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Wednesday, October 24, 2012

SharePoint 2007 Incoming Email issues

 

Issues : Unable to deliver the incoming email to the SharePoint list.

Investigation step have done:

  • checking with exchange team to make sure the email is delivered to the web front end server
  • checking on the timer job is running succeeded and started time is up to date ( for my issues is notice the started time is showed 1 week ago and not up to date)
  • checking the C:\inetpub\mailroot\Drop at the web front end server and notice all the incoming email is stuck here. (bingo!!)

Resolution:

  • Try to stop and start the Windows SharePoint Services Incoming E-Mail at SharePoint from CA and trigger the issues below : Incoming Email service in Central Administration was hung in a "Stopping" status, thus my incoming emails were not being delivered.
    • found the solution here:
    • Windows SharePoint Services Incoming E-Mail stuck in Stopping status

      1) Microsoft Support ran STSADM -o enumservices > c:\services.txt   to list the services in a text file.
      Then they opened the text file and found the SPIncomingEmailService and copied that entry.
      Then they ran STSADM -o provisionservice -action start -servicetype"Microsoft.SharePoint.SPIncomingEmailService, Microsoft.SharePoint, Version=12.0.0.0, Culture..."

            Make sure the string for the service type above is in quotations and that you copy the entire string from the services txt file...above I abbreviated it but you need the entire string.
      That made the service start up immediately.


      2) Then I had to go into Central Administration - Operations - Incoming Email settings and chnage my from Automatic to Advanced and point to the proper Drop folder.  I should have to do that, but in my case I had just removed a second front end server out of the farm and SharePoint kept thinking SMTP should be on the other server that was decommissioned.


      3) Then an IISreset /noforce  and everything started sending.
      Hope this fix helps someone else

       

Cool!! this is help , after started back the service after around after 12hours all the email stuck at drop box is clean and the started time at timer job is up to date.

Unable to find the root cause but found some nice article explain about :

Incoming Email Enabled Libraries in MOSS2007 RTM using Exchange 2007 in an Active Directory Domain

Some key point like to keep here:

  • If you select Advanced you are given the opportunity at the bottom of this page to specify which folder location will be used for the incoming mail drop folder. By default the drop folder will be the one used by the SMTP service which is located at C:\InetPub\Mailroot\Drop
    Once mail is sent to this drop folder by the SMTP mail flow process then it is the responsibility of the SharePoint Timer Service to pick the mail up and distribute it to the correct List or Library.
  • troubleshooting tips
    1. * Ensure that the Central Administration Application pool account and the SharePoint Timer Service account are using the same service account. THIS ONE IS IMPORTANT. A lot of errors stem from these accounts not being the same DOMAIN service account.


      * Make sure the above account has access rights to all files on the server used by incoming mail such as the sharepointemailws.asmx file on the Moss server that is receiving the incoming mails. Alternatively make these accounts local administrators on the web servers receiving the incoming mail


      * Make sure the app pool account for the web application you are trying to mail enable is running as the MOSS Administrator account you are running Central Administration under.


      * Grant rights to the OU you have created in AD to the app pool account you setup.


      * Create a SMTP send connector in Exchange to deliver mail to machine.domain.name where your MOSS SMTP service is running.


      * Make sure the account that is running the SharePoint Timer Service has delete rights to the drop folder or you will receive duplicate E-Mails


      * When using Outlook 2003 may need to send the attachment as a Uuencode or Binhex format in order to get the attachment listed separately in the List or Library. Also see this MS article for another workaround for adding two attributes to the contact in AD
      http://support.microsoft.com/default.aspx?scid=kb;en-us;926891


      * If you have installed Forefront security for SharePoint then you may encounter a problem where the E-Mail will arrive in the drop folder and then disappear without reaching the document library. This MS article explains the way to fix this.http://support.microsoft.com/kb/934285


      * If you have used permissions on the document library to control who can send the process is based on the header of the E-Mail , it is then checked against the users who have rights to the list or library.


      * If you see content in the document library that is assigned to the system account it means that the document library has treated the incoming mail as an anonymous users due to not be able to resolve the name in the list of users with rights to submit mail. You will have to allow the library to accept mail from all senders to see this.
      * When sending to a calendar list to be sent correctly send as a .vcf file from a new appointment or meeting request in Outlook
      Troubleshooting – continued


      * If you try and setup a workflow on the mail as it arrives in the library and it fails make sure that the Timer Service and the Central Admin Application pool account are using the same Domain service account.


      * When supporting multiple SMTP domains make sure that you add these domains to the SMTP domains in the SMTP settings on the Moss Server hosting the SMTP service. SharePoint can support external domain names as long as the domains are supported by the mail routing topology and also the Moss servers SMTP domain name listing.


      I hope you found this article useful , please do feel free to send me comments and keep checking our web site for more downloads on configuring some of the cool new features of Moss2007.

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