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Synology Disk Station Mail Station User Guide

2009-3-16 | ® 2009 Synology Inc. All Rights Reserved. 1


2009-11-05



Synology Inc. ® 2009 Synology Inc. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, mechanical, electronic, photocopying, recording, or otherwise, without prior written permission of Synology Inc., with the following exceptions: Any person is hereby authorized to store documentation on a single computer for personal use only and to print copies of documentation for personal use provided that the documentation contains Synology’s copyright notice. The Synology logo is a trademark of Synology Inc. No licenses, express or implied, are granted with respect to any of the technology described in this document. Synology retains all intellectual property rights associated with the technology described in this document. This document is intended to assist application developers to develop applications only for Synology-labeled computers. Every effort has been made to ensure that the information in this document is accurate. Synology is not responsible for typographical errors. Synology Inc. 6F-2, No. 106, Chang-An W. Rd. Taipei 103, Taiwan Synology and the Synology logo are trademarks of Synology Inc., registered in the United States and other countries. Marvell is registered trademarks of Marvell Semiconductor, Inc. or its subsidiaries in the United States and other countries. Freescale is registered trademarks of Freescale

Semiconductor, Inc. or its subsidiaries in the United States and other countries. Other products and company names mentioned herein are trademarks of their respective holders. Even though Synology has reviewed this document, SYNOLOGY MAKES NO WARRANTY OR REPRESENTATION, EITHER EXPRESS OR IMPLIED, WITH RESPECT TO THIS DOCUMENT, ITS QUALITY, ACCURACY, MERCHANTABILITY, OR FITNESS FOR A PARTICULAR PURPOSE. AS A RESULT, THIS DOCUMENT IS PROVIDED “AS IS,” AND YOU, THE READER, ARE ASSUMING THE ENTIRE RISK AS TO ITS QUALITY AND ACCURACY. IN NO EVENT WILL SYNOLOGY BE LIABLE FOR DIRECT, INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT OR INACCURACY IN THIS DOCUMENT, even if advised of the possibility of such damages. THE WARRANTY AND REMEDIES SET FORTH ABOVE ARE EXCLUSIVE AND IN LIEU OF ALL OTHERS, ORAL OR WRITTEN, EXPRESS OR IMPLIED. No Synology dealer, agent, or employee is authorized to make any modification, extension, or addition to this warranty. Some states do not allow the exclusion or limitation of implied warranties or liability for incidental or consequential damages, so the above limitation or exclusion may not apply to you. This warranty gives you specific legal rights, and you may also have other rights which vary from state to state.



Table of Content

Introduction .................................................................................................................... 4

1. How E-mail works ................................................................................................. 5

1.1. Mail User Agent (MUA) ........................................................................... 5

1.2. Mail Transfer Agent (MTA) ...................................................................... 5

1.3. Mail Delivery Agent (MDA) .................................................................... 6

1.4. Simple Mail Transfer Protocol (SMTP) .................................................... 6

2. Before Using Mail Station ..................................................................................... 7

2.1. Connect Synology Disk Station to the Internet ......................................... 7

2.2. DNS Setup ................................................................................................ 8

2.3. Reverse DNS Setup................................................................................. 11

3. Install Mail Station ............................................................................................... 13

3.1. Enable User Home .................................................................................. 13

3.2. Install and Enable Mail Station ............................................................... 13

3.3. Mail Station Setting ................................................................................ 14

3.4. Webmail .................................................................................................. 15

4. Mail Station Testing ............................................................................................. 18

4.1. Send E-mails to Synology Disk Station .................................................. 19

4.2. Send E-mail to Other E-mail Server ....................................................... 20

4.3. Send E-mail to Disk Station .................................................................... 20

5. Troubleshooting ................................................................................................... 21

6. Document Revision History ................................................................................. 23



Introduction

This document is aimed to guide you through the installation of Mail Station

and to provide troubleshooting. It should resolve most cases. However, if you

still have technical problems, please visit www.synology.com/support to seek

support from Synology

http://www.synology.com/support



1. How E-mail works Whenever you send a piece of e-mail, your mail user agent interacts with

the mail transfer agents in order to get to the destination.

1.1. Mail User Agent (MUA)

A mail user agent, or MUA, is an application (e.g. Outlook Express) run

directly by a user. Mail user agents are used to compose and send

out-going messages as well as to display, file and print messages, which

have arrived in a user's mailbox.

1.2. Mail Transfer Agent (MTA)

Mail transfer agents, or MTA, are used to pass email between different

mail servers. Mail user agents give the message to the mail transfer

agent, who may pass it onto another transfer agent, or possibly many

other transfer agents. Transfer agents are responsible for properly

routing messages to their destination.



