Preferences - Email Server Panel

Backup for Workgroups can send email messages that contain backup results and system status.  All email messages are sent from the Backup Server to your email server for distribution through your email system. In order to send email messages, Backup for Workgroups needs to know the name of your email server and the port you are using to receive SMTP email or you can specify the name of and email server that supports standard SMTP that can relay email to your email account.

If you are having trouble receiving email messages, see the Troubleshooting section below.

To specify the Email server you want Backup for Workgroups to send your email to

  1. Go to the computer running the Backup Server software.

  2. Run Backup for Workgroups.

  3. Choose Tools > Preferences.

  4. Select the EMail Server tabbed page.

  5. If you have a local SMTP compliant email server, such as Microsoft Exchange Server, you will want to select the option allowing you to Specify the EMail Server.  Enter the name of the computer running your email server software and the port on which you receive incoming SMTP email.  If your email server requires authentication, check/tick the option Logon/Authenticate User Name. Enter the User Name and Password associated with the account that you use to login to your email server.

    If you do not have a local Email server then specify the email server name at your ISP. Select the option to Specify the Email Server and enter the name of your ISP's email server they provide for you to relay email, this is typically in the format "" or "".  Your ISP may require you to provide a user name and password.  You would enter your user name and password you use to with your ISP.  The ISP will then act as a relay server and it will send the email on Backup for Workgroups behalf to your email account on the Internet. 

    If you do not have a local email server and your ISP will not relay your email, select Use EMail Server specified by DNS.  The Backup Server will look up the appropriate email server and use the Internet to deliver the e-mail to your clients and system administrator. 

  6. If you would like to test your settings now, press the Generate Test Email button.

  7. Press OK to save your settings.

Troubleshooting Common Problems Experienced When Trying to Send Email

  1. Backup for Workgroups Cannot Connect to Your Email Server.

    A.  Firewall Restrictions, Port Blockers, Virus Checkers/Worm Stoppers - These devices or programs prohibit outbound SMTP (Port 25) network access.  It is very common for most virus checkers to block email generation. Also, some firewalls block outbound STMP email. If you have a virus checker, a firewall, or any other port blocker running, you will need to enter an exception into these programs for Backup for Workgroups. In order to implement the exception, you will need to follow the instructions provided by the manufacturer of the firewall, port blocker, or virus checking program. The exception should be configured to allow the Backup for Workgroups Service called "BackupService.exe" for 32 bit versions of Windows and "BackupServiceX64.exe" for 64 bit versions of Windows. Once the exception is in place, Backup for Workgroups can send email.

    B.  Relay Restriction - By default, Microsoft Exchange Server has a setting to deny relaying. Too many spammers were finding open Exchange Servers to forward their email through to hide their identity, so Microsoft changed the default to not allow email to be transferred through the Exchange Server unless the sending is approved. To add the Backup Server to the Microsoft Exchange Server approved relay list, perform the following:

    1.  Open the MS Exchange System Manager.
    2.  In the left hand panel, expand Servers, then expand the name of your email server, the expand Protocols, then expand SMTP.
    3.  Under the SMTP protocol will be an item labeled Default Virtual SMTP Server. Right-click on this and choose Properties.
    4.  On the Properties dialog, switch tabs to the Access tab, and select the button labeled Relay.
    5.  On the Relay Restrictions dialog, press the Add button.
    6.  Enter the IP address of the machine running the Backup for Workgroups Backup Server software. This will grant Backup for Workgroups the right to send email to your Exchange Server.

  2. Email Server Refuses to Accept Email Messages from Backup for Workgroups.

    The most common cause of email rejection occurs when either the FROM: or TO: email address is not present in the list of known email addresses within your email server. In other words, email is commonly rejected because the email server does not recognize either the FROM: email address or the TO: email address.

    By default, Backup for Workgroups sets the FROM: email address to read as "BackupForWorkgroups@YourDomain.Com", where YourDomain.Com is replaced with the TO: email address.  If your email server checks the FROM: email address, it may reject the email because it probably does not have a user named BackupForWorkgroups.  To solve this, you can do one of two things.  You can choose to add a user with the name BackupForWorkgroups to your email server's list of approved users.  Or, you can change the FROM: address that Backup for Workgroups uses.  To change the FROM: email address used by Backup For Workgroups, use the Daily Summary Emails or Backup Run Emails tabs available from the Preferences Panel.