Migration Questions You Need To Ask: Email Sending Devices


While planning for an email migration, there is one area that commonly gets overlooked. Many times, a client has a device or application that is used to send email. The device may be as simple as a copier or there may be an ordering system that emails internal and external recipients.

As I mentioned in my last blog, being aware of any system sending email requires strong knowledge in the client’s business processes and network environment.

Here are a number of important questions and solutions that need to be considered:

1) Is the device/application sending email to an email domain that is not part of the account?

If emails are only being delivered to email addresses that exist in the account, then the device can simply use the server name that is used for the MX records. The proper server name can be found from the account’s control panel > Get Started > Advanced Settings for Exchange.

2) Is the device capable of SMTP authentication, TLS encryption and can use ports 25, 465 or 587?

If the device or application needs to deliver email to an email address that does not exist in the account, then there are two options for sending email through Intermedia’s servers:

a) If the device is capable of SMTP authentication and TLS encryption, then the device can log in as an existing mailbox to connect to the Exchange server and send email as that mailbox. Please note, some devices may not use a current version of TLS and may require an update from the vendor.

b) If the device is not capable of logging into an existing mailbox, then the device will need to send emails through an unauthenticated relay server. It is possible that the client’s ISP has an open relay server available for clients on its network, but many times that is not the case. Intermedia does provide a relay server for its clients. Intermedia will require two pieces of information before permitting access to its open relay server. 1) The public IP address that the SMTP traffic will be sent from and 2) documentation that the IP address is assigned by the ISP to the client. In place of documentation, a reverse PTR for the IP address to the client’s domain will suffice. Intermedia will then grant permission for the IP address to send to its open relay server and provide the server name for the device to use when sending emails.

3) Does an application need to download emails from a mailbox?

Some applications, eg. ticketing, may need to be able to retrieve emails from a mailbox. The device will need to be able to use POP3 with SSL over port 995 to log into a mailbox to retrieve emails. If an application cannot use SSL, then the client may have to consider getting a mailbox at a third-party that does not require SSL. Emails from the Intermedia mailbox can then be forwarded to the mailbox hosted by the third-party. Please take into consideration if the emails are of a sensitive nature.

Again, the answers to the questions and the solutions to be used may require research into the client’s processes.   A call to the device or application vendor may also be required.


About The Intermedia Team

Intermedia's Office in the Cloud™ delivers essential IT services for SMBs and the partners who serve them — including hosted Exchange, Hosted PBX, SecuriSync file sync and share, security, mobility and more.