Preferences - Backup Run Emails Panel

Backup for Workgroups can generate a report after each backup session completes. Your users may select to receive this report via email. Each Backup Client can choose to receive these Backup Run emails as part of their backup set definitions that they setup on their computers. As the System Administrator, you can control the formatting of these reports and you can choose to receive carbon copies of each report. 

By default, you do not receive carbon copies of each users' Backup Run emails. You only receive copies of these individual reports if you choose to be carbon copied by selecting the Carbon-Copy option on this panel.

If you have any problems receiving your email, please check the Troubleshooting section below.

• From Address & Display Name - Backup for Workgroups generates Backup Run emails and sends these to your email server for delivery. Enter a FROM: address that is in a format that is accepted by your email server. For example, you can use your email address or any other user address that is supported by your email server. You can enter a display name to help you and your end users identify this report when it arrives in your in-box. Use the optional parameters if desired, as described below. 
  
  Example FROM Address & Display Name - Let's say you have 10 computers that you have included in the backup process. When the backups complete, you would like to receive an email message and have the ability to sort the email based on which computer performed each backup. You can include the computer name or client name in the display name. By including the computer name in the display name, you know which messages correspond to which computer. You could set the display name to read as "Backup Report for <ComputerName>" to make the email messages more descriptive by including the name of the computer in the email display name. And, to organize these messages, you could configure your email client to use rules within the email client to automatically sort these email messages based on the display names.
   
• Subject - Be default, Backup for Workgroups uses the backup result information as the subject line. For example, a typical backup result will read as: "Backup completed."  You can customize the email subject line to make it more descriptive. To do so, use some of the optional parameters to make the subject line contain more information. Customizing the subject line is helpful when you need to oversee the backup process of multiple computers.  For example, let's say you would like to add the name of the client computer to the subject line.  To add this, you can add this information in front of the <BackupResult> as follows: "<ClientName> - <BackupResult>".
   
• Carbon-Copy - Check/tick this option to receive copies of the Backup Run emails as they occur. Please note that you will receive a copy of the backup result report generated each time a backup runs, on each backup client.  As a result, you may receive quite a few emails when you use this option. If you prefer to reduce the number of emails you receive, you should consider using the Daily Summary Email feature instead.
   
• To Address - Enter one email address, or multiple addresses separated by a space or a comma. The address(es) entered will receive the carbon copy emails for each client backup performed.
   
• Email File Format - You may choose to receive the carbon copy Backup Run reports in either HTML or Plain Text format.
   
• Generate Test Email - This generates a short test message allowing you to test the connectivity between Backup for Workgroups and your email server.  If you are experiencing problems receiving email, you can use this to perform a quick test of the delivery process.

Troubleshooting common problems experienced when trying to send email:

1. Backup for Workgroups Cannot Connect to Your Email Server.
   
   A.   Firewall Restrictions, Port Blockers, Virus Checkers/Worm Stoppers - These devices or programs prohibit outbound SMTP (Port 25) network access.  It is very common for most virus checkers to block email generation. Also, some firewalls block outbound STMP email. If you have a virus checker, a firewall, or any other port blocker running, you will need to enter an exception into these programs for Backup for Workgroups. In order to implement the exception, you will need to follow the instructions provided by the manufacturer of the firewall, port blocker, or virus checking program. The exception should be configured to allow the Backup for Workgroups Service called "BackupService.exe" for 32 bit versions of Windows and "BackupServiceX64.exe" for 64 bit versions of Windows. Once the exception is in place, Backup for Workgroups can send email.
   
   B.  Relay Restriction - By default, Microsoft Exchange Server has a setting to deny relaying. Too many spammers were finding open Exchange Servers to forward their email through to hide their identity, so Microsoft changed the default to not allow email to be transferred through the Exchange Server unless the sending is approved. To add the Backup Server to the Microsoft Exchange Server approved relay list, perform the following:
   
   1.  Open the MS Exchange System Manager.
   2.  In the left hand panel, expand "Servers", then expand the name of your email server, the expand "Protocols", then expand "SMTP".
   3.  Under the SMTP protocol will be an item labeled "Default Virtual SMTP Server". Right-click on this and choose "Properties".
   4.  On the Properties dialog, switch tabs to the "Access" tab, and select the button labeled "Relay".
   5.  On the "Relay Restrictions" dialog, press the "Add" button.
   6.  Enter the IP address of the machine running the Backup for Workgroups Backup Server software.  This will grant Backup for Workgroups the right to send email to your Exchange Server.
    

2. Email Server Refuses to Accept Email Messages from Backup for Workgroups.
   
   The most common cause of email rejection occurs when either the FROM: or TO: email address is not present in the list of known email addresses within your email server. In other words, email is commonly rejected because the email server does not recognize either the FROM: email address or the TO: email address.
   
   By default, Backup for Workgroups sets the FROM: email address to read as "BackupForWorkgroups@YourDomain.Com", where YourDomain.Com is replaced with the TO: email address. If your email server checks the FROM: email address, it may reject the email because it probably does not have a user named BackupForWorkgroups. To solve this, you can do one of two things. You can choose to add a user with the name BackupForWorkgroups to your email server's list of approved users. Or, you can change the FROM: address that Backup for Workgroups uses. To change the FROM: email address used by Backup For Workgroups, use the Daily Summary Emails or Backup Run Emails tabs available from the Preferences Panel.