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1996-08-16
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WHAT'S NEW IN POST.OFFICE VERSION 2.0
-----------------------------
This document includes:
- An Introduction to Post.Office 2.0
- Instructions for Obtaining the New Software
- Instructions for Updating Your System
- A Discussion of Changes to Post.Office Forms
- Detailed Descriptions of New Features
- Additional Information on Features Implemented in Interim Releases
- A List of Bug Fixes and Minor Enhancements
1. INTRODUCING POST.OFFICE 2.0
-------------------------------------------------------------------------
Post.Office version 2.0 offers extended functionality and improved
ease of use. To take full advantage of the systemÆs current capabilities
please refer to the supplemental information contained in this document.
Discussions included here expand on topics previously covered in the
manual and describe the following new features:
- Administrator controlled limits on message size and POP3 mailbox size to
prevent users from acquiring an inappropriate share of system resources
- Convenient display of current and maximum POP3 mailbox size for all
accounts with POP3 delivery allowing quick recognition of potential
overlimit conditions
- Designation of minimum free disk space guarantees that a specified amount
of unused space will be reserved
- Enhanced explanations for mail queuing include the reason (or reasons)
delivery was prevented
- Ability to route outgoing mail to a port other than the standard SMTP port
(port 25) for added flexibility in system configurations involving gateways
- Independent controls to define the maximum number of POP3 client connections,
incoming SMTP connections, and outgoing SMTP connections
- Revised Web forms that simplify the entry and editing of account information
- Automatic re-display of new Account Data forms for faster account entry
- Option to disable automatic delivery of a greeting message upon creation of
new accounts
- Z-POP support for users with Z-Mail client software
- NT version only - Integration of NT user passwords and Post.Office passwords
simplifies system administration
- NT version only - The Simple Online Support (SOS) tool is included for
assistance in installing Post.Office on Windows NT
Note: Post.Office version 2.0 requires Windows NT 3.51 with Service Pack 2
or higher. As of this release Windows NT 3.50 is no longer supported.
2. OBTAINING POST.OFFICE VERSION 2.0
-------------------------------------------------------------------------
The same software is used for installing Post.Office version 2.0,
upgrading from an earlier version, or upgrading your 2.0 license
to accommodate additional accounts/mailboxes. The program checks
to see if Post.Office already exists, then self-adjusts to perform
the necessary installation or upgrade procedure.
To download the software directly from our web site:
1. Point your web browser to http://www.software.com
2. Click on the "Product Guide" button.
3. Follow the Post.Office link associated with the appropriate
operating system (NT or UNIX)
4. Download the recommended items selecting them one by one.
A dialog box will appear each time you choose to download
a file. Indicate the location in which the file should be
stored and click on the OK button.
5. Exit the web site and open a local text editor.
6. Locate and open the README file.
7. Follow the instructions in the README file to install
or upgrade your software. Pay careful attention to any
pre-installation instructions or related cautions. Those
instructions must be observed in order to preserve the
integrity of any customized forms you may have created
and prevent the introduction of an invalid license number.
To obtain the software via ftp:
1. From the command line change directory to the location
where you wish to store the downloaded file (typically a
temporary directory).
2. Type ftp ftp.software.com at the prompt.
3. Log in as anonymous; enter any password.
4. Type cd ftp/public/software/PO20
5. List the contents of the directory.
6. Change directory to the operating system in which you
are interested.
7. List the contents of the directory to see all the available
platform directories.
8. Change directory to the platform in which you are interested.
9. List the contents of the directory.
10. Make sure you are in binary mode by typing: binary
11. Obtain both the desired package and the associated README file
by typing:
get "package name"
- and -
get "Read Me file name".
12. Exit the ftp site and open a local text editor.
13. Locate and open the README file.
14. Follow the instructions in the README file to install
or upgrade your software. Pay careful attention to any
pre-installation instructions or related cautions. Those
instructions must be observed in order to preserve the
integrity of any customized forms you may have created
and prevent the introduction of an invalid license number.
If you would prefer to have the software delivered to you on CD, please
contact our sales department at Sales@Software.com
3. UPGRADING YOUR SYSTEM TO POST.OFFICE VERSION 2.0
-------------------------------------------------------------------------
THE POST.OFFICE UPGRADE OPERATION IS PERFORMING TASKS OF CONSIDERABLE
COMPLEXITY INCLUDING DATABASE REGENERATION. TO ENSURE SUCCESS YOU MUST
BACKUP YOUR SYSTEM PRIOR TO UPGRADING AND ALLOW ADEQUATE TIME TO COMPLETE
THE POST.OFFICE UPGRADE OPERATION. IT IS ESSENTIAL THAT THE PROCESS
RUN TO COMPLETION WITHOUT INTERRUPTION.
The time required to execute the upgrade process will vary based on the
amount of memory, processing speed, and the number of installed accounts.
Internal benchmarking conducted on a machine with 32 mb of RAM and
a Pentium 100 processor running Windows NT 3.51 with Service Pack 3
produced the following upgrade times.
Number Number of Upgrade Time
of Users Addresses per User (Min:Sec)
500 10 2:20
2000 3 3:24
2000 10 7:35
Tests run in the UNIX environment indicate approximate upgrade times of
one minute per thousand users.
Please compare your system's statistics to those provided above
and plan accordingly.
BACK UP YOUR EXISTING SYSTEM
In the interest of safety and good software practices, existing users
of Post.Office should back up their system before upgrading to
version 2.0. Upgrading is a nondestructive process which retains all mail,
and account and configuration information; however, if the upgrade
operation is interrupted, recovery is required. Instructions on
restoring your mail system are provided in the Backup & Restore section of
the FAQ (available at http://www.software.com/tech/faq/FAQ_Contents.html),
but those instructions presume existence of the necessary backup files.
