Backup for Workgroups can send email messages that contain backup results and system status. All email messages are sent from the Backup Server to your email server for distribution through your email system. In order to send email messages, Backup for Workgroups needs to know the name of your email server and the port you are using to receive SMTP email or you can specify the name of and email server that supports standard SMTP that can relay email to your email account.
If you are having trouble receiving email messages, see the Troubleshooting section below.
Go to the computer running the Backup Server software.
Run Backup for Workgroups.
Choose Tools > Preferences.
Select the EMail Server tabbed page.
If you have a local SMTP compliant
email server, such as Microsoft Exchange Server, you will want to select the
option allowing you to Specify the EMail Server. Enter the name of
the computer running your email server software and the port on which you
receive incoming SMTP email. If your email server requires authentication,
check/tick the option Logon/Authenticate User Name. Enter
the User Name and Password associated with the account that you use to login to
your email server.
If you do not have a
local Email server then specify the email server name at your ISP. Select
the option to Specify the Email Server and enter the name of your ISP's email
server they provide for you to relay email, this is typically in the format "mail.ISPname.net"
or "smtp.ISPName.net". Your ISP may require you to provide a user name and
password. You would enter your user name and password you use to with your
ISP. The ISP will then act as a relay server and it will send the email on
Backup for Workgroups behalf to your email account on the Internet.
If you do not have a local email server and your ISP will not relay your email, select Use
EMail Server specified by DNS. The Backup Server will look up the
appropriate email server and use the Internet to deliver the e-mail to your
clients and system administrator.
If you would like to test your settings now, press the Generate Test Email button.
Press OK to save your settings.
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.
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.