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Configuring a Report Server for E-Mail Delivery

Reporting Services includes an e-mail delivery extension so that you can distribute reports through e-mail. Depending on how you define the e-mail subscription, a delivery might consist of a notification, link, attachment, or embedded report. The e-mail delivery extension works with your existing mail server technology. The mail server must be an SMTP server or forwarder. The report server connects to an SMTP server through Collaboration Data Objects (CDO) libraries (cdosys.dll) that are provided by the operating system.

The report server e-mail delivery extension is not configured by default. You must use the Reporting Services Configuration tool to minimally configure the extension. To set advanced properties, you must edit the RSReportServer.config file. If you cannot configure the report server to use this extension, you can deliver reports to a shared folder instead. For more information, see File Share Delivery in Reporting Services.

  • Report server e-mail delivery is implemented on Collaboration Data Objects (CDO) and requires a local or remote Simple Mail Transfer Protocol (SMTP) server or SMTP forwarder. SMTP is not supported on all Windows operating systems. If you are using the Itanium-based edition of Windows Server 2008, SMTP is not supported. For more information about configuration options provided through CDO, see Configuration CoClass on MSDN.

  • The Report Server service account must have permission on the SMTP server to send mail.

  • The e-mail delivery extension uses UTF-8 encoding in e-mail attachments. You cannot modify the encoding; the HTML rendering extension only supports UTF-8.

NoteNote

The default e-mail delivery extension does not provide support for digitally signing or encrypting outgoing mail messages.

You can use a local SMTP service or a remote SMTP server or forwarder to support e-mail delivery. If you have access to an existing remote SMTP server, you should consider using it. If there is no SMTP server available or if you subsequently encounter report delivery errors that can be attributed to computer connection failures, you should switch to using a local SMTP service. Details about how to configure a report server for local or remote service are provided further on in this topic.

Before you can use Report Server e-mail delivery, you must set configuration values that provide information about which SMTP server to use.

To configure a report server for e-mail delivery, do the following:

  • Use the Reporting Services Configuration tool if you are specifying just an SMTP server and a user account that has permission to send e-mail. These are the minimum settings that are required for configuring the Report Server e-mail delivery extension. For more information, see How to: Configure a Report Server for E-mail Delivery (Reporting Services Configuration).

  • (Optionally) Use a text editor to specify additional settings in the RSreportserver.config file. This file contains all of the configuration settings for Report Server e-mail delivery. Specifying additional settings in these files is required if you are using a local SMTP server or if you are restricting e-mail delivery to specific hosts. For more information about finding and modifying configuration files, see How to: Modify a Reporting Services Configuration File in SQL Server Books Online.

NoteNote

Report server e-mail settings are based on CDO. If you want more detail about specific settings, you can refer to the CDO production documentation.

The following example illustrates the settings in the RSreportserver.config file for a remote SMTP server. To read about the setting descriptions and valid values, see RSReportServer Configuration File or the CDO product documentation.

<RSEmailDPConfiguration>
     <SMTPServer>mySMTPServer.Adventure-Works.com</SMTPServer>
     <SMTPServerPort></SMTPServerPort>
     <SMTPAccountName></SMTPAccountName>
     <SMTPConnectionTimeout></SMTPConnectionTimeout>
     <SMTPServerPickupDirectory></SMTPServerPickupDirectory>
     <SMTPUseSSL></SMTPUseSSL>
     <SendUsing>2</SendUsing>
     <SMTPAuthenticate></SMTPAuthenticate>
     <From>my-rs-email-account@Adventure-Works.com</From>
     <EmbeddedRenderFormats>
          <RenderingExtension>MHTML</RenderingExtension>
     </EmbeddedRenderFormats>
     <PrivilegedUserRenderFormats></PrivilegedUserRenderFormats>
     <ExcludedRenderFormats>
          <RenderingExtension>HTMLOWC</RenderingExtension>
          <RenderingExtension>NULL</RenderingExtension>
     </ExcludedRenderFormats>
     <SendEmailToUserAlias>True</SendEmailToUserAlias>
     <DefaultHostName></DefaultHostName>
     <PermittedHosts>
          <HostName>Adventure-Works.com</HostName>
          <HostName>hotmail.com</HostName>
     </PermittedHosts>
</RSEmailDPConfiguration>

User-defined subscriptions that are created according to the permissions granted by the Manage individual subscriptions task contain a pre-set user name that is based on the domain user account. When the user creates the subscription, the recipient name in the To: field is self-addressed using the domain user account of the person creating the subscription.

If you are using an SMTP server or forwarder that uses e-mail accounts that are different from the domain user account, the report delivery will fail when the SMTP server tries to deliver the report to that user.

To workaround this issue, you can modify configuration settings that allow users to enter a name in the To: field:

  1. Open RSReportServer.config with a text editor.

  2. Set SendEmailToUserAlias to False.

  3. Set DefaultHostName to the Domain Name System (DNS) name or IP address of the SMTP server or forwarder.

  4. Save the file.

The connection between the report server and an SMTP server or forwarder is determined by the following configuration settings:

  • SendUsing specifies a method for sending messages. You can choose between a network SMTP service or a local SMTP service pickup directory. To use a remote SMTP service, this value must be set to 2 in the RSReportServer.config file.

  • SMTPServer specifies the remote SMTP server or forwarder. This value is a required value if you are using a remote SMTP server or forwarder.

  • From sets the value that appears in the From: line of an e-mail message. This value is a required value if you are using a remote SMTP server or forwarder.

Other values that are used for remote SMTP service include the following (note that you do not need to specify these values unless you want to override the default values).

  • SMTPServerPort is configured for port 25.

  • SMTPAuthenticate specifies how the report server connects to the remote SMTP server. The default value is 0 (or no authentication). In this case, the connection is made through Anonymous access. Depending on your domain configuration, the report server and the SMTP server may need to be members of the same domain.

    To send e-mail to restricted distribution lists (for example, distribution lists that accept incoming messages only from authenticated accounts), set SMTPAuthenticate to 2.

Configuring a local SMTP service is useful if you are testing or troubleshooting report server e-mail delivery. The local SMTP service is not enabled by default. For instructions on how to enable it, see How to: Configure a Report Server for E-mail Delivery (Reporting Services Configuration).

The connection between the report server and a local SMTP server or forwarder is determined by the following configuration settings:

  • SendUsing is set to 1.

  • SMTPServerPickupDirectory is set to a folder on the local drive.

    NoteNote

    Be sure that you do not set SMTPServer if you are using a local SMTP server.

  • From sets the value that appears in the From: line of an e-mail message. This value is required.

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