To assist you in completing this essential operation, backup instructions
are included as part of all upgrade instructions that follow.
UPDATE ANY CUSTOMIZED FORMS
Because Post.Office forms were significantly modified in version 2.0,
users working with customized versions of the Post.Office forms need to
perform the following steps when upgrading their system to version 2.0.
1. Obtain copies of the standard forms for Post.Office version 2.0 by
sending a request to Support@Software.com
2. Revise the standard forms as desired.
3. Follow the detailed instructions presented on the pages that follow
to backup your system and upgrade the Post.Office software.
4. Once the upgrade process is complete, re-submit your revised versions
of the standard 2.0 forms for use with the upgraded system.
Note: Upgrade instructions apply to current users of the Post.Office
software. If you are installing Post.Office for the first time, refer
to the instructions found in the READ ME file delivered with your software
or in Chapter 3 of the Post.Office Manual.
TRIAL USERS ONLY
Because of changes in our licensing system, upgrading to Post.Office 2.0
from a TRIAL VERSION of Post.Office 1.9.x yields an INVALID LICENSE.
Please note that all users upgrading to Post.Office 2.0 from a TRIAL VERSION
of Post.Office 1.9.x (current or expired) need to purchase a valid license
from Sales@Software.com.
3.1 Windows NT Upgrade Instructions
------------------------------------
The size of the Registry expands during upgrade. If insufficient space
is available the upgrade will fail and recovery will be required.
Although the exact amount of space required depends on a variety of
factors including the number of Post.Office accounts currently established,
a good rule of thumb is that Maximum Registry Size should be at least
twice Current Registry Size. To verify that sufficient size is available
do the following:
1.) From the Program Manager double click on the Main\Control Panel\System
icons in the order indicated.
2.) Click on the Virtual Memory button in the System window.
3.) In the Vitual Memory window check the values in the fields titled
Current Registry Size and Maximum Registry Size. The maximum size
should be at least twice the current size. If it is not, make the
necessary correction and click on the OK button.
Registry size should now be sufficient to complete the upgrade successfully.
--------------------------------------
To permit recovery if the upgrade process is accidentally interrupted,
backup instructions are included as the initial steps in the upgrade process.
DO NOT omit these important first steps.
1. Back up the required Registry information by launching the Registry Editor,
(REGEDT32.EXE), locating the following keys, and saving each one
independently (by selecting the desired key, pulling down the Registry menu,
and then choosing the Save Key command).
a) HKEY_LOCAL_MACHINE\SOFTWARE\Software.com\Post.Office
(suggested name & location: anotherhost\temp\Post.OfficeRegKey1.9.3)
b) HKEY_LOCAL_MACHINE\SOFTWARE\Software.com\Post.Office\MTA-Accounts
(suggested name & location: anotherhost\temp\MTA-AccountsRegKey1.9.3)
2. Back up the required file system information. The exact location
of the required directories can be found via the Program Manager by
double clicking on the Main\Control Panel\Post.Office icons in the
order indicated. When the Post.Office applet window appears look at
the bottom to determine the locations of the following items:
a) The Post.Office Directory containing configuration information
(suggested name & location: anotherhost\temp\Post.Office1.9.3config)
b) the Program Directory containing Post.Office executables
(suggested name & location: anotherhost\temp\Post.Office1.9.3execs)
c) the Mailbox Directory containing your mailbox information
(suggested name & location: anotherhost\temp\Post.Office1.9.3mailbox)
Back up those directories in addition to the registry keys mentioned in
Step 1 above.
Note: If you aren't already doing so, you should be backing up these items
on a regular basis.
3. Locate the Post.Office package either on the CD on which it was delivered,
or in the directory in which you stored a downloaded version.
4. If you obtained the software from our web or ftp site you will need
to extract the Post.Office package. The Intel package will self extract
if you "run" it from the command line or double-click on the file from within
the File Manager. All other versions require use of an extraction utility
(UNZIP.exe for mips, ICOMP.exe for DEC Alpha and Power PC) which can be
downloaded from the same directory in which you found the Post.Office package.
Place the entire contents of the package into a NEW temp directory since
there are no guarantees that existing older versions will be overwritten
during extraction. (When installation is complete you can remove the
temporary directory.)
5. Verify that you are logged on properly. If you are on a workstation
or backup domain server you must be logged on as the Administrator of
your host machine before running Setup.exe. Only if you are on a
primary domain controller can you log in as the Administrator of
your domain.
6. Run Setup.exe
Note: The Setup program occupies only half your screen to allow for
simultaneous display of Simple Online Support (SOS). SOS is intended for
use as a guide during initial installation, however it contains
supplemental information that may also be of interest to people
upgrading their software. To access SOS, launch your browser and point
it to: http://www.software.com/tech/sos/po-install.htm
7. The Installshield GUI will prompt you to choose one of three options:
Remove, Update, or Set License Number.
Choose Update and click on the Next button. This installs all the new
software and configuration files, retaining the values of any parameters
you have customized and all information in your accounts database. When
it's finished, the Setup program will re-start Post.Office for you.
3.2 UNIX Upgrade Instructions
--------------------------------------------------------------------------
Please note that Program Delivery is turned off by the upgrade process.
A reminder to re-enable Program Delivery is included in the instructions
for those users to whom this feature applies.
Instructions for upgrading the UNIX version of Post.Office vary slightly
from platform to platform. Refer to the appropriate section below for
directions on upgrading your specific installation.
3.2.1 Solaris Upgrade Instructions
-----------------------------------
To permit recovery if the upgrade process is accidentally interrupted,
backup instructions are included as the initial steps in the upgrade process.
DO NOT omit these important first steps.
