Incoming email problem : mail in Drop and mailbox folder but not in list RRS feed

  • Question

  • Hello,


    I have configured incoming email as directed on many Sharepoint sites, but I find the following problem: email is not being added to my sharepoint list, wherease it is sitting in C:\Inetpub\mailroot\Mailbox\mysmtpserver.myorg folder. 


    Email appears in Drop folder, and is removed shortly thereafter, automatically - I can verify this by copying and pasting a .eml file into c:\Inetpub\mailroot\drop.  From this, I deduce that mail is successfully arriving, and being processed, at the server.


    -  I have checked the Sharepoint logs, and no errors appear relating to mail. 

    -  I have also checked the SMTP log in C:\windows\system32\LogFiles\SMTPSVC1 without result.

    -  My Sharepoint Timer service account has full rights to the drop folder.

    -  I can successfully add an Outlook account to the mailbox on the SMTP server, and the email is downloaded to my Outlook client.  It appears that Sharepoint is not downloading the mail to the list.


    How do I proceed from here?  Can anybody recommend a solution, or a way to troubleshoot this?



    Tuesday, January 8, 2008 2:53 PM



    Steve, I believe I have fixed the problem.

    I had configured POP3 on the server, with a mailbox for each account.  I have removed the mailboxes and it now works!


    I suppose that the POP3 service was moving the items from the drop folder to the .mbx folders, thus leaving sharepoint nothing to pick up?

    Friday, January 11, 2008 12:11 PM

All replies

  • Have you checked the ULS log?  Also, what type of list are you attempting to send to, what type of email is it, and what are the permissions setting for incoming email set to?


    Tuesday, January 8, 2008 9:08 PM
  • Yes, the ULS logs are bare.

    I am sending to a standard Document Library which has no security restrictions on incoming email.



    ULS reports only the following:

    The Incoming E-Mail service has completed a batch. The elapsed time was 00:00:00. The service processed 0 message(s) in total.


    It is HTML email with a .doc attachment


    The doc library is configured as follows:

    Email Address: test3@mycomputer.mydomain.com 

    Allow this document library to receive email? YES

    Save all attachments in root folder

    Overwrite files: YES

    Save original email: YES

    Save meeting invitations: YES

    Email Security policy: Accept email messages from ANY sender.





    Wednesday, January 9, 2008 2:04 PM
  • Question I have surrounding this:


    When configuring and Outlook client to access the mailbox, I must specify an account and a password.


    Why does Sharepoint not require the password, but merely the email account?


    Wednesday, January 9, 2008 2:52 PM
  • Sorry, no answer just validation.

    We are having the same problem, however we are getting the following in the hive log:


    01/09/2008 09:05:27.58  OWSTIMER.EXE (0x0D64)                    0x1448 Windows SharePoint Services    E-Mail                         6873 Warning  An error occurred while processing the incoming e-mail file G:\Inetpub\mailroot\Drop\918f44ca01c852c800000007.eml. The error was: Unknown alias.. 
    01/09/2008 09:05:27.58  OWSTIMER.EXE (0x0D64)                    0x1448 Windows SharePoint Services    E-Mail                         6871 Information The Incoming E-Mail service has completed a batch.  The elapsed time was 00:00:00.0156252.  The service processed 1 message(s) in total.  Errors occurred processing 1 message(s): Message ID: <003301c852c8$8e146fe0$aa3d4fa0$@com>   The following aliases were unknown: joe  

    This functionality is very important to the success of our project. Anyone have any more ideas?


    Thanks in advance,


    Wednesday, January 9, 2008 9:40 PM
  • I have a whitepaper on this if you have not already read it with various troubleshooting tips for Exchange 2003 and 2007 with incoming E-Mail. If after reading this you still have problems you may need to start over and try setting it up again. I have known people have issues and then start again but obviously something changes in the setup and it now works. 90% of the time it is a permissions issue that stops incoming mail working.



    Steve Smith


    Wednesday, January 9, 2008 9:48 PM

    Where are the emails coming from. I have a lot of issues with emails not coming from Outlook. I here your can send emails from other clients, but my success stories are small.
    Thursday, January 10, 2008 3:57 AM
  • Thanks steve.  Your Whitepaper is probably the "standard" out there, and I have already used it extensively.


    Can you perhaps explain how the authentication works when Sharepoint retrieves the mail from the mailbox?  Since it does not have the password, I am curious to know how it gets into the mailbox.



    Friday, January 11, 2008 11:13 AM
  • SharePoint never touches the Mailbox , Sharepoint will only poll using the SpTimer Service the drop folder on the local moss server defined in central admin - incoming mail and will then pickup and distribute mail to the relevant doc libraries / lists be using the header of the mail to identify the correct mail address to match corresponding lists / permissions.

    All routing from the point of leaving the senders mailbox to it reaching the SharePoint SMTP drop folder is down to standard Mail Routing. In the case of using Exchange Server and AD this also involves directory lookups for mail flow based on the SMTP addresses of in this case a contact or distribution group.


    Steve Smith

    Friday, January 11, 2008 11:25 AM
  • When I drop files into the drop folder, they are removed by an automatic process within a few seconds.  They appear in the mailbox folder, or sometimes they disappear completely. 


    Which process is moving the files? 

    Friday, January 11, 2008 11:35 AM
  • I believe it is the owstimer service that actually moves the file but the SpTimer services polls the folder.


    Steve Smith


    Friday, January 11, 2008 11:45 AM

    Steve, I believe I have fixed the problem.

    I had configured POP3 on the server, with a mailbox for each account.  I have removed the mailboxes and it now works!


