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Proofpoint, Inc.

Enabling outbound relay feature

Situation Users are unable to send emails through Proofpoint Essentials outbound relay feature.
Solution Make sure that the Outbound Feature is checked and the outbound connector is pointing to  the Proofpoint Essentials Smart Host


Enable Outbound Relay feature for the company

  1. Log in to the Proofpoint Essentials user interface.
  2. Type the customer name into the search bar (top header)
  3. Navigate to Company Settings > Features.
  4. Check the box next to Enable Outbound relaying.

Configure The Mail server send connector to use the Proofpoint Essentials smart host

Accounts are assigned to either the US or EU locations.

You can see in the portal URL which area your account is in, for example US1/US2/US3/US4/ or EU.proofpoint 

The relay destination you must use for setting up customers depends on your location. If you are not already aware of which smart host address is assigned to your account please contact either support or your account manager.

  1. The relay/smart host destination where all mail should go is one of the following options:
    • (For US1, US2, US3, US4 or US5 users)
    • (For EU users)
  2. You can test connectivity to Proofpoint Essentials by typing and executing the following from a command prompt on the email server of the organization: telnet [Smarthost Address] 25
  3. You should see a message saying Welcome to Proofpoint Essentials ESMTP Server, amongst other things. (enter quit to close the connection.) If you do not see this message, examine the outbound settings on the firewall between the server and the internet.

    Please ensure you read the instructions on Firewall Lockdown and include all IP ranges.

Add The correct sending server IP address to the list of Outbound servers 

Proofpoint Essentials MTAs are updated every 30 minutes. Therefore new sending server details may not have been applied. (The Proofpoint Essentials system uses this as a dual form of relay authorization, with the other being that the user exists.) To verify the outbound IP has been registered:

  1. Log in to the Proofpoint Essentials user interface.
  2. Type the customer name into the search bar (top header).
  3. Navigate to Company Settings > Domains.
  4. Under Sending Servers, click New Sending Server.
  5. Enter in the IP or IPv4 range and click Save.


Further Troubleshooting

  • Once steps 1-3 are completed, please wait a minimum of 30 minutes for the changes to replicate across the Proofpoint Essentials Network, as indicated by our timing.
  • If the above have been confirmed and you are still experiencing issues sending mail through the Outbound relay feature, the SMTP logs of the sending server should provide an indication of the issue.

PTR on sending IP

If the sending IP has no PTR record on it, this needs to be corrected at the DNS level.

  • A Sending IP should have a PTR associated so recipients know this IP is being used to send email.
  • If your PTR is a generic PTR given by your ISP/host, consider asking your provider to change this, so it looks more personal to the recipient servers.