The following upgrade instructions assume that you have installed Post.Office
in the default locations which are /opt/post.office (program executables)
and /var/spool/post.office (the spooling directories). If you selected other
locations you will need to adjust the instructions accordingly. To determine
the current locations of your Post.Office, Program, and Mailbox directories
list the contents of the /etc/post.office.conf file.
1. Log on as root.
2. Back up the contents of the following items:
a) /opt/post.office (the Post.Office executables)
b) /var/spool/post.office (the configuration information)
c) /var/spool/mailbox (the mailbox information)
d) /etc/post.office.conf (your configuration file)
Note: If you aren't already doing so, you should be backing up these
directories regularly.
3. Shutdown Post.Office by typing:
/opt/post.office/post.office shutdown
4a. If your software was delivered on CD: mount the CD on your computer
and change directory to the location containing the Post.Office files
for your particular operating system/platform.
4b. If you downloaded the software from our ftp or web site: uncompress
the file you downloaded into a temporary directory and expand the resulting
archive file to create the Post.Office package (SCOM-MTA) by typing:
cd /var/tmp
uncompress PO20-solaris2.tar.Z
tar xvpf PO20-solaris2.tar
5. Remove the old package (the Solaris packaging facility will not let you
overwrite an old package with a newer version) by typing:
pkgrm SCOM-MTA
Note: This will not remove your current configuration files or change your
existing accounts in any way.
6. Install the new package by typing:
pkgadd -d . SCOM-MTA
This will "remember" where you had installed everything, and give you the
option of skipping the typical installation Q&A.
CAUTION: The upgrade program will ask if you wish to change
configuration information. You should answer "no". Only under
exceptional circumstances while assisted by support personnel
should you modify configuration information while upgrading.
7. If you are currently using Program Delivery you will need to re-enable
that feature by typing:
chmod u+s /opt/post.office/local/Program-Deliver
rm /opt/post.office/trusted/NO-PROGRAM-DELIVERIES
CAUTION: There are security issues associated with the use of Program
Delivery. Please read Appendix G of the Post.Office manual to ensure
you understand those issues before enabling this feature.
8. Run the Post.Office configuration program: /opt/post.office/Setup
This process configures the new software, allowing retention of
all pre-existing configuration parameters. All account information
is maintained through this process.
When the Setup program is finished, it will re-start Post.Office
for you.
3.2.2 AIX3/HPUX9/HPUX10 Upgrade Instructions
---------------------------------------------
To permit recovery if the upgrade process is accidentally interrupted,
backup instructions are included as the initial steps in the upgrade process.
DO NOT omit these important first steps.
The following upgrade instructions assume that you have installed Post.Office
in the default locations which are /usr/local/post.office (program executables)
and /usr/spool/post.office (the spooling directories). If you selected other
locations you will need to adjust the instructions accordingly. To determine
the current locations of your Post.Office, Program, and Mailbox directories
list the contents of the /etc/post.office.conf file.
1. Log on as root.
2. Back up the contents of the following items:
a) /usr/local/post.office (the Post.Office executables)
b) /usr/spool/post.office (the configuration information)
c) /usr/spool/mailbox (the mailbox information)
d) /etc/post.office.conf (your configuration file)
Note: If you aren't already doing so, you should be backing up these
directories regularly.
3. Shutdown Post.Office by typing:
/usr/local/post.office/post.office shutdown
4a. If your software was delivered on CD: mount the CD on your computer,
change directory to the location containing the archive file for the
appropriate UNIX platform, copy that archive into a temporary directory,
and expand it by typing:
cp XXX.tar* /usr/tmp
cd /usr/tmp
tar xvpf XXX.tar*
(where XXX represents your platform type)
4b. If you downloaded the software from our ftp or web site: uncompress the
file you downloaded into the temporary directory and expand the resulting
archive file by typing:
cd /usr/tmp
uncompress PO20-XXX.tar.Z
tar xvpf PO20-XXX.tar
(where XXX represents your platform type)
5. Change to the newly created directory and install Post.Office version 2.0.
cd Post.Office
./installpo
The install script will "remember" where you had installed everything,
and give you the option of skipping the Q&A. This procedure will not
remove your current configuration files or change your existing
accounts in any way. When the installation program is finished, it
will re-start Post.Office for you.
CAUTION: The upgrade program will ask if you wish to change
configuration information. You should answer "no". Only under
exceptional circumstances while assisted by support personnel
should you modify configuration information while upgrading.
6. If you are currently using Program Delivery you will need to re-enable
that feature by typing:
chmod u+s /usr/local/post.office/local/Program-Deliver
rm /usr/local/post.office/trusted/NO-PROGRAM-DELIVERIES
Caution: There are security issues associated with the use of Program
Delivery. Please read Appendix G of the Post.Office manual to ensure
you understand those issues before enabling this feature.
3.2.3 Upgrade Instructions for All Other UNIX Platforms
--------------------------------------------------------
To permit recovery if the upgrade process is accidentally interrupted,
backup instructions are included as the initial steps in the upgrade process.
DO NOT omit these important first steps.
The following upgrade instructions assume that you have installed Post.Office
in the default locations which are /usr/local/post.office (program executables)
and /var/spool/post.office (the spooling directories). If you selected other
locations you will need to adjust the instructions accordingly. To determine
the current locations of your Post.Office, Program, and Mailbox directories
list the contents of the /etc/post.office.conf file.
1. Log on as root.
2. Back up the contents of the following items:
a) /usr/local/post.office (the Post.Office executables)
b) /var/spool/post.office (the configuration information)
c) /var/spool/mailbox (the mailbox information)
d) /etc/post.office.conf (your configuration file)
Note: If you aren't already doing so, you should be backing up these
directories regularly.
3. Shutdown Post.Office by typing:
/usr/local/post.office/post.office shutdown.
4a. If your software was delivered on CD: mount the CD on your computer
and change directory to the location containing files for your particular
operating system/platform.
