By popular demand we’ve added a FAQs section, to which you are welcome.

There’s a lot of information on topics that we frequently get asked, so this section should become a good reference archive for you.

R&A Ltd Email

Here is a step by step guide on setting up your e-mail account in Microsoft Outlook 2016.

Firstly make sure you have the email account details – you will need them to complete this process.

  1. Start Outlook.
    Use the Start menu to start Outlook 2016. If you’ve never used Outlook before, it will prompt you to create a new account.
    If you’ve previously used Outlook and it doesn’t prompt you to add an account, click the File tab, then the Add Account button.
  2. The “Auto Account Setup” window appears.
    When this window appears, leave the spaces empty, choose the Manual setup or additional server types option, then click Next.
  3. The “Choose Service” window appears.
    Choose POP or IMAP, then click Next.
  4. The “POP and IMAP Account Settings” window appears.
    This is the window where you’ll enter most of your account settings.

    • “Your Name” is the name that other people will see when you send them e-mail. It should usually be your real name.
    • “Email Address” is the address of the e-mailbox you created in your account management control panel.
    • For “Account Type”, choose IMAP.
    • Enter mail.yourDomainName.ext for both the “Incoming mail server” and “Outgoing mail server (SMTP)”.
    • Enter your e-mail address again as the “User Name”. (The user name must be all lowercase).
    • Type your e-mail password into the “Password” box. This is the password you chose for this e-mail address when you created the mailbox in your account management control panel. This password may be different from your master “My Account” password with our company.
    • Make sure that “Require logon using Secure Password Authentication (SPA)” is not checked.
    • Do not click “Test Account Settings” or “Next” yet; they will not work until you complete the next steps.
  5. View “More Settings”.
    Click the More Settings button. A new “Internet E-mail Settings” window appears.
  6. Choose the “Outgoing Server” tab.
    In the “Outgoing Server” tab, check My outgoing server (SMTP) requires authentication and make sure “Use same settings as my incoming mail server” is selected.
  7. Close the “Internet E-mail Settings” window.
  8. Click OK to close the “Internet E-mail Settings” window. The “Add New Account” window will still be visible.
  9. Test the settings.
    Click Next. Outlook should tell you that “all tests completed successfully”
    If Outlook tells you a test failed, double-check to be sure you’ve entered the settings correctly.
  10. Finish the wizard.
    If the “Test Account Settings” window is still open, click Close to continue.
  11. Click Finish to finish the wizard.

Outlook setup is now complete

Category: R&A Ltd Email

Without an NDR (Non Delivery Report) figuring this out will be extremely difficult.

You can however rule out some obvious causes:

  • Typo or spelling mistake on the email address.
    You would be surprised to hear that this is the no.1 reason for email not getting delivered!
  • Blacklisted
    Check your domain for being Blacklisted
  • Server error
    If you have your own mail server – is it connecting to the Internet and receiving email?
  • Account error
    Is the email account working?
  • Can your server receive emails?
    Microsoft created a tool for checking this: Microsoft Remote Connectivity Analyser

You’ll need an NDR to get any further than this…

Category: R&A Ltd Email

Emails bounced is a major issue for many businesses. and there are a few possibilities for this and you will need to read (or provide) some information to diagnose properly (NDRs or Non Delivery Reports – the error messages you receive).

Firstly I’d check the Blacklists and that your email server isn’t on one.

You can do so here: Blacklist checker
S
imply enter your server’s IP address – if it’s the same as the IP you are coming from (i.e. you have you own mail server) press the ‘Check this IP’ button.

It takes a while but will show you if you are on any blacklists.

There are other checkers available if you Google it

You should have received an NDR by now
Have a read of it to see if you can discern what rejected your email and why.

The NDR should contain the error details along with a code and simplified explanation.

[expand title=”Here’s a list of the error codes and explanations”]

4.2.2 The recipient has exceeded their mailbox limit. It could also be that the delivery directory on the Virtual server has exceeded its limit.

4.3.1 Not enough disk space on the delivery server. Microsoft say this NDR maybe reported as out-of-memory error.

4.3.2 Classic temporary problem, the Administrator has frozen the queue.

4.4.1 Intermittent network connection. The server has not yet responded. Classic temporary problem. If it persists, you will also a 5.4.x status code error.

