Foxmail Microsoft Exchange Server
MailTips are informative messages displayed to users while they're composing a message. While a new message is open and being composed, Exchange analyzes the message (including recipients). If a potential problem is detected, the user is notified with a MailTip prior to sending the message. Using the information in the MailTip, the user can adjust the message to avoid undesirable situations or non-delivery reports (also known as NDRs or bounce messages).
How MailTips work
MailTips are implemented as a web service in Exchange. When a sender is composing a message, the client software makes an Exchange web service call to the Client Access server to get the list of MailTips. The server responds with the list of MailTips that apply to that message, and the client software displays the MailTips to the sender.
The following unproductive messaging scenarios are common in any messaging environment:
NDRs resulting from messages that violate organization-wide message restrictions (for example, message size restrictions or maximum number of recipients per message).
NDRs resulting from messages sent to non-existent recipients, restricted recipients, or users with full mailboxes.
Sending messages to users with Automatic Replies configured.
All of these scenarios involve the user sending a message, expecting it to be delivered, and instead receiving a response stating that the message isn't delivered. Even in the best-case scenario, like the automatic reply, these events result in lost productivity. In the case of an NDR, this scenario could result in a costly call to the help desk.
There are also several scenarios where sending a message won't result in an error, but can have undesirable, even embarrassing consequences:
Messages sent to extremely large distribution groups.
Messages sent to inappropriate distribution groups.
Messages inadvertently sent to recipients outside your organization.
Selecting Reply to All to a message that was received as a Bcc recipient.
All of these problematic scenarios can be mitigated by informing users of the possible outcome of sending the message as they're composing the message. For example, if senders are notified that the size of their message will exceed the maximum allowed value, they won't attempt to send the message. Similarly, if senders are notified that their message will be delivered to people outside the organization, they're more likely to ensure that the content and the tone of the message are appropriate.
The following messaging clients support MailTips:
Outlook on the web (formerly known as Outlook Web App)
Microsoft Outlook 2010 or later
MailTips in Exchange Online
The following table lists the available MailTips in Exchange Online.
| MailTip | Availability | Scenario |
|---|---|---|
| Invalid Internal Recipient | Outlook | The sender adds an internal recipient that doesn't exist. For example: • The non-existent recipient resolves due to an entry in the sender's Auto-Complete List (also known as the nickname cache) or an entry in the sender's Contacts folder. • The sender types a non-existent internal email address, and the email address is in an accepted domain (an authoritative domain) for the Exchange organization. The MailTip indicates the invalid recipient and gives the sender the option to remove the recipient from the message. |
| Mailbox Full | Outlook Outlook on the web | The sender adds an internal recipient whose mailbox exceeds the maximum mailbox size (the ProhibitSendReceive quota on the mailbox or organization). The MailTip indicates the recipient whose mailbox is full and gives the sender the option to remove the recipient from the message. The MailTip is accurate at the time of display. If the message isn't immediately sent, the MailTip is updated every two hours. This also applies to messages that were saved in the Drafts folder and reopened after two hours. |
| Automatic Replies | Outlook Outlook on the web | The sender adds an internal recipient* who has turned on Automatic Replies. The MailTip indicates the recipient has Automatic Replies turned on and also displays the first 175 characters of the automatic reply text. The MailTip is accurate at the time of display. If the message isn't immediately sent, the MailTip is updated every two hours. This also applies to messages that were saved in the Drafts folder and reopened after two hours. *If the recipient is external, but the recipient's domain is configured as a remote domain, the AllowedOOFType and IsInternal settings determine whether the sender receives the internal automatic reply, the external automatic reply, or no automatic reply at all. |
| Custom | Outlook Outlook on the web | The sender adds an internal recipient that has a custom MailTip configured. A custom MailTip can be useful for providing specific information about a recipient. For example, you can create a custom MailTip for a distribution group explaining its purpose to reduce its misuse. For more information, see Configure custom MailTips for recipients. By default, custom MailTips aren't displayed if the sender isn't allowed to send messages to the recipient (the Restricted Recipient MailTip is displayed instead). However, you can change this configuration and have the custom MailTip also display. |