Digital UNIX Note: The default options used to mount a CD may not
be appropriate. Be sure to specify "cdfs" as the file system type
and include the Rock Ridge Interchange Protocol option "rrip".
For example, if your CD ROM device is assigned a SCSI-ID of 6
and you want to access the CD ROM from the directory /CDROM,
you would use the following command:
mount -r -t cdfs -o ro,rrip /dev/rz6c /CDROM
SunOS Note: The default options used to mount a CD may not
be appropriate. Be sure to specify "hsfs" as the file system type.
4b. If you downloaded the software from our ftp or web site: uncompress the
file you downloaded into a temporary directory, expand the resulting
archive file, and then change to the newly created directory by typing:
cd /var/tmp
uncompress PO20-<platform>.tar.Z
tar xvpf PO20-<platform>.tar
cd Post.Office
5. Install the new version of Post.Office.
./installpo
The install script will "remember" where you had installed everything,
and give you the option of skipping the Q&A. This procedure will not
remove your current configuration files or change your existing accounts
in any way. When the installation program is finished, it will re-start
Post.Office for you.
CAUTION: The upgrade program will ask if you wish to change
configuration information. You should answer "no". Only under
exceptional circumstances while assisted by support personnel
should you modify configuration information while upgrading.
6. If you are currently using Program Delivery you will need to re-enable
that feature by typing:
chmod u+s /usr/local/post.office/local/Program-Deliver
rm /usr/local/post.office/trusted/NO-PROGRAM-DELIVERIES
CAUTION: There are security issues associated with the use of Program
Delivery. Please read Appendix G of the Post.Office manual to ensure
you understand those issues before enabling this feature.
4. CHANGES IN THE APPEARANCE OF POST.OFFICE FORMS
-------------------------------------------------------------------------
Users familiar with earlier versions of Post.Office will notice a change
in the forms for version 2.0. Some differences will be obvious, such as
the addition of color and graphics to the Web forms. Other changes are
more subtle and are noted here for your review.
Note: Many changes reflect the introduction of additional functionality.
Detailed discussions of those new features appear in the next section
of this document.
4.1 New Terminology
-------------------------------------------------------------------------
Terminology has been simplified to reduce confusion and make completion
of Post.Office forms quick and easy. As always, help text is offered
to eliminate any uncertainty over the meaning of a particular term or
the use of a particular field.
Note: Changes in terminology do not affect the functionality of
Post.Office in any way.
4.2 Reorganization of Web Form Content
--------------------------------------
The forms used to administer Post.Office via the Worldwide Web have
been modified. Input instructions have been emphasized and explanatory
text repositioned to appear immediately before actual entry fields.
Significant changes in specific forms, including the appearance of
additional entry fields, are noted below. Detailed instructions on the
use of new fields can be found in the New Features section that follows.
Note: The structure of E-mail forms remains the same except for the
addition of those fields required for the implementation of new features.
MAIN MENU
- Forms have been grouped into two categories: Account Management and
System Management.
- The SMTP Aliases form and the List of Queued Messages are now included
in the System Management group.
- Separate entry fields allow distinct identification of the name or
e-mail address associated with an Account Data Form or User-Editable
Information Form.
LIST OF ACCOUNTS
- Accounts have been grouped into three categories: Administrative
Accounts, General Accounts, and Special Accounts. The Administrative
Accounts group includes the Postmaster Account (a reserved account)
and the individual accounts for all users with Postmaster privileges.
The General Accounts group includes the Default account (another
reserved account) and the individual accounts for all users with
standard privileges. The Special Accounts group contains the remaining
reserved accounts.
- A link to a blank new account form has been added.
- Current mailbox size and maximum mailbox size are identified for those
accounts with restrictions on their POP3 delivery. (Mailbox size limits
do not apply to other delivery methods.)
INDIVIDUAL ACCOUNT INFORMATION
- A checkbox allowing use of the NT logon password instead of the
Post.Office password has been added. (Refer to the related discussion
in the New Features section for detailed instructions on the specific
system configuration required for proper implementation of this feature.)
- An entry field for identification of the appropriate NT Username (from
which to obtain the NT logon password) has been added.
- Current mailbox size and maximum mailbox size are identified for those
accounts with restrictions on their POP3 delivery. (Mailbox limits do
not apply to other delivery methods.)
- The display of Internet addresses has been divided into Primary Internet
Address and Additional Internet Addresses (if any) to assist users in
recognizing the address that will be used if From Address Rewriting is
selected.
- The entry field used to limit access for account configuration and
message retrieval has been retitled General Access Restrictions.
- A link has been added for easy return to the Main Menu.
ACCOUNT DATA FORM
- A checkbox allowing use of the NT logon password instead of the
Post.Office password has been added.
- An entry field for identification of the appropriate NT
Username\Domain Name (from which to obtain the NT logon password)
has been added. Please note that this feature will NOT work unless
certain, special user rights have been assigned. Please see the
discussion of this feature in section 5.11 for details.
- The text box used to enter finger information has been moved to the
bottom of the form.
- Current mailbox size and maximum mailbox size are identified for
those accounts with restrictions on their POP3 delivery. (Mailbox
size limits do not apply to other delivery methods.)
- The display of Internet addresses has been divided into Primary
Internet Address and Additional Internet Addresses (if any) to assist
users in recognizing the address that will be used if From Address
Rewriting is selected.
- The entry field used to limit access for account configuration and
POP3 message retrieval has been retitled General Access Restrictions.
- The entry field used to limit access for finger inquires has been
retitled Finger Access Restrictions.
- A link has been added for easy return to the Main Menu.
SYSTEM CONFIGURATION
- Automatic delivery of a Greeting form to all new accounts can be
turned off (and back on) via two newly added radio buttons.