4.4.2 The server started to deliver the message but then the connection was broken.

4.4.6 Too many hops. Most likely, the message is looping.

4.4.7 Problem with a time-out. Check receiving server connectors.

4.4.9 A DNS problem. Check your smart host setting on the SMTP connector. For example, check correct SMTP format. Also, use square brackets in the IP address [197.89.1.4] You can get this same NDR error if you have been deleting routing groups.

4.6.5 Multi-language situation. Your server does not have the correct language code page installed.

5.0.0 SMTP 500 reply code means an unrecognised command. You get this NDR when you make a typing mistake when you manually try to send email via telnet. More likely, a routing group error, no routing connector, or no suitable address space in the connector. (Try adding * in the address space). This status code is a general error message in Exchange 2000. In fact Microsoft introduced a service pack to make sure now get a more specific code.

5.1.x Problem with email address.

5.1.0 Often seen with contacts. Check the recipient address.

5.1.1 Another problem with the recipient address. Possibly the user was moved to another server in Active Directory. Maybe an Outlook client replied to a message while offline.

5.1.3 Another problem with contacts. Address field maybe empty. Check the address information.

5.1.4 Two objects have the same address, which confuses the categorizer.

5.1.5 Destination mailbox address invalid.

5.1.6 Problem with homeMDB or msExchHomeServerName – check how many users are affected. Sometimes running RUS (Recipient Update Service) cures this problem. Mailbox may have moved.

5.1.7 Problem with senders mail attribute, check properties sheet in ADUC.

5.2.x NDR caused by a problem with the large size of the email.

5.2.1 The message is too large. Else it could be a permissions problem. Check the recipient’s mailbox.

5.2.2 Sadly, the recipient has exceeded their mailbox limit.

5.2.3 Recipient cannot receive messages this big. Server or connector limit exceeded.

5.2.4 Most likely, a distribution list or group is trying to send an email. Check where the expansion server is situated.

5.3.0 Problem with MTA, maybe someone has been editing the registry to disable the MTA / Store driver.

5.3.1 Mail system full. Possibly a Standard edition of Exchange reached the 16 GB limit.

5.3.2 System not accepting network messages. Look outside Exchange for a connectivity problem.

5.3.3 Remote server has insufficient disk space to hold email. Check SMTP log.

5.3.4 Message too big. Check limits, System Policy, connector, virtual server.

5.3.5 Multiple Virtual Servers are using the same IP address and port. See Microsoft TechNet article: 321721 Sharing SMTP. Email probably looping.

5.4.0 DNS Problem. Check the Smart host, or check your DNS. It means that there is no DNS server that can resolve this email address. Could be Virtual Server SMTP address.

5.4.1 No answer from host. Not Exchange’s fault check connections.

5.4.2 Bad connection.

5.4.3 Routing server failure. No available route.

5.4.4 Cannot find the next hop, check the Routing Group Connector. Perhaps you have Exchange servers in different Routing Groups, but no connector.

5.4.6 Tricky looping problem, a contact has the same email address as an Active Directory user. One user is probably using an Alternate Recipient with the same email address as a contact.

5.4.7 Delivery time-out. Message is taking too long to be delivered.

5.4.8 Microsoft advise, check your recipient policy. SMTP address should be cp.com. NOT server.cp.com.

5.5.0 Underlying SMTP 500 error. Our server tried ehlo, the recipient’s server did not understand and returned a 550 or 500 error. Set up SMTP logging.

5.5.2 Possibly the disk holding the operating system is full. Or could be a syntax error if you are executing SMTP from a telnet shell.

5.5.3 More than 5,000 recipients. Check the Global Settings, Message Delivery properties.

5.5.5 Wrong protocol version

5.6.3 More than 250 attachments.

5.7.1 Permissions problem. For some reason the sender is not allowed to email this account. Perhaps an anonymous user is trying to send mail to a distribution list.

5.7.2 Distribution list cannot expand and so is unable to deliver its messages.

5.7.3 Check external IP address of ISA server. Make sure it matches the SMTP publishing rule.

5.7.4 Extra security features not supported. Check delivery server settings

5.7.5 Cryptographic failure. Try a plain message with encryption.

5.7.6 Certificate problem, encryption level maybe to high.

5.7.7 Message integrity problem.

[/expand]

This should give you enough info to figure out the issue; Please remember though, it’s not necessarily something within your systems.

Category: R&A Ltd Email

Here is a step by step guide on setting up your e-mail account in Microsoft Outlook 2007.