| Restricted Recipient | Outlook Outlook on the web | The sender adds a recipient that they're not allowed to send messages to (delivery restrictions are configured between the sender and the recipient). The MailTip indicates the prohibited recipient and gives the sender the option to remove the recipient from the message. It also clearly informs the sender that the message can't be delivered to the restricted recipient. If the restricted recipient is external or is a distribution group that contains external recipients, this MailTip is also provided to the sender. However, the following MailTips aren't displayed (if applicable): • Automatic Replies • Mailbox Full • Custom MailTip • Moderated Recipient • Oversize Message |
| External Recipients | Outlook Outlook on the web | The sender adds an external recipient* or a distribution group that contains external recipients. The MailTip informs the sender that the message will leave the organization, which can help them make the correct decisions about wording, tone, and content. By default, this MailTip is turned off. You can turn it on using the Set-OrganizationConfig cmdlet. For details, see MailTips over organization relationships. *If the recipient is external, but the recipient's domain is configured as a remote domain, the IsInternal setting determines whether the sender receives this MailTip (the External Recipients MailTip doesn't apply to internal recipients). Note: The External Recipients MailTip isn't evaluated for external distribution group recipients where the distribution group is in a remote domain. |
| Large Audience | Outlook Outlook on the web | The sender adds a distribution group that has more members than the configured large audience size (the default size is more than 25 members). For details, see Configure the large audience size for your organization. The number of distribution group members isn't calculated each time. Instead, the distribution group information is read from group metrics data. |
| Moderated Recipient | Outlook Outlook on the web | The sender adds a moderated recipient (a recipient that requires message approval). The MailTip identifies the moderated recipient and informs the sender that moderation might result in delayed delivery. The MailTip is not displayed if: • The sender is a moderator for the recipient. • The sender has been explicitly allowed to send messages to the recipient (by adding the sender's name to the Accept Messages Only From list for the recipient). To configure moderated recipients in Exchange Online, see Configure a moderated recipient in Exchange Online. |
| Reply-All on Bcc | Outlook on the web | A Bcc recipient selects Reply All a message. The MailTip appears in the reply message. Bcc recipients revealing themselves to other recipients is universally bad, and the MailTip explains this. |
| Oversize Message | Outlook | The message is larger than the maximum allowed message size. The MailTip is displayed if the message size violates one of the following message size restrictions: • Maximum send size setting on the sender's mailbox. • Maximum receive size setting on the recipient's mailbox. • Maximum message size restriction for the organization. Note: Message size limits on connectors aren't evaluated for this MailTip. |
MailTip restrictions
MailTips are subject to the following restrictions:
MailTips aren't supported when working in offline mode in Outlook.
When a message is addressed to a distribution group, the MailTips for individual recipients that are members of that distribution group aren't evaluated. However, if any of the members are external recipients, the External Recipients MailTip is displayed, which shows the sender the number of external recipients in the distribution group.
If the message is addressed to more than 200 recipients, individual mailbox MailTips aren't evaluated due to performance reasons.
Custom MailTips are limited to 175 characters.
While older versions of Exchange Server would populate MailTips in their entirety, Exchange Online will only display up to 1000 characters.
If the sender starts composing a message and leaves it open for an extended period of time, the Automatic Replies and Mailbox Full MailTips are evaluated every two hours.
Although users typically access their Exchange mailboxes by using Outlook (MAPI), Outlook on the web (formerly known as Outlook Web App), and Exchange ActiveSync, POP3 and IMAP4 are available in Exchange Server 2016 and Exchange Server 2019. To support clients that still rely on these protocols, you need to start the services, and configure the settings for POP3 and IMAP4. For detailed instructions, see the following topics:
After you enable and configure POP3 or IMAP4 on the Exchange server, you can enable or disable POP3 or IMAP4 access to specific mailboxes. For more information, see Enable or disable POP3 or IMAP4 access to mailboxes in Exchange Server.
Note: Clients connect to the POP3 and IMAP4 services in the Client Access (frontend) services on the Mailbox server. They never connect directly to the POP3 and IMAP4 backend services. For more information, see Client access protocol architecture.
POP3 and IMAP4 improvements in Exchange Server
POP3 and IMAP4 functionality in Exchange 2016 and Exchange 2019 is basically unchanged from Exchange 2013. These are the improvements in POP3 and IMAP4 as compared to Exchange 2010: Soal matematika kelas xi ipa statistika dan pembahasannya.