1.3. Mail Delivery Agent (MDA)

Mail delivery agents, or MDA, are used to place a message into a local

user's mailbox. When the message arrives at its destination, the final

transfer agent will give the message to the appropriate delivery agent,

who will add the message to the user's mailbox.

1.4. Simple Mail Transfer Protocol (SMTP)

Simple Mail Transfer Protocol (SMTP) is an Internet standard for e-mail

transmission across Internet Protocol (IP) networks. While mail transfer

agents use SMTP to send and receive mail messages, mail user agents

typically only use SMTP for sending messages to a mail server for

relaying.

http://en.wikipedia.org/wiki/Internet_standard

http://en.wikipedia.org/wiki/Internet_Protocol

http://en.wikipedia.org/wiki/Mail_transfer_agent

http://en.wikipedia.org/wiki/Mail_transfer_agent

http://en.wikipedia.org/wiki/Mail_relay



2. Before Using Mail Station You have to complete the following preparations before experiencing the

Synology Mail Station.

2.1. Connect Synology Disk Station to the Internet

This section will show you how to use your disk station to deliver or

receive e-mails. You can follow any of the steps below to have the Disk

Station connected.

Please note that it is very important for a mail server to have a static IP

address. Although it is possible to run a mail server with a dynamic IP

address, it is not as reliable as a server with a static IP. We recommend

applying a static IP address for your mail server.

There are 2 ways to connect the DS to the Internet – by NAT port

forwarding or PPPoE/Direct Internet Access

2.1.1. NAT port forwarding

If your DS is sit behind the NAT firewall/router, you will need to setup

the port forwarding and open the ports of email service to DS.

The following port numbers are required:

Protocol SMTP POP3 IMAP IMAPS POP3S

Port 25 110 143 993 995

Notes IMAPS: IMAP over SSL/TLS

POP3S: POP3 over SSL/TLS

Here is a good reference regarding to setup the port forwarding for

different routers: http://portforward.com/

2.1.2. PPPoE / Direct Internet Access

If your DS is connected to Internet by PPPoE, you could enable

PPPoE to have your Disk Station connected to the Internet without a

router.

However, for better security, it is recommended that you enable the



firewall in your DS and only open the necessary ports to the Internet.

Always disable the firewall before testing the Mail Station, so you can

make sure the email delivery problem is not caused by inproper

firewall configuration.

2.2. DNS Setup

A valid domain name is required for others from the Internet to deliver the

emails to your mail server.

To setup the DNS of a mail server, you would need to set the MX record

and/or the A record in the DNS server. We will explain the details below.

An MX record or Mail Exchanger record is a type of resource record in

the Domain Name System (DNS) specifying how Internet e-mail should

be routed using the Simple Mail Transfer Protocol (SMTP). Each MX

record contains a preference and a host name, so that the collection of

MX records for a given domain name point to the servers that should

receive e-mail for that domain, and their priority relative to each other.

For example, to have a email address [email protected], you would

have to setup the MX record of the domain example.com. You would

need to point the MX record to your DiskStation’s IP or domain name.

2.2.1. Using existing DNS

If you have registered a domain name, you can apply the same

setting. For example, if your email address is [email protected],

you should setup the A record and point the example.com to the DS’s

IP. Or, you can set the MX of example.com to the DS’s IP or domain

name. The DS’s domain can be anything like mail.example.com or

ds107.dyndns.org. Just make sure the MX point to a valid domain or

IP. So the emails of example.com can be delivered to DS.

2.2.2. How to use DDNS

If you do not own a registered domain name, you can setup a free

dynamic DNS. We still recommend you to have a static IP address

with the DDNS, so your email delivery would be more reliable. There

are many DDNS suppliers such as DynDNS

http://en.wikipedia.org/wiki/Resource_record

http://en.wikipedia.org/wiki/Domain_Name_System

http://en.wikipedia.org/wiki/Internet

http://en.wikipedia.org/wiki/E-mail

http://en.wikipedia.org/wiki/Simple_Mail_Transfer_Protocol

http://en.wikipedia.org/wiki/Host_name

http://en.wikipedia.org/wiki/Domain_name

mailto:[email protected]




(http://www.dyndns.com/), TwoDNS (http://www.two-dns.de/), or

No-IP (http://www.no-ip.com/). The following steps will guide you to

apply DDNS from No-IP:

Step 1: Go to No-IP’s website: http://www.no-ip.com/. Please login or

click Create Account.

Step 2: Log in, click Add a Host to create a new host or click

Manage Host to modify the host.

Step 3: You have to fill Hostname when creating a new host. Then

you have to fill the hostname such as synology-no-ip.info on the

Ez-Internet page on the Synology Disk Station (take DSM 2.0 as

example).

Step 4: The IP address shown here is your current IP address. You

could also replace it with the IP address of your Synology products.

