are interested in setting up an SMTP Server.

 

You have three options to Send E-mail messages locally:

  1. Use a localized external SMTP server, such as the one provided by your ISP (You can find your ISP SMTP server info by looking at your email account properties in Microsoft Outlook).
  2. Use a pre-existing internal SMTP server within your organization.
  3. Set up your own local SMTP server on your workstation – instructions below (Requires Windows XP Professional Edition or Microsoft Windows Server product).

    If you are running Windows XP Professional on your computer you can install Microsoft's SMTP server, Internet Information Services 5.1 (IIS) for free from the Windows XP Pro installation CD and configure it to run on your system by following the instructions below.

Note: The SMTP service is not installed by default. You must install the SMTP service using the Control Panel.
Important: You must be a member of the Administrators group on the local computer to perform the following procedure or procedures.
 

To install the SMTP service:

  1. Open the 'Add or Remove Programs' window from the control panel and click on 'Add/Remove Windows Components'.
  2. When the 'Windows Components Wizard' opens double click on the line that says 'Internet Information Services (IIS)'
  3. Once the 'Internet Information Services (IIS)' window opens, place a tick in the checkbox next to 'SMTP Service'. Hit the OK button. You will be sent back to 'Windows Components Wizard' then hit the 'Next' button and follow the instructions. You may need to have your XP Pro disc at hand so that the required files can be loaded onto your computer. When you install the SMTP service, a default SMTP server configuration is created with a message store in LocalDrive:InetpubMailroot.
  4. Once SMTP has finished installing, close the Windows Components Wizard and the Add or Remove Programs window.
  5. Go back to the control panel and double click on the 'Administrative Tools' icon.  Then double click on the 'Internet Information Services' icon to open the IIS window. Expand the menu tree and right click on 'Default SMTP Virtual Server'.
  6. From the resulting menu, select 'Properties'.
    Once the 'Default SMTP Virtual Server Properties' panel opens, select the 'Access' tab and then click on the 'Relay' button.
  7. The 'Relay Restrictions' window will open. Click on 'Add'.
  8. Select the Single Computer radio button and enter 127 . 0 . 0 . 1 as the IP address. This ensures that only users on this workstation are allowed to send mail through this SMTP server  Optionally, you may allow others in your organization to utilize your server as well.  Be sure to only allow trusted IP from peers that will not send unsolicited email (Spam) through your server.  Hit OK to exit this window.
  9. On the 'Default SMTP Virtual Server Properties' panel, select the 'Messages' tab.
  10. There, you will be able to set limits on message sending, or uncheck the limit options to completely remove limits for unlimited message sending on your server (this could be dangerous).  Pay careful attention to match all of the Limit values to your message sending needs.  The values can be readjusted at any time.  For information about individual settings, click Help.
  11. Then click 'OK' again to exit the Relay window and click 'OK' one last time to close the STMP Properties.

NOTE:  If your ISP does not allow email to be relayed through their servers from third party servers such as the one on your machine, you will not be able to send email using your own SMTP server. If you are having a problem sending mail, check with your ISP and perhaps they can provide you with an SMTP server for your needs.

 

Using your local SMTP Server in WebLink

  1. In WebLinkCONNECT™ menu, click on “Admin', “Set Preferences”, “Application Settings'.
  2. When the 'WebLinkCONNECT™ Settings' window opens, select the “Email” tab.
  3. Enter your ISP’s or organization’s SMTP Server address here  (ex: smtp.yourISPHere.com) .  The name of your SMTP Server must be obtained from your ISP, corporate systems administrator or your mail hosting company.  If you are using your own SMTP server on your workstation, enter “localhost”.
  4. Enter your SMTP server's port number (default is 25).
  5. Select your SMTP server delivery method.
  6. Check the “Use Windows User Credentials to authenticate to the SMTP server” Checkbox (default) or enter the credentials provided by your ISP, corporate systems administrator or your mail hosting company.
  7. Check the “Send Locally as the Default Mail Sending Option” checkbox.
  8. Click “Save” and you’re done!!

 

After completing these steps, this info will fill in by default on the send tab of each message you create.  Users will have the option to override these setting on a message-by-message basis.

You can confirm that the SMTP server is working by opening a fresh instance of WebLink, going to the Mass Communicator, compiling a test message and then hitting the “Send Test Email to Confirmation Email now” button.

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This feature is included or available for purchase with the following WebLink Connect packages. 

 

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