- An entry field for identification of desired minimum free disk
space has been added.
- An entry field has been added allowing definition of maximum
message size.
- An entry field allowing definition of the default maximum mailbox
size has been added.
CAUTION: Users should refer to the account list for information on
current mailbox sizes before implementing this feature.
- Entry fields have been added to allow independent definition of the
maximum number of concurrent network connections for POP3 clients
and for incoming SMTP transactions.
- An entry field has been added to allow independent definition of
the maximum number of concurrent outgoing SMTP connections.
LIST OF QUEUED MAIL
- Entries identifying queued mail include the reason (or reasons) for queuing.
5. NEW FEATURES
-------------------------------------------------------------------------
Previous sections described the enhancements offered in Post.Office
version 2.0 in general terms. The comments that follow discuss each
new feature in detail including intended use, specific operating
instructions, and relevant cautions.
5.1 Limits on Mailbox Size
---------------------------
Mailbox size limits allow you to control system resources and prevent
users from acquiring more than their share of disk space. Messages
that would increase the size of a userÆs POP3 mailbox beyond the
established limit are not accepted; instead they are returned to their
sender with a message like the one below indicating that the intended
recipientÆs mailbox is full.
-----------------------------------------------------------------------
| |
| This Message was undeliverable due to the following reason: |
| |
| One or more of the recipients of your message did not receive it |
| because they would have exceeded their mailbox size limit. It |
| may be possible for you to successfully send your message again |
| at a later time; however, if it is large, it is recommended that |
| you first contact the recipients to confirm that the space will be |
| available for your message when you send it. |
| |
| No storage space available in mailbox for Jane.Doe@Software.com |
| |
| The following recipients haven't received this message: |
| |
| Jane.Doe@Software.com |
| |
| Please reply to Postmaster@Software.com if you feel this message to |
| be in error. |
| |
-----------------------------------------------------------------------
Warning message returned to sender when a message cannot be
delivered because the intended recipientÆs mailbox is full.
An additional warning message is generated and sent to the Postmaster
identifying the account for which mail was refused.
(See example below).
-----------------------------------------------------------------------
| |
| The mail system on Software.com encountered the following error: |
| |
| One or more of the recipients of your message did not receive it |
| because they would have exceeded their mailbox size limit. It |
| may be possible for you to successfully send your message again |
| at a later time; however, if it is large, it is recommended that |
| you first contact the recipients to confirm that the space will |
| be available for your message when you send it. |
| |
| No storage space available in mailbox for Jane.Doe@Software.com |
| |
| The following recipients haven't received this message: |
| |
| Jane.Doe@Software.com |
| |
| The original mail envelope addresses are: |
| |
| User-From: SMTP<John.Smith@Acme.com> |
| Recipient: [Jane.Doe@Software.com] |
| |
-----------------------------------------------------------------------
Warning message sent to the Postmaster when a message cannot
be delivered because the intended recipientÆs mailbox is full.
Mailbox size limits apply to only those accounts with POP3 delivery.
Limits can be established globally via the System Configuration form
(which allows definition of the default maximum mailbox size for all
accounts with POP3 delivery), or on an account by account basis via the
Account Data form. Individual limits set at the account level override
the default limit established at the global level (except as noted below).
For ease of maintenance it is recommended that maximum POP3 mailbox size
be established at the global level and passed to all individual accounts
by default. Only exceptions to the global default should be entered at
the level of an individual account.
Note: If a default value for maximum mailbox size is established at the
global level, you cannot allow an individual user to have a mailbox of
unlimited size (leaving the Maximum POP3 Mailbox Size field blank will
result in assumption of the default value).
5.1.1 Setting the Default Maximum POP3 Mailbox Size
The field used to establish Default Maximum Mailbox Size appears on the
System Configuration form. The entry in this field is used as the Maximum
POP3 Mailbox Size for any user that does not have a size limit explicitly
set in their account.
If a default limit is desired, the appropriate maximum size (in
kilobytes) should be entered in this field. Acceptable values are from
100 to 1,000,000 kilobytes.
If this field is left blank (the default option) no limit will be
enforced and mailboxes can grow to any size. Similarly, if the
contents of this field are deleted the system is reset to allow
mailboxes of limitless capacity.
CAUTION: To avoid unintentional rejection of incoming mail, you
should check current mailbox sizes before establishing the Default
Maximum Mailbox size. Current mailbox size appears on the List of
Accounts immediately to the right of the Internet address for each
account with POP3 delivery.
5.1.2 Setting the Maximum POP3 Mailbox Size for a Specific Account
The field used to establish maximum POP3 mailbox size for a particular
account appears on the Account Data form for that account. The entry made
in the Maximum POP3 Mailbox Size field indicates the maximum allowable size
for this userÆs mailbox (in kilobytes). Acceptable values are from 100 to
1,000,000 kilobytes.
The limit established in the Maximum POP3 Mailbox Size overrides the limit
set in the Default Maximum Mailbox Size. To set an individual limit type
the appropriate value in the Maximum POP3 Mailbox Size field. To remove
the limit previously established for an account, delete the contents of this
field.
If the Maximum POP3 Mailbox Size field is left blank, the Default Maximum
Mailbox Size (found on the System Configuration Form) will be used. If
that field is also blank, no limit will be enforced and the mailbox can grow
to any size.
Note: If a Default Maximum Mailbox Size has been established at the global
level, you cannot allow an individual user to have a mailbox of unlimited
size (leaving the Maximum POP3 Mailbox Size field blank will result in
assumption of the default value). Instead, assign the privileged user
the maximum allowable size limit (1,000,000K).
CAUTION: To avoid unintentional rejection of incoming mail, you should
check current mailbox size before establishing the maximum POP3 mailbox size.
Current mailbox size appears on the Account Data Form immediately below the
entry field for Maximum POP3 Mailbox Size.