Firstly make sure you have the email account details – you will need them to complete this process.

Please note:

This guide specifies only the options you need to change from the defaults, so if any options are not listed here, they don’t need to be changed.

  1. Start Outlook.
  2. On the Tools menu, click Account Settings.
  3. Click New.
  4. Click ‘Microsoft Exchange, POP3, IMAP, or HTTP’, and then click Next.
  5. In the Auto Account Setup dialog box, click to select the Manually configure server settings or additional server types check box, and then click Next.
  6. Click Internet E-Mail, and then click Next.
  7. Fill out the required settings as following:
    • Your Name: Your name exactly as you want it to appear to recipients when they receive email from you
    • Email Address: your full email address – eg jsmith@my-domain.com
    • Account Type: IMAP (recommended)
    • Incoming mail server: mail. – replace with your domain name, so for example mail.my-domain.com
    • Outgoing mail server (SMTP): mail. – same as the Incoming mail server
    • Username: your full email address once again
    • Password: your mail box password
    • Ensure that ‘Require logon using Secure Password Authentication (SPA) remains unchecked. (This is important as you may experience difficulty sending email with this enabled.)
    • Click “More Settings…” in the bottom right of the window
    • Click “Outgoing Server” tab at the top.
    • Tick the box labelled “My outgoing server (SMTP) requires authentication”
    • Click “Advanced” tab at the top
    • In the Outgoing mail (SMTP) box, type 25. *Note, if you have trouble sending e-mail, please try changing this to port 587.
    • Ensure that ‘This server requires an encrypted connection (SSL) is unchecked
    • The ‘Use the following type of encrypted connection:’ option should be set to None
  8. Click “Ok” to close the window.Click Next after you have completed entering this configuration information, and then click Finish
Category: R&A Ltd Email

Here is a step by step guide on setting up your e-mail account in Microsoft Outlook 2010.

Firstly make sure you have the email account details – you will need them to complete this process.

Please note:

This guide specifies only the options you need to change from the defaults, so if any options are not listed here, they don’t need to be changed.

  • Start Outlook.
  • From the File menu, click “Account Settings”.
  • Click “New”.
  • Click “E-mail Account”
  • In the Auto Account Setup dialog box, click to select the “Manually configure server settings or additional server types” check box, and then click Next.
  • Click “Internet E-Mail”, and then click Next.
  • Fill out the required settings as follow:
    • Your Name: Your name exactly as you want it to appear to recipients when they receive email from you
    • Email Address: your full email address – eg jsmith@my-domain.com
    • Account Type: IMAP (recommended)
    • Incoming mail server: mail. – replace with your domain name, so for example mail.mydomain.com
    • Outgoing mail server (SMTP): mail. – enter same as the Incoming mail server
    • Username: your full email address once again
    • Password: your mail box password
    • Ensure that ‘Require logon using Secure Password Authentication (SPA) remains unchecked. This is important as you may experience difficulty sending email with this enabled.
    • Click “More Settings…” in the bottom right of the window.
    • Click “Outgoing Server” tab at the top.
    • Tick the box labelled “My outgoing server (SMTP) requires authentication”.
    • Ensure that the “Use same settings as my incoming mail server” is selected.
    • Click “Advanced” tab at the top.
    • In the Outgoing mail (SMTP) box, type 25. *Note, if you have trouble sending e-mail, please try changing this to port 587.
    • Ensure that ‘This server requires an encrypted connection (SSL) is unchecked.
    • The ‘Use the following type of encrypted connection:’ option should be set to None.
  • Click “OK” to close the window.
  • Click Next after you have completed entering this configuration information, and then click Finish.
Category: R&A Ltd Email

Here is a step by step guide on setting up your e-mail account in Microsoft Outlook 2013.

Firstly make sure you have the email account details – you will need them to complete this process.

