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Multiple emails sent to distribution lis

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by jmar17 1 view

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We are using Outlook 2000 with Exchange 5.5 server. One user has sent out an email to a distribution list that he set up. It was sent out last week so over the weekend when he came back to the office, he realized from the hundreds of emails he gotthat his one message had been sent over 50 times, about every half hour. Some of the messages were returned as undeliverable for 4 hours. One additional note is that we are in the process of switching from an outside email server to the in-house Exchange server. So emails are being sent out to both in the transition period. First, I want to know if there is a way to stop the emails from being sent any further. Second, I want to know what is causing the same message to be sent multiple times to everyone on that distribution list. Could it be a result of some messages not being able to be sent to some of the recipients through one of the servers and so Outlook continuously attempts to send the message out? Thanks for any ideas.
Jeff

10 replies

by awilliams3

There are many articles referencing duplication problems with Exchange. An article I found interesting is the one following.

XADM: Duplicate Messages are Received When Message is Sent to Large DL and Recipient's Quotas are Exceeded
http://support.microsoft.com/support/kb/articles/Q232/3/91.ASP?LN=EN-US&SD=gn&FR=0

This article indicates Service Pack 3 for Exchange is part of the fix. Have you applied the SP to your Exchange Server(s). It seems the article indicates this may occur in conjunction when users on the DL have exceeded their mailbox quota (space). Any possible the quota is smaller now that you are using a local server, than that of the original provider?

A shot in the dark...

by jmar17

Thank you for your suggestion. I looked at that article and though it seemed very plausible as the cause of the problem, it doesn't seem to be the cause. We have the updated service packs and those 10 recipients have checked their servers and updated the service packs as necessary.

by awilliams3

There are many articles referencing duplication problems with Exchange. An article I found interesting is the one following.

XADM: Duplicate Messages are Received When Message is Sent to Large DL and Recipient's Quotas are Exceeded
http://support.microsoft.com/support/kb/articles/Q232/3/91.ASP?LN=EN-US&SD=gn&FR=0

This article indicates Service Pack 3 for Exchange is part of the fix. Have you applied the SP to your Exchange Server(s)? It seems the article indicates this may occur in conjunction when users on the distribution list (DL) have exceeded their mailbox quota (space). Any possibility the quota is smaller now for local mailboxes included in the DL now that you are using a local server, than that of the original provider?
A shot in the dark...

by mmdkj.family

Read the emails that were received in the distribution list senders inbox very carefully. It is possible each email returned indicates that only one person in the distribution list did not receive the message. I have received many emails back concerning unsuccessful sends. Each one was for only one person. This may indicate the message was not actually sent 50 times. You just received one email back for each person that did not receive the message.

If it was sent 50 times the sender should have 50 copies of the message in the sent items folder.

If this is the case the gateway server for internet addresses could have been down when Exchange tried to send. This is especially possible with the mentioned changes that are in progress.

You may just need to resend to the individuals that did not get the message.

by jmar17

Thank you for your response. I think you may have misunderstood the problem. The message was sent out by one of my users only once to the distribution list. But about 10 of the 250 or so recipients on that list has continuously received a blank email from the sender (my user) with only the header and no text in the body of the email. This happens every hour or so. Though there were 2 recipients that had their messages returned to our sender as undeliverable.

by mmdkj.family

I did not miss understand. Your original message only indicates the sender received hundreds of messages back in his inbox indicating undeliverability. You mentioned nothing as to the 10 of the 250 receiving blank emails. Or the every hour or so receptions of the email. I would consider this important information that was not stated originally. This would indicate you may have miss spoke!

by jmar17

My apologies because I made a mistake and wrote that the sender received a hundred returned emails. Actually what happened was he received an email from those 10 users stating that he has been sending out the same email to those 10 recipients everyhour since that Thursday. There were 2 messages that were returned as undeliverable though. Again, I'm sorry for my mistake and not stating the information correctly.

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