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How to: Configure a Report Server for E-mail Delivery (Reporting Services Configuration)

Reporting Services provides an e-mail delivery extension that allows users to subscribe to reports that are subsequently delivered to electronic mailboxes. The Report Server E-mail delivery extension must be configured before you can use it. Configuring a report server for e-mail delivery requires the following:

  • A Simple Mail Transfer Protocol (SMTP) server or gateway.

  • An account that has permission to send e-mail from the SMTP server. Depending on security policies in your organization, you might need to request permission in advance to send e-mail from a corporate SMTP server. Check with your system or network administrator for more information.

  • The Report Server service must have Send As permissions on the SMTP server.

To configure report server e-mail, you can use the Reporting Services Configuration tool or you can edit the configuration files. The Reporting Services Configuration tool provides the minimal settings that the report server requires. If you want to use a local SMTP service or specify advanced settings, modify the configuration files instead.

If you want to evaluate report server e-mail functionality or troubleshoot a subscription or delivery problem, you can configure report server e-mail to use a local SMTP service that delivers reports to a local folder. For more information, see Configuring a Report Server for E-Mail Delivery.

If you do not configure a report server for e-mail delivery, or you do not have access to an SMTP server, you can use the File Share delivery extension to distribute reports to shared folders that are accessible over network connections.

To configure report server e-mail using the Reporting Services Configuration tool

  1. Verify that the Report Server Windows service has Send As permissions on the SMTP server.

  2. Start the Reporting Services Configuration tool and connect to the report server instance.

  3. On the Email Settings page, enter the name of the SMTP server. This value can be an IP address, a UNC name of a computer on your corporate intranet, or a fully qualified domain name.

  4. In Sender Address, enter the name an account that has permission to send e-mail from the SMTP server.

  5. Click Apply.

To configure a remote SMTP Service for the report server

  1. Verify that the Report Server Windows service has Send As permissions on the SMTP server.

  2. Open the RSReportServer.config file in a text editor.

  3. Verify that <UrlRoot> is set to the report server URL address. This value is set when you configure the report server and it should be filled in already. If it is not set, type the report server URL address.

  4. In the Delivery section, find <ReportServerEmail>.

  5. In <SMTPServer>, type the name of the SMTP server. This value can be an IP address, a UNC name of a computer on your corporate intranet, or a fully qualified domain name.

  6. Verify that <SendUsing> is set to 2. If it is set another value, the report server is not configured to use a remote SMTP service.

  7. In <From>, type the name an account that has permission to send e-mail from the SMTP server.

  8. Save the file.

    The report server will use the new settings automatically; you do not need to restart the service. You can specify additional SMTP settings to further configure how the SMTP server is used for report server e-mail delivery. For more information, see Configuring a Report Server for E-Mail Delivery and RSReportServer Configuration File in SQL Server Books Online.

To configure a local SMTP Service for the report server

  1. In Control Panel, click Add or Remove Programs.

  2. Click Add/Remove Windows Components to start the Windows Component Wizard.

  3. Select Application Server and click Details.

  4. Select Internet Information Services (IIS) and click Details.

  5. Select the SMTP Service checkbox and click OK.

  6. On the Windows Component Wizard, click Next. Click Finish.

  7. Verify that the service is running in the Services console.

  8. Open the RSReportServer.config file in a text editor.

  9. Verify that <UrlRoot> is set to the report server URL address. This value is set when you configure the report server and it should be filled in already. If it is not set, type the report server URL address.

  10. In the Delivery section, find <ReportServerEmail>.

  11. In <SMTPServer>, clear any values for this setting, but do not delete the tags.

  12. Set <SendUsing> to 1. If it is set another value, the report server is not configured to use a local SMTP service.

  13. Set <SMTPServerPickupDirectory> to a folder on the local drive.

  14. Set <From> to an account that has permission to send e-mail from the SMTP server.

  15. Save the file.

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