Exchange Hosting Best Practices

Exchange Hosting FAQ's

Below are some frequently asked questions that we have compiled from our partners about our Hosted Exchange offering. We hope that these questions will assist you with any issues surrounding Hosted Exchange. If you still have questions after reading through the FAQ's, please feel free to open up a support request within our Support Portal.

Is SMTP/POP3 relay available on your Exchange 2007 services?

Unfortunately, ExchangeDefender does not offer SMTP/POP3 relay via our Exchange 2007 Hosting network. However, we do offer alternative methods to access your email via MAPI and Outlook 2007 Web Access (OWA).

How do I set up Outlook 2007 for RPC over HTTP?

Microsoft Exchange 2007 and 2010 servers hosted at ExchangeDefender are very easy to access and are open to direct MAPI access. However, if you are roaming or if you have restrictions on your network, you can configure what is called RPC over HTTP access to our Exchange servers.

To get started follow these steps:

  • Open up Outlook 2007 and the new account wizard will start. The main window "E-mail Accounts" will give you options to configure a new account: "You can configure Outlook to connect to Internet E-mail, Microsoft Exchange, or other E-mail server. Would you like to configure an E-mail account?"; Select Yes and click on Next to proceed.
  • The next page will present an Auto Account Setup. Avoid this. Instead, click on the checkbox on the bottom to "Manually configure server settings or additional server types." Click on Next to proceed.
  • The next page will ask you for the account type you wish to create. Select Microsoft Exchange. Click on Next to proceed.
  • You are at the screen titled "Microsoft Exchange" and can setup the Exchange mailbox. Please type in the server name we provided to you when you signed up under Microsoft Exchange server. Check the box directly underneath it that states "Use Cached Exchange Mode".
  • Type in the username that was provided to you when you signed up.
  • Click on the button titled More Settings.
  • Click on Connection tab.
  • Under "Outlook Anywhere" section check the box to "Connect to Microsoft Exchange using HTTP".
  • Click on the "Exchange Proxy Settings" button.
  • You are now at a Microsoft Exchange Proxy Settings screen.
  • Check the box to "Connect using SSL only."
  • Finally, check the two boxes: "On fast networks, connect using HTTP first, then connect using TCP/IP" and "On slow networks, connect using HTTP first, then connect using TCP/IP".
  • Select Basic Authentication under Proxy Authentication Settings.
  • Click on OK on the previous screen to return to Microsoft Exchange settings.
  • Clicking on Check Name will allow you to login. When presented with the login screen, type in the username and password as they were issued to you when you signed up for the service. If all works well, you will be returned to the previous page with your display name underlined. If you are prompted for the username and password again make sure you have typed them in correctly. If you are certain that your username and password are correct, because you can login with the same credentials under OWA, type in the domain prefix (for example, XD\testuser etc).

Will my iPhone work with Hosted Exchange?

Absolutely! All of our Microsoft Servers support ActiveSync.

How do I found out the size of my mailbox?

  • From Outlook 2007, right click on your mailbox (Mailbox - Joe Doe) and select properties.
  • On the general tab click on Folder Size.
  • To find out the amount of data stored on the server, select the Server Data tab. To find out the amount of data stored in the local profile, select Local Folders.
  • The total size may take a few moments to be calculated as Outlook will add the size of every item in your Exchange account. The total will be displayed in KB's. To find out how many megabytes that translates into, just divide the total by 1024.

What do I do if I receive a 0x8004010f error when clicking Send/Receive in Outlook 2003/2007/2010?

  • Clients in the Exchange hosting environment (or any Outlook/Exchange relationship) should not use the Send/Receive button in Outlook. Messages, calendar notifications, notes and all other Exchange data are streamed down to you automatically.
  • Clicking on Send/Receive attempts to download an Offline Address Book which is not published.
  • Send/Receive is meant for POP3/SMTP hosting, which Outlook/Exchange services do not rely on.

How do I share my calendar/contacts/mailbox with other users?

  • First locate the item you wish to share (Inbox, Calendar, etc.) and right click on it. Select Share.
  • You will be prompted to select the users that will have permission to access your items as well as the access level you wish to assign to them.

How do I sign up for BlackBerry BES Service?

  • Blackberry BES service is available for servers located in United States. Please access the Server Manager tab in our support portal and select Blackberry BES.
  • Note: You can always use Blackberry BIS or a Blackberry Desktop Redirector free of charge.

I just signed up for Exchange Hosting and started uploading my mailbox. It stopped at 5 GB. Don't I have 10 GB?