Step 5: Fill the MX Record with the host name such as

synology.no-ip.info.

http://www.dyndns.com/

http://www.two-dns.de/

http://www.no-ip.com/

http://www.no-ip.com/



Step 6: Click Create Host to complete the application.

Step 7: Log in the Disk Station Manager, and go to Network Services

-> DDNS to enable DDNS support. Choose any service provider as

you wish. Then fill the host name, account and password and click

OK.

Step 8: Few minutes later, you log in your Disk Station with DDNS.



2.3. Reverse DNS Setup

The process of assigning specific DNS records to a domain name is

known as “Forward DNS”, this is what leads the domain name to the

exact server. However, there is also a reverse process, known as

“Reverse DNS”.

2.3.1. What is Reverse DNS?

The Reverse DNS process is just one side of the behavior of the

Domain Name System (DNS). Its main function is to translate the

numeric addresses of the websites - the IP, to domain/host names, as

opposed to the Forward DNS process. The Reverse DNS refers also

to locating which domain name/host belongs to a given IP address,

which is why this process is often referred to as Reverse DNS lookup.

When a domain name has a valid Reverse DNS, it can also be

accessed by just using the IP address.

2.3.2. What does the Reverse DNS serve for?

Why would you need a Reverse DNS set up for your mail server?

The Reverse DNS is one of the basic requirements for running a mail

server. It is also often used as a spam filter to determine whether the

IP address of the incoming message matches an authenticated

domain name and to block the message if it doesn't. You will notice

your emails coming back as non deliverable if you do not setup

Reverse DNS.

2.3.3. How to setup Reverse DNS

1. Setup Reverse DNS on your own host

Some ISPs may delegate a portion of the zone to you so that you

could host your own reverse DNS. You can configure a Reverse DNS

by determining PTR records in a DNS server. The PTR records are

managed by the entity that controls the IP address assigned to you. It

may be either your host or yourself, if the host has delegated the

Reverse DNS for your IP space (containing one or multiple IP

http://www.ntchosting.com/internet/website.html

http://www.ntchosting.com/domains/

http://www.ntchosting.com/host.html

http://www.ntchosting.com/dns/lookup.html

http://www.ntchosting.com/dns/dns-server.html

http://www.ntchosting.com/email/spam-filters.html



addresses) to you. A PTR record usually represents the IP entered

backwards, followed by an in-addr.arpa entry.

2. Setup Reverse DNS with your ISP provider

The ISP or entity that owns your IP address is the only one that can

add the appropriate PTR records.



3. Install Mail Station Once you complete the setting above, you can install the Mail Station.

3.1. Enable User Home

Go to Privileges -> User, click User Home to enable this service. Then

the mail sent to or delivered by users will be stored at their Home folder.

3.2. Install and Enable Mail Station

Download the package of MailStation.spk from Synology’s Download

Center (http://www.synology.com/enu/support/download.php ). And go to

the Package Management page to install the package. Once the

installation is done, click Run to enable the service.

http://www.synology.com/enu/support/download.php



3.3. Mail Station Setting

Once the Mail Station is enabled, you can find the icon of that on the

application panel list.

Step 1: Please fill the Doman name of your email address. For example,

if your email address is [email protected], please fill the

“example.com” here. Basically, it is the domain name after the @ of your

email address.

Step 2: Enable SMTP.

Step 2-1: If "SMTP Authorization is required" is enabled, then you

must provide your Synology Disk Station's user account and password for

authentication when setting SMTP server in other mail clients. Take

Outlook Express, for example, you can enable the option at "My server

requires authentication" in [Tools] > [Accounts] > [Mail Account] >

[Properties] > [Servers]. This option is recommended to be enabled to

avoid being a Spammer.

Step 3: You must enable at least one of the protocols (POP3, POP3

SSL/TLS, IMAP and IMAP SSL/TLS) to receive mails via mail clients. You

can enable multiple protocols. If you need to set up NAT port forwarding,

the protocol you choose should be based on the NAT port.




Step 4: If you want to use Webmail, IMAP have to be enabled.

Step 5: Click OK once the setting is completed. Then you can receive or

deliver e-mails via the Mail Station.

3.4. Webmail

The Webmail does not accept non-English account or empty password.

3.4.1. Reading Mail

Step 1: When logging the Webmail, you can see the inbox. The

window below is the preview pane that will show the content of mails

you choose.

Step 2: Or, double click the mail and it will be shown in a larger

window.



Step3: If you want to disable the preview function, click Personal

Settings and disable the Show Preview Pane.

3.4.2. Writing Mails

Step 1: Click Create New Message button, you can begin to write

e-mails

Step 2: Fill the information of receiver, and then click Send Now.

Step 3: Or, you can click Save this draft.