By default, the Client Access (frontend) services in Exchange 2016 and 2019 automatically proxy POP3 and IMAP4 client connections from one Active Directory site to the correct Mailbox server in a different Active Directory site. In previous versions of Exchange, you had to perform a manual configuration step to allow POP3 and IMAP4 clients to connect to their mailboxes from one site to another.
You can't use the Anonymous or Guest accounts to access an Exchange 2016 or Exchange 2019 mailbox by using POP3 or IMAP4. Access is blocked to prevent security vulnerabilities when you use non-standard accounts for POP3 and IMAP4 access.
You can't connect to the Administrator mailbox by using POP3 or IMAP4 (you can use Outlook or Outlook Web App). This limitation was intentionally included in Exchange 2016 to enhance security for the Administrator mailbox.
Overview of POP3 and IMAP4 functionality
The POP3 and IMAP4 protocols have the following benefits and limitations:
POP3
Designed for offline message processing.
Can only download messages from a single folder (usually the Inbox) in the mailbox to a single folder in the POP3 application on the client computer or device.
By default, downloaded messages are removed from the email server, and are stored only on the local computer or device. Therefore, users can't access the same email messages from multiple computers or devices (although many POP3 applications can be configured to keep copies of downloaded messages in the mailbox on the email server).
Doesn't offer advanced collaboration features such as calendaring, contacts, and tasks.
IMAP4
Offers offline and online message processing.
Can synchronize messages from multiple folders in the mailbox with the client computer or device. For example, most IMAP4 applications can be configured to keep a copy of sent messages in the mailbox on the email server.
By default, copies of downloaded messages remain on the email server. Therefore, users can access the same messages from multiple computers.
Supports additional features. For example, you can download the message headers (the message's sender and subject) before you decide to download the complete message.
Doesn't offer advanced collaboration features such as calendaring, contacts, and tasks.
Note: POP3 and IMAP4 clients have limited access to Exchange calendar information. For more information, see Configure Calendar Options for POP3 and Configure Calendar Options for IMAP4.
POP3 and IMAP4 applications and settings
After you've enabled and configured the required services, users can connect to their Exchange mailboxes by using any application that support POP3 and IMAP4. For example, Outlook, Windows Mail, and Mozilla Thunderbird. POP3 and IMAP4 feature support varies by application, so check the application's documentation.
Verify the POP3 or IMAP4 email program is configured to keep a copy of all messages on the server. This allows the users to access their messages from different computers or applications.
Another important setting is how frequently the email program contacts the server to send and receive mail. There are three basic settings:
Send and receive messages when the application is started
Send and receive messages manually: Messages are only sent and received when the user clicks a 'send and receive' option in the application. This is a good setting for computers that aren't always connected to the Internet (for example, dial-up or metered Internet connections).
Send and receive messages every set number of minutes: The application connects to the email server periodically to send messages and to download any new messages. This is a good setting for computers that are always connected to the Internet, because the application is kept up-to-date with the most current messages from the mailbox.
Note: If the application and server both support the IMAP4 IDLE command, users can send and receive messages in near real time (Exchange supports the IMAP4 IDLE command). In most cases, users don't need to configure any settings in their IMAP4 application to use this connection method.
To configure a POP3 or IMAP4 client to connect to a mailbox, users need specific information about the POP3 or IMAP4 settings. By default, Exchange uses the following settings for internal POP3 connections:
POP3 server FQDN:
<ServerFQDN>. For example,mailbox01.contoso.com.TCP port and encryption method: 995 for always SSL/TLS encrypted connections, and 110 for unencrypted connections, or for opportunistic TLS (STARTTLS) that results in an encrypted connection after the initial plain text protocol handshake.
To allow external POP3 clients to connect to mailboxes, you need to configure these settings for external connections. For more information, see Enable and configure POP3 on an Exchange server.
By default, Exchange uses the following settings for internal IMAP4 connections:
IMAP4 server FQDN:
<ServerFQDN>. For example,mailbox01.contoso.com.TCP port and encryption method: 993 for always SSL/TLS encrypted connections, and 143 for unencrypted connections, or for opportunistic TLS (STARTTLS) that results in an encrypted connection after the initial plain text protocol handshake.
To allow external IMAP4 clients to connect to mailboxes, you need to configure these settings for external connections. For more information, see Enable and configure IMAP4 on an Exchange server.