5.2 Ability to Determine Current Mailbox Size
----------------------------------------------
In systems where mailbox size limits have been established it is important
for both users and Postmasters to be aware of current mailbox sizes. As
the current size of a mailbox approaches maximum size action should be
taken to prevent the rejection of new mail. Either the size of the mailbox
should be reduced or the limit on mailbox size increased.
Current mailbox size is calculated/recalculated on an account by account
basis every time mail is delivered to or removed from a POP3 mailbox.
It is also adjusted upon submission of the related Account Data form
or upon system upgrade.
CAUTION: It is the responsibility of the Postmaster and the individual
users to check mailbox levels. Post.Office does not send warning messages
regarding impending overflow conditions (although it does notify the
Postmaster when mail is rejected).
Postmasters can check the current status of all POP3 mailboxes in a single
operation by referring to the List of Accounts. The current POP3 mailbox
size appears in the list immediately to the right of the Internet address
for each account with POP3 delivery (see example below).
-----------------------------------------------------------------------
| |
| Amy Baker - Amy.Baker@Software.com - (370k/1000k) |
| Andrew Jones - Andrew.Jones@Software.com - (512k/no limit) |
| Anne Smith - Anne.Smith@Software.com |
| |
-----------------------------------------------------------------------
Sample List of Accounts for: a user with a 1000k limit on their POP3
mailbox, a user with no limit on their POP3 mailbox (the system
default), and a user without POP3 delivery to whom mailbox size limits
do not apply.
Users can check the size of their personal POP3 mailbox by requesting
the Individual Information form for their account. Current POP3
mailbox size information appears immediately below maximum POP3 mailbox
size information in the Incoming Mail Delivery section of that form
(see example below).
-----------------------------------------------------------------------
| |
| Maximum POP3 Mailbox Size: 60000 Kilobytes |
| Current POP3 Mailbox Size is: 5128 Kilobytes |
| |
-----------------------------------------------------------------------
5.3 Limits on Message Size
---------------------------
By default, Post.Office will accept a message of any length as long as
there is enough disk space available in its spool area. (If the
intended recipient has POP3 delivery one further condition applies -
they must have space available in their mailbox.)
If you wish to limit the size of messages handled by your system you can
establish a maximum message size. Incoming messages that exceed the
established limit are not accepted; instead they are returned to their
sender with notification that the original message was too large (see
below).
-----------------------------------------------------------------------
| |
| This Message was undeliverable due to the following reason: |
| |
| Your message is larger than the destination computer is willing to |
| accept, so it was returned. The error message below indicates the |
| size of your message and the maximum size allowed by the receiving |
| E-mail system. You may be able to split your message into several |
| smaller pieces and have them delivered separately. |
| |
| Size of this message: 116683 bytes |
| Server maximum size: 65536 bytes |
| |
-----------------------------------------------------------------------
It's important to understand that the message size limit applies to the
total message including any attachments. This condition is further
complicated by the fact that the conversion operation associated with
attachments results in four characters being transmitted for every three
in the original text (so that a file that was originally 300k in size
will add 400k when attached).
5.3.1 Setting the Maximum Message Size
The field used to establish maximum message size appears on the System
Configuration form. The entry made in the Maximum Message Size field
indicates the maximum allowable message size (in kilobytes) including
attachments. Acceptable values are from 64 to 1,000,000 kilobytes. If
this field is left blank no limit will be enforced and messages of any
size can be handled.
Note: The limit on message size applies to all messages handled through
your mail server whether or not they are intended for local delivery.
5.4 Option to Reserve Minimum Free Disk Space
----------------------------------------------
Post.Office tries to use all available disk space in its spool area for
the processing of messages -- new mail will be accepted as long as it
fits on the disk. If you would like Post.Office to leave some of the
disk empty, youÆll need to specify the minimum amount of free disk space
to be reserved.
When Minimum Free Disk Space is specified, any incoming messages that,
if received, would cause free disk space to drop below the reserved
minimum are refused by the SMTP server until enough space becomes available.
Messages refused in this manner are not returned to sender; they are queued
by the sending system for a later attempt.
If the Post.Office directory (the spool directory) and the mailboxes do not
reside on the same disk, the check for minimum free disk space may be
performed more than once for each message.
First, the SMTP server will check the disk where the incoming spool
directory resides. If this check fails the message will be queued by the
sending system for a later attempt. If the initial check succeeds the
message is accepted by Post.Office.
A second check is made when delivering a message to a user's POP3
mailbox. This check is run on the disk where the mailboxes reside.
If it succeeds the mail is delivered to the appropriate mailbox.
If the check fails, the mail is queued internally for a subsequent
attempt at mailbox delivery.
5.4.1 Setting Minimum Free Disk Space
The field used to establish Minimum Free Disk Space is found on the
System Configuration form. Enter the desired space to be reserved
(in kilobytes) in this field. Acceptable values are from zero to
1,000,000 kilobytes.
If this field is left blank (the default option) no free disk space
is reserved. Similarly, if the contents of this field are deleted
the reservation is set aside and Post.Office will continue receiving
mail as long as it fits on the disk.
5.5 Explanations for Mail Queuing
----------------------------------
As in prior versions, queued mail is available for review by the
Postmaster. The Queued Messages List presents the mail in groups
organized by destination host. In version 2.0 the reason for queuing
is also displayed preceded by the number of messages to which a
particular explanation applies.
The list that follows identifies the possible reasons for mail queuing:
- The "Always Defer Delivery" option is enabled - This option appears on
the SMTP Configuration form and is typically selected for sites with
intermittent Internet access.
- CouldnÆt establish SMTP connection on Port #____. - Indicates that the
system was successful in looking up the desired host name but was unable
to connect. Possible causes include a network problem or an improper
response (no greeting, for example).