  • Your Exchange 2007 hosting comes with 10 GB storage across your Inbox, your Public Folders and your SharePoint portal. During the first 30 days, your mailbox is limited to 5 GB storage unless you contact us to remove the limit.
  • The 5 GB restriction is in place due to the frequent complaints by companies migrating to Hosted Exchange and attempting to upload their entire mailbox and archived folders. In the past, this resulted in bandwidth overage charges by the client's ISP, and we've implemented this default threshold to restrict users from uploading their entire databases.
  • If you are uploading your entire mailbox and are doing so intentionally, please contact us to remove the storage limit that is enforced during the first 30 days. Requests are handled one username at a time.
  • There is currently no way to remove the limitation for all users or all domains.

I get a security alert when opening outlook: Security Alert. The name on the security certificate is invalid or does not match.

  • If you are currently hosting your domain at a service provider that implements catchall DNS, you need to have it disabled before implementing Exchange hosting. Outlook 2007 validates the address in order to retrieve settings for your Exchange account.
  • With catchall DNS, that record points somewhere other than our server and causes an SSL mismatch that throws the SSL error.
  • Note: Even when you disable your catchall DNS, you may not immediately see any results. It can take 24-72 hours for your DNS changes to propagate.

What is the MX record for Exchange Hosting?

  • All Exchange servers at ExchangeDefender are protected by ExchangeDefender SPAM & Virus Filtering.
  • Please point your MX record to:

If I have multiple third level domains hosted in Exchange will they be able to share calendars, address books, etc.?

  • The Global Address List (GAL) is determined by the email address of the user. All the users were listed under the same domain (i.e. are able to share these tools with everyone under that domain. However, users listed under separate third level domains (i.e. would only be able to see the users under the "monkeys" domain.


Exchange 2007 has a lot of useful features that only work with Outlook 2007, one of which is Auto Discover. Auto Discover allows Outlook to "self configure" itself using only the mailbox name, email address, password, and a autodiscover DNS record.

Before attempting to setup Outlook, log into your clients DNS control panel and create a CNAME record with the hostname "autodiscover" and the destination of

  • ExchangeDefender Exchange 2007/2010 Hosting includes a Microsoft Outlook 2007/2010 license. You can download the media from the Service Manager in the mailbox details section.
  • If you already have Microsoft Outlook installed please confirm that it's closed and open your Microsoft Windows Control Panel.
  • Double click on the Mail icon.
  • Click on Show Profiles. In order to minimize data loss we recommend creating an alternate (new) profile for your ExchangeDefender Exchange 2007/2010 mailbox.
  • Click Add to create the new profile.
  • Name the new profile. For example, Hosted Exchange.
  • Type in the user's full name, email address, mailbox password and click Next. This will attempt to locate the autodiscover record created earlier.
  • Outlook will begin to search for "".
  • Once Outlook connects to the Autodiscover IP, the client will be warn that a referal is taking place. Select "Don't ask me about this website again" and select Allow.
  • Outlook should prompt for user Authentication; Fill in DEWEY\Username for the username and the mailbox password. Note: DEWEY is just used as an example. You should place the NT domain provided to you when you signed up for Exchange Hosting.
  • If everything was configured correctly, you should see a success message.

How do I get correct names in my GAL for cached mode OAB?

  • If you've migrated to hosted Exchange from an on-premise deployment, or if you have a complex GAL setup, you may at some point get GAL corruption (in which case you may see names that are no longer a part of your organization). It is possible to configure how Outlook client downloads and processes Offline Address Books (OAB) that contain your Global Address List (GAL).
  • Problem
    • Users see "foreign" contacts in their GAL
    • Users are constantly prompted for a password even after authenticating
    • Users are not seeing the correct names in their GAL
  • Solution
    • Please follow the instructions from Microsoft KB Article 823580. Set the registry value to 0.
    • Also search for any .oab files on the client PC and remove them (they should be under\documents and settings\local settings\application data\microsoft\address list or \users\appdata\local (or roaming)\micosoft\address list).

Is there an SMTP server provided for Hosted Exchange mailboxes?

  • In the case where a client needs to send mail from other non-Outlook sources such as scanner that e-mail documents the SP can be provided the following SMTP server information to their client. For the most part, the SMTP server is the same as the Exchange IMAP/OWA server. You can use the cheat sheet for the SMTP client settings found in our Knowledge Base within the portal.

How do I connect to an Exchange Mailbox using POP3 or IMAP4?

  • In the case where a client needs to access an Exchange mailbox using POP3 or IMAP4 from other sources such as non-Outlook mail clients, iPhones, and Android Phones they can be provided the following POP3/IMAP4 server information. For the most part, the POP3/IMAP4 servers are the same as the Exchange IMAP/OWA server. You can use the cheat sheet for the POP3/IMAP4 client settings found within the Knowledge Base of our Support Portal.