I’m a big fan of Exchange Server; in fact, next to Visual Studio 2008 it is probably my favorite piece of Microsoft Software. In a large corporate environment, Exchange Server is an easy to manage solution for providing email for thousands of users, which works seamlessly with Outlook (another product I’m fond of) as well as a plethora of devices, including Windows Mobile phones and PDAs, Palm Pilots, Blackberries, and now even the iPhone.
Large companies have the resources to have someone manage their Exchange servers and the rest of their IT infrastructure. They have the budget to spend on the tools that adequately block some level of spam, without which email would become fairly useless.
I know very little about Email server management, but as part of a family that runs a small business, a few years ago, we installed a Windows 2003 Small Business Server. Part of that relatively affordable package was Exchange Server, which was great, because we were using Outlook on the clients anyway, and everyone wanted mobile device support. And it worked great, for a while. We opened up the necessary incoming mail ports, changed our MX record to point to the server, changed all the client configs to use Exchange instead of local PST files and POP3 accounts, and we were up and running. We even had Palm Treos and Windows Mobile handsets working across different mobile providers working with Push Email. Everyone was happy.
And then came the SPAM. Just a trickle at first. So we implemented Intelligent Message Filter on Exchange. And we got our slight decrease in SPAM, for a while.
Keep in mind at this point Exchange is an absolute necessity. The calendar integration with outlook and Excel is at the core of the scheduling of my families small business. They rely on Outlook Web Access while on the road and need their outlook clients on multiple computers per account to all stay in sync. There are cell phones as well as old PDAs that need to stay in sync with the calendars and email.
Round 2 of the SPAM was like nothing I had ever seen. Thousands of messages a day, across all users on our server, and these were messages that looked as if we were being spoofed, en masse. Which makes accountants very, very nervous. We would either have to hire a consultant or outsource our exchange hosting to an external service. There was a third option though. This was to continue using Exchange Server on our own SBS box, but have someone else handle the MX record. That someone else would need to be someone who is an expert at handling volumes of SPAM.
Both Google and Microsoft recently opened up the ability to have their web mail applications host an external domain’s email. Google’s solution is Gmail for domains, and Microsoft’s solution is Hotmail (Windows Live) for domains. They both handle and filter spam beautifully. The difference is the openness of the services. Google’s accounts allow IMAP as well as POP3 access completely free of change. Microsoft Live, did not.
Moving the MX record to gmail was simple; it was in fact an option built into our domain registrar (Dreamhost). Integrating POP3 with Exchange was not as straightforward though, because the POP3 Connector that shipped with Exchange 2003 had several limitations. The first limitation that would prevent us from using this built in POP3 connector to download email from the gmail accounts was that it only supported standard POP3 communication: No POP3 over SLL. The second limitation was the scheduling; the built in POP3 connector would only pull email from an external account once every 15 minutes. I’m used to somewhat more synchronous communication than that.
The solution was a relatively inexpensive 3rd party piece of software called Native POP3 Connector. It provided all the SSL connectivity we needed for POP3 connections to Gmail, and was able to be scheduled for very short intervals. It even allows you to specify how many threads you’d like it to utilize on your server when it is downloading mail.
We get very little SPAM now and when I do log into any of the gmail accounts (which is rare, because outlook/exchange is our main interface), their spam folders have thousands of new messages in them. I hope Google continues to allow us to use their service this way. They’re not making any money off of us, since we never see the ads they serve if we were to use their web gmail interface. It would make more sense for Microsoft to deploy a free service that we could connect our Outlook clients to, and remove our exchange server all together. This would at least keep us tied into a Microsoft product, which in the long term, is not guaranteed. Once we get better device support for a service like gmail and google calendars on our phones and old school PDAs, we’ll be able to pull the plug on Exchange/Outlook all together. And then our next server doesn’t really need to be running Windows, does it?