    I suppose that the POP3 service was moving the items from the drop folder to the .mbx folders, thus leaving sharepoint nothing to pick up?

    Friday, January 11, 2008 12:11 PM
  • Very good , I seem to remember that being raised before. I will make sure it is added to my troubleshooting section in the Whitepaper.

    Thanks for the update


    Steve Smith


    • Unmarked as answer by Mike Walsh FIN Friday, February 25, 2011 4:22 PM
    Friday, January 11, 2008 12:50 PM
  • HI Steve,


    I am working with Sharepoint Designer 2007 "Send Email" activity to send an email to email enabled document library. The problem is that SharePoint Timer service is not moving the .eml file to the document library and also deleting the .eml file itself.


    The emails of exchange web access and my custom .net mail sending application is moving the document library with no problems i.e. going to Drop and then to document library.


    The difference i find is in the .eml files between the sharepoint designer activity and exchange web


    The contents of the (.eml) file which is moving from SharePoint Designer "Send Email" Activity is


    x-sender: Administrator@mosstraining.com
    x-receiver: kashif@mossvm.com
    Received: from mosstraining.mosstraining.com ([]) by mossvm.com with Microsoft SMTPSVC(6.0.3790.3959);
      Fri, 8 Feb 2008 15:24:09 +0500
    Received: from mossvm ( by mosstraining.mosstraining.com (
     with Microsoft SMTP Server id 8.0.685.24; Fri, 8 Feb 2008 15:24:03 +0500
    Date: Fri, 8 Feb 2008 15:24:09 +0500
    From: <administrator@mosstraining.com>
    To: <kashif@mossvm.com>
    Content-Transfer-Encoding: 8bit
    Content-Type: text/html; charset="utf-8"
    Subject: hello faraz
    MIME-Version: 1.0
    X-Mailer: Windows SharePoint Services (version 3)
    Message-ID: <297e48b5-d307-4571-ae78-68c802871f38>
    Return-Path: administrator@mosstraining.com
    X-OriginalArrivalTime: 08 Feb 2008 10:24:10.0075 (UTC) FILETIME=[BE2532B0:01C86A3C]



    I believe this is a bug.


    Faraz Javaid

    Friday, February 8, 2008 11:00 AM
  • I can verify similar behaviour.  Our emails are working erratically, and this could well be due to the above problem i.e. differing mail formats or differing source servers.


    Friday, February 8, 2008 2:13 PM
  • Has this issue been resolved. We are facing the same problem


    Tuesday, March 25, 2008 6:26 AM
  • Jean thanks for some info on this.

    I have also seen post relating to this at:



    But seems nobody from Microsoft is looking at this problem.

    If the differing mail format is the issue or the differing source servers.

    Is there a solution for this???????



    Friday, May 2, 2008 1:07 AM
  • Hi,

    I have struggled with this the better part of a working day.
    Reading http://sharepointjoe.blogspot.com/2007/05/moss-2007-smtp-and-pop3.html fixed it for me.

    Now Im happy as a clam
    Thursday, July 31, 2008 8:08 PM
  • I have the same problem. The mail is going to the drop folder, and is removed.

    In my case, it only happens with external mail that is not from within my domain.
    Internal mail is reviced, and shows up in the list just fine.
    So, I had mail sent to an internal users account, and then had the internal user forward the external mail to the list. That worked. But, all the mail appears to come from the internal email users address.

    So, I created an exchange user accunt to have the mail re-directed (not forwarded) from that account to the list. When I re-direct it to the list it makes the drop folder, but does not make it to the list.

    I am configured to recived mail from any sender, and any exchange server.

    And still - No luck yet. :(

    I have been working on this for almost a week now.
    I hope someone finds and answer.
    Thursday, August 28, 2008 5:44 PM
  • Hello J. Ponder

    I am also facing same problem, I am able to receive mail if I sent it internally, but If I send from outside from network, it is not delevering nor adding in my list as well as not appearing in my smtp server drop folders.

    DId you resolve thise issue, if yes please let me know, it seems I need to do some seeting exchange.

    Please advise
    Thursday, September 18, 2008 12:05 PM
  • i've the same problem...in my opinion sharepoint incoming email function doesn't work with external email provider but only with internal smtp server or exchange server.

    I hope tha someone can contradict me
    Thursday, October 15, 2009 9:41 AM
  • i resolved this issue with a redirect software called E.R.C. that automatically redirects email from my pop account to my local smtp server so the emails are saved to drop folder and readen by sharepoint.
    Great software ande problem solved! ;)
    • Proposed as answer by giangy11 Monday, October 19, 2009 2:49 PM
    • Unproposed as answer by Mike Walsh FIN Friday, February 25, 2011 4:22 PM
    Monday, October 19, 2009 2:49 PM
  • I had the same problem, it was getting picked up from the drop  but not coming on to the list.

    -POP3 not installed.

    Windows SharePoint Services
    The Incoming E-Mail service has completed a batch. 
    The service processed 0 message(s) in total.

    -Emails sent by Thunderbird was good

    -with one difference in the email header
    “X-Mailer” = "Windows SharePoint Services (version 3)"

    E-mail messages from SharePoint lists or workflows to SharePoint lists do not arrive

    it works and no 404!! :)

    • Edited by tjacjo Friday, November 13, 2009 10:21 PM grammer ! man
    Friday, November 13, 2009 9:40 PM
  • I also had the same problem that some Emails beeing ignored by the document library.

    Is turns out that this happens only to all digitally signed emails!

    Unsigned Mails do not cause any problems.

    Hope this helps.


    Friday, February 25, 2011 12:34 PM