From within Outlook click the file tab, then Account Settings and Account Settings again.
Press the ‘New’ button then click Next.
Select the E-mail Account option then click Next.
Click the Manual setup or additional server types check box, and then click Next.
Click POP or IMAP, and then click Next.
Under User Information , configure the following settings:
In the Your Name box, type your full name.
In the Email Address box, type your full email address.
Under Server Information, click the kind of email account that you have in the Account Type box.
In the Incoming mail server box, type mail.yourdomainname.ext (substitute yourdomainname.ext for your domain name).
In the Outgoing mail server (SMTP) box, type mail.yourdomainname.ext (substitute yourdomainname.ext for your domain name).
In the User Name box, type your user name. The user name is your email address.
In the Password box, type the password.
If you want Outlook to remember your email account password, click to select the Remember password check box.
Click the Moe Settings button
Click the Outgoing Server tab
Tick the ‘My outgoing server (SMTP) requires authentication’ box
Select the ‘Use the same settings as my incoming mail server’ option.
Press OK.
Outlook should perform a test to see if the settings are correct, if so click Next, and then click Finish.
Congratulations, you now are using the R&A email system

Category: R&A Ltd Email

This guide explains how to set up your Exchange mailbox in Microsoft Outlook 2010. For other versions of Outlook, please check our other support database articles.

Ensure that Outlook is closed, or you will not be able to add an account.

You will also need the authentication details of your account (the password).

From the Windows Start Menu, go to your Control Panel.

  • Select ‘Mail’.
  • Select ‘E-mail Accounts’.
  • Select ‘Add New Account’.
  • Select ‘Manually Configure Server Settings’.
  • Select ‘Microsoft Exchange’.
  • Under ‘Server’ enter
    outlook.cluster1.exchange-outitgoes.com
    and under ‘User Name’ enter your full e-mail address, (e.g. email@domain.com).
  • Under ‘More Settings’ go to the ‘Connection’ tab and tick ‘Connect to Microsoft Exchange using HTTP’.
  • Select ‘Exchange Proxy Settings’.
  • In the ‘URL’ field enter
    cluster1.exchange.outitgoes.com
    and under ‘Proxy authentication settings’ select ‘NTLM Authentication’.
  • Tick ‘Only connect to proxy servers that have this principal name in their certificate:’ and enter
    msstd:*.exchange.outitgoes.com
Category: R&A Ltd Email

This guide explains how to set up your Exchange mailbox in Microsoft Outlook 2013. For other versions of Outlook, please check our other support database articles.

Ensure that Outlook is closed, or you will not be able to add an account.

You will also need the authentication details of your account (the password).

There are two ways to set up an Exchange account, automatically and manually. We’ll recommend trying the automated method first:

Ensure that Outlook is closed, or you will not be able to add an account.

  • From the Start Menu go to your Control Panel.
  • Select ‘Mail’.
  • Select ‘E-mail Accounts’.
  • Under the ‘E-mail’ tab select ‘New’.
  • Select ‘E-mail Account’ then ‘Next’.
  • Here you should enter your name, email address, and mailbox password.

If this is not successful, or if your PC is currently joined to a domain, you can take the following steps to set up the mailbox manually:

  • Again, you’ll need to set this up via the ‘Mail’ section of your control Panel.
  • Select ‘Add New Account’.
  • Select ‘Manually Configure Server Settings’.
  • Select ‘Microsoft Exchange’.
  • Under ‘Server’ enter
    outlook.cluster1.exchange-outitgoes.com
    and under ‘User Name’ enter your full e-mail address.
  • Under ‘More Settings’ go to the ‘Connection’ tab and tick ‘Connect to Microsoft Exchange using HTTP’.
  • Select ‘Exchange Proxy Settings’.
  • In the ‘URL’ field enter
    cluster1.exchange.outitgoes.com
    and under ‘Proxy authentication settings’ select ‘NTLM Authentication’.
  • Tick ‘Only connect to proxy servers that have this principal name in their certificate:’ and enter
    msstd:*.exchange.outitgoes.com
Category: R&A Ltd Email

You can set up your iPhone or iPad to receive mail from one of your Exchange mailboxes by following these instructions.

Go to Settings > Mail, Contacts, Calendars > Add Account > Microsoft Exchange

On the next screen enter the following settings:

  • Email: The email address for the Exchange mailbox you want to setup
  • Username: The email address for the Exchange mailbox you want to setup
  • Password: The password for the Exchange mailbox
  • Description: Your own description for the Exchange mailbox on your iPhone/iPad

Press Next

You may now get a message saying it cannot verify the identity of your domain name, just press Continue.

You will now see a “Server” option appear on the screen. In here, you should enter
cluster1.exchange.outitgoes.com

If your iPhone or iPad has now successfully connected, you will be presented with the options to sync the Mail, Contacts and Calendar. Choose which ones you would like to sync and then press Save.

Your Exchange mailbox should now be successfully set up.

Category: R&A Ltd Email

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