- Server timed out - This explanation results when Post.Office is talking
to another server, requests something, and never receives a response.
- Server failed - Indicates a temporary deferral.
- Server closed SMTP connection - Indicates a deliberate break in the
connection.
5.6 Option to Disable Delivery of the Greeting Form
----------------------------------------------------
By default a Greeting message is sent to all new users when their E-mail
account is created. The Greeting message provides users with details
about their account and includes instructions for accessing user-editable
account information.
If desired, the Postmaster can disable this feature.
The Yes and No radio buttons which control delivery of the Greeting message
appear on the System Configuration form. If the Yes button is selected
the Greeting message will be sent. If the No button is selected this feature
will be suspended.
To resume automatic delivery of the Greeting message once it has been turned
off, simply return to the System Configuration form, click on the Yes button,
and submit the change. All accounts created after the change has been accepted
will receive the Greeting message automatically.
5.7 Z-POP Integration
----------------------
Post.Office version 2.0 supports the Z-POP protocol for users with Z-Mail
clients. Z-POP support provides these users with folder synchronization,
the ability to store messages directly in their POP mailbox, and the
ability to store changes to client preferences at the server level thereby
propagating them to all related clients.
5.8 Independent Limits for Concurrent Processing
-------------------------------------------------
New fields on the System Configuration form allow default values to be
overridden and independent values established for the maximum number of
concurrent POP3 client connections, incoming SMTP connections, and outgoing
SMTP connections.
This feature provides Postmasters with the flexibility required to fine tune
their system for improved performance. These parameters control the mail
systemÆs use of processor time to either limit the mail systemÆs impact on
systems heavily loaded with other concurrent application programs or to
ensure sufficient processor allocation to the mail system as necessitated by
the number of users served by this Post.Office installation.
With regard to limits on concurrent processes, it is generally recommended
that default values be set low and individual limits increased as required.
5.8.1 Setting Default Limits for Local/Network Processes
To set default limits on concurrent processes, access the System
Configuration form and enter values in the fields titled Default Maximum
Number of Concurrent Network Servers and Default Maximum Number of
Concurrent Local Processes. These default values will apply to all network
and local processes, respectively, unless overridden by specific entries in
the fields labeled Maximum Number of Concurrent POP3 Client Connections,
Maximum Number of Concurrent Incoming SMTP Connections, and Maximum Number
of Concurrent SMTP Connections. Network processes allow communication between
Post.Office and the outside world. They include: the Finger-Server, the
Password-Server, the POP3-Server, SMTP-Accept, and the WWW-Server.
Local processes are internal to the Post.Office environment. They are as
follows:
- Account-Manager
- AutoReply-Handler
- Configuration-Manager
- Error-Handler
- Mailbox-Deliver
- SMTP-Deliver
It is important to understand that the default limit on concurrent processes
applies to each process independently. If the default limit on local
processes is five (the recommended value), then five instances of each local
process can be run at the same time (not a total of five local processes).
5.8.2 Setting Limits for Specific Local/Network Processes
To set a limit on the maximum number of concurrent POP3 client connections,
incoming SMTP connections, or outgoing SMTP connections, access the System
Configuration form and enter the desired value in the appropriate field.
Note: If the entry field associated with Maximum Number of Concurrent POP3
Client Connections, Maximum Number of Concurrent Incoming SMTP Connections,
or Maximum Number of Concurrent SMTP Connections is blank (or says default)
the default value will be applied to this process.
5.9 Re-Display of New Account Form
-----------------------------------
To assist in the repetitive entry of new accounts, submission of a new
Account Data form results in the automatic display of another empty, new
Account Data form. This feature reduces the interruption of workflow and
allows Postmasters to establish a series of accounts in less time.
Once account creation is complete Postmasters follow a link back to the
Main Menu for easy access to all Post.Office functions.
5.10 Improved Error Renotification Messages
--------------------------------------------
The second notice error message has been modified to better identify error
conditions that remain unresolved despite previous notification. It is
now clearly labeled with the word RENOTIFICATION in the subject line.
Failure to respond to an initial error message results in delivery of a
Renotification error (after three days), but failure to respond to a
Renotification does not produce any further warnings. The importance of
prompt response to error conditions cannot be overemphasized. It is one of
the primary responsibilities of the designated Postmaster. Remember, when
a message is held for error correction, neither the sender nor the recipient
is informed that the transaction remains incomplete.
5.11 NT version only - Integration of NT User/Post.Office Passwords
--------------------------------------------------------------------
Version 2.0 of Post.Office offers NT users the ability to use their NT logon
password instead of their standard Post.Office password when accessing the
Post.Office system to configure their account or retrieve their mail. Their
Post.Office password still exists and is maintained independent of the NT
password, but it is not used by the Post.Office system if this feature is
selected. Instead, Post.Office always verifies and then utilizes the userÆs
NT Username Logon Password as the userÆs Post.Office Account Password.
Note: Installations which take advantage of this feature frequently define
the userÆs NT Logon Name to be the same as their Post.Office POP3 Logon Name.
CAUTION: This feature requires that special rights be assigned to the
NT user responsible for running Post.Office (the one you created at
installation) and to those NT users who wish to use their NT logon
password as their Post.Office password. Password integration will NOT work
unless these required rights have been assigned (see instructions below).
Windows NT 3.51 with Service Pack 2 or higher is also required.
5.11.1 Linking an NT user password to a Post.Office account
Use of this feature is activated by accessing the Account Data Form for
a particular user, selecting the checkbox which appears beside the phrase
"Use the Logon Password assigned to the following NT Username:", and then
typing an entry in the text box beneath it.
If the desired NT user is a Domain User, you should enter Domain\Username
(e.g., sales\joe). If the user is a Local User, you should enter Username
only.