Step 4: Or if you want to attach files, the maximum size of the

attachment is 5MB.

Step 5: Or, you can write the e-mail with the HTML editor.



4. Mail Station Testing

We have setup the mail station. Now we are going to do some testing to

make sure the mail server works.

The above picture shows how emails are delivered. Our testing is to

divide the process and make sure every step works

To send email from DS to DS itself and make sure the mail server

works

To send email from a PC to the user in the DS. So we can make sure

the MUA can communicate with MTA

To send email TO another email server to make sure DS can deliver

the email to the internet.

To send email FROM another email server to make sure DS can

receive email from the Inetnet.

If any of the step fail, please find the trouble shooting in section 5 to solve

the problem.



4.1. Send E-mails to Synology Disk

Station

4.1.1. Notification Setting

Fill the SMTP server with your Disk Station’s server name. Then,

check Authentication required and fill in username, password and

e-mail address such as [email protected] to exam if the Mail

Station functions well. Then, click “Send a test email” button.

Note: If you do not receive the testing mail, please refer to 5.1

4.1.2. Webmail

Please refer to 3.4.2 for using Webmail to operate the mail testing. If

you do not receive the testing mail, please refer to 5.1

4.1.3. E-mail Software

You can use Outlook Express, Thunderbird and other e-mail software

to receive or deliver the disk station’s mails by filling necessary

information such as account and password. If you can not receive

e-mails, please refer to 5.2

Then, send a testing e-mail to your account. If you cannot receive or

deliver the testing e-mail please refer to 5.2




4.2. Send E-mail to Other E-mail

Server

4.2.1. Webmail

Refer to 5.1 and send a testing e-mail to other e-mail accounts such

as Gmail. If you cannot receive the testing mail please refer to 5.1

4.2.2. E-mail Software

You can use Outlook Express, Thunderbird and other e-mail software

to receive or deliver the disk station’s mails by filling necessary

information such as account and password. If you can receive e-mails,

please refer to 5.2

Then use the e-mail software to send a testing mail to other e-mail

accounts such as Gmail. If you cannot receive the testing mail please

refer to 5.2.

4.3. Send E-mail to Disk Station You can send e-mails to your disk station account by other e-mail servers

such as Gmail. If you cannot receive the mails please refer to 5.3.



5. Troubleshooting

5.1. Why can’t I send or receive emails via webmail from Mail

Station?

1. Check if the settings on your Mail Station such as SMTP, DNS, and MX are correct.

2. Check if the Internet settings of your Synology Disk Station are correct. Go to System -> Time, then perform Update Now with a NTP server to exam if the Internet settings are correct. If the result comes back successfully, the settings are correct.

3. Check if the port number on your router is correct.

4. Check if your IP is listed as spammer. Please visit http://www.spamhaus.org/sbl/ If so, apply on the same website to remove your IP as spam.

5.2. Why can’t I send or receive emails via my email clients?

1. Check if you have enabled protocols for IMAP and POP3.

2. Check if your username and password are correct.

3. Check if the settings on your Mail Station such as SMTP, DNS, and MX are correct.

4. Check if the Internet settings of your Synology Disk Station are correct. Go to System -> Time, and then perform Update Now with a NTP server to exam if the Internet settings are correct. If the result comes back successfully, the settings are correct.

5. Check if the port number on your router is correct.

6. Check if your IP is listed as spammer. Go to http://www.spamhaus.org/sbl/ If so, apply on the same website to remove your IP as spam.

5.3. Why can’t I receive emails sent from another email server

(e.g. Gmail)

1. Make sure the DNS is correct configured. You will need to point the MX and A record to DS. So other mail servers can find the DS.

2. Make sure DS has a static IP address and is connected to the Internet

3. If the DS is sit behind the NAT firewall/router, please make sure the port forwarding works. You can check whether the port forwarding works by go to the http://canyouseeme.org/ and input the port 25.

4. Check message in the returned mail if any. So you can find the detail reason of the error.

http://www.spamhaus.org/sbl/

http://www.spamhaus.org/sbl/

http://canyouseeme.org/



5.4. Why do I get rejected emails when I send it to some sites,

like Gmail or Hotmail?

Many free email providers do a reverse DNS lookup to check the validity of the sender. If your reverse DNS lookup did not correspond to the sending domain name, you emails would be rejected. Please check with your ISP provider. Another possibility is that your IP address is listed in the SPAM block list. You can check this by visting http://www.spamhaus.org/sbl/.



6. Document Revision History This table describes the changes to the Synology Disk Station Mail Station User

Guide.

Date Note

2009-1-16 Official release of Synology Disk Station Mail Station User

Guide

2009-3-16 Revision of Synology Disk Station Mail Station User Guide

2009-11-05 Revision of Synology Disk Station Mail Station User Guide

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