Additional Requirements
In order for this feature to function as designed the following additional
conditions must be met.
1. The user must have "Log on locally" rights on the Post.Office host for
verification to occur. You can assign a user this right by entering
"User Manager" in NT, selecting the user in question, choosing
Policies->User Rights, and selecting "Log on locally" from the "Right"
field.
2. You will need to add some additional Windows NT Rights to the NT User
that you created at installation to run your Post.Office Service
(i.e. Post.Office-user). They include:
- Act as part of Operating System
- Increase quotas
- Replace process level token
To define (or check) these settings for your <Post.Office-user>:
Open your User Manager;
Select Policies -> User Rights
Click on the "Show Advanced User Rights" Button.
Pull down the list labeled "Right:".
Select "Act as part of Operating System".
Your Post.Office-user needs to be in the Grant To: list. If it is not...
Select the Add Button
Select the Show User's Button
Highlight your post.office-user
Select the Add Button to add the user
Select the OK Button.
Your user has now been granted the "Act as part of Operating System" right.
Repeat the steps outlined above for the "Increase quotas" and "Replace
process level token" rights.
Now reboot your system. The new permissions for your Post.Office-user
will then take affect for your Post.Office MTA service.
Note: Post.Office version 2.0 also allows access to the integrated NT
passwords feature when using perl scripts. If you batch load your NT
users with their NT logon names as their POP3 account names, you can also
synchronize their Post.Office passwords to be the same as their NT passwords.
For additional information on this topic contact Support@Software.com.
5.12 NT version only - SOS Installation Guide
----------------------------------------------
To assist NT users in the installation of Post.Office, a Simple Online Support
(SOS) tool has been developed. SOS provides supplemental information which
allows the user to properly prepare for installation and guides them through
the Setup process.
SOS should be launched prior to installation and can be accessed by pointing
a browser at the location: http://www.software.com/tech/sos/.po-install
The SOS screens list all pre-installation requirements for Post.Office and
provide detailed instructions to assist users in meeting those requirements.
Once all pre-installation conditions have been met, the SOS display can be
positioned to one side of the screen and the Setup installation program
launched. The two programs (SOS and Setup) are designed to be used
simultaneously with information in one explaining entry fields in the other.
Note: SOS is currently available for NT users only.
6. FEATURES IMPLEMENTED IN INTERIM RELEASES
---------------------------------------------------------------------------
OUTGOING MAIL may be routed to a port other than Port 25 for added
flexibility. This is particularly useful in gateway configurations where
the gateway is capable of listening to a port other than Port 25.
THE POSTMAIL UTILITY was originally implemented in Post.Office version
1.9.1. It is available in the NT version of Post.Office and acts as a
"command line mailer" program that allows you to send mail to any SMTP
host. The most common uses of postmail are:
- Inclusion in .bat files to notify users of errors or results
- Inclusion in cgi scripts integrated in web servers
- Mailer scripts
For additional details on the postmail utility please refer to the
Post.Office manual.
THE POST.OFFICE CONTROL PANEL APPLET was introduced in version 1.9.3.
This applet allows interaction with the Post.Office server via a GUI.
To access the applet, open the Control Panel and double click on the
Post.Office icon.
Information about your particular Post.Office configuration appears at
the bottom of the subsequent window. Clicking on the Status button
provides information on the current state of the Post.Office service.
Clicking on the Startup and Shutdown buttons allow you to start and stop
that service.
POSTOFFICE PASSWORDS CAN BE CHANGED VIA THE EUDORA MAIL CLIENT if you are
running version 1.9.3 or greater of the Post.Office software on an NT
system. This feature, however, affects the Post.Office password only
and will have no apparent effect on access privileges if you have selected
to use NT Logon passwords instead of the standard Post.Office passwords
(see Section 4.11).
7. OTHER IMPROVEMENTS (BUG FIXES AND MINOR ENHANCEMENTS)
-------------------------------------------------------------------------
- Removed Fully Qualified Domain Name resolution requirement from HTML
Forms.
- Fixed functionality of the Default Auto-Reply feature to check for
non-white spaces.
- Allow submission of the Default Account Form with all fields blank
(to remove any default values previously set).
- Modified error message to indicate that an Account cannot be deleted
while it is active - previously this was reported as a missing range
error.
- Confirmed restoration of mail routing tables after UNIX upgrades so
no information is lost.
- Modified UNIX installation to facilitate the automatic creation of accounts:
1. Read User Names from a custom password file instead of just the
yp map or /etc/passwd
2. Allow selection of default delivery type - POP or UNIX
3. Select whether to give UNIX users default usernames
4. Allow optional assignment of default POP usernames to each user
5. Convert mail from UNIX mail to the POP mailbox format.
- Fixed the password encryption problem for users switching over from
sendmail.
- Set correct UNIX permissions for local UNIX mailboxes.
- Set the default value of the address completion domain at
installation with host.domainname.
- No longer set an access domain default during UNIX installation.
- Accommodate the use of other browsers such as Mosaic or Lynx to
configure Post.Office by parsing input for lf and converting to cr-lf.
- SMTP Router Channel Alias resolver no longer sends messages out to
SMTP deliver without first checking for local accounts. SMTP channel
aliases are resolved recursively.
- Messages that are intended for Local Delivery but cannot be delivered
(typically due to permissions problems) are no longer directed to the
Error-Handler; instead they are queued internally. The Postmaster is
notified, providing him or her with an opportunity to remedy the
situation before the next attempted delivery.
- Modified the handling of incoming mail to prevent rejection of messages
with improper addressing in the Mail From: field. If the user name is
invalid, the name "postmaster" will be substituted. If the domain name
is invalid, the domain name will be stripped off and standard routing
techniques including address completion will be applied. If no part
of the original address is salvageable, Post.Office will replace it
with "<>".
