Almost with all the midsize organizations we have to configure scan to email after their office 365 migration, it used to be a challenge earlier with older Printers as they did not used to support TLS but now MS has provided a solution for that as well.  I recently help configure a client two of their Konica printers with Office 365, so I decided to document the settings for my future reference and benefits of others.

To begin with, Yes Office 365  has relay services available mainly of two kinds

Option 1: 

Authenticated Client Submission:  As the name suggested this kind needs a licensed mailbox to send email.

This relay can send email to internal (as in the SMTP domain of the mailbox its sending from) as well as external domains like gmail or yahoo or any other external organization

  1. You would need this setup on your printer if you direct want to mail to scans from your printer to your client or anyone outside your company
  2. This method needs TLS , so use this only if your printer supports TLS, in my experience Konica does but couple of Ricoh printer I tried to set up to didn’t.
  3. The sending email address or printers email address should be listed a the primary or secondary SMTP address on the licensed mailbox you are using to authenticate, else Konica gives Login Error.
  4. Specifically in Konica printers there is a sending email address and another admin email address, Please make sure both alias are present on the licensed mailbox.
  5. Port 587 and 25 outbound should be open for the printer to reach office 365 servers.

 

Settings

SMTP Sever: SMTP.Office365.com

Port: 587 TCP

TLS/SSL: Start TLS

Authentication : Office 365 email address and password, validate the credentials by logging to mail.office365.com

 

Limitations of SMTP Client Submission

 You can only send from one email address unless your device can store login credentials for multiple Office 365 mailboxes. Office 365 imposes a limit of 30 messages sent per minute, and a limit of 10,000 recipients per day.

Please find the following screenshots from Konica Printer for Authenticated relay setup

Konica Minolta Scan to email settings

Konica Minolta Scan to Email Settings: Refer that we are using SMTP.office365.com as smtp server address and also StartTLS is enabled and port # is 587

Office 365:Konica Minolta Scan to Email 2

Konica Minolta Scan to Email settings for Office 365: Notice that the admin email address and device email address both are of our Organisation SMTP domain. Also refer that we are using a authenticated licensed mailbox for the purpose.

 

 PS: The admin email address can be edited under the system settings of the printers if needed.

Edit Admin email address under the system settings to match a alias on Office 365 licensed mailbox being used to authenticate relay

Edit Admin email address under the system settings to match an alias on Office 365 licensed mailbox being used to authenticate relay

 

Option 2:

Direct Send option:  This option is a little raw and doesn’t need any kind of authentication.

  1. You would want to set up this if you Printer only scan to email within your office 365 organisation
  2. You do not want to use a licensed mailbox for the purpose of sending email.
  3. The number of emails being sent by printer is over 30 per minute.
  4. You want your sending email address to be something other than your smtp domain name.  Like for example your SMTP domain name is @contoso.com and you want printer to use printer@gmail.com

Settings

SMTP Server: this is going to be your MX record which you can find out by doing an Nslookup for your MX record or from your DNS registrar console

Authentication: Not required

TLS/SSL: Off

Port: 25 TCP

Limitations of Direct Send
  • Direct send cannot be used to deliver email to external recipients, for example, recipients with Yahoo or Gmail addresses.
  • Your messages will be subject to antispam checks.
  • Sent mail might be disrupted if your IP addresses are blocked by a spam list.
  • Office 365 uses throttling policies to protect the performance of the service.

Refer following screenshot for Direct Send configuration

Note the MX record which we have mentioned here as smtp server, also notice that the port being used is 25

Note the MX record which we have mentioned here as smtp server, also notice that the port being used is 25

Notice that authentication is disabled in Direct send method

Notice that authentication is disabled in Direct send method

Hopefully this article will give some clear understanding to some of you about setting up scan to email relay with Office 365. if you still need help , feel free to start a thread on our forum or submit an incident with us here.

 

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An automobile enthusiast at heart and computer geek by profession, started my Career with MS in 2005.Left Jobs and started Pledge Technologies (the parent company to Grishbi) back in 2009.We have been providing IT consulting to various Small and Medium businesses across US and UK since then.Our company specialises in Microsoft Server technologies like AD, Exchange, the rest and with numerous Office 365 migrations under our belt, we quite an expert with that too. Whatever we learn in our day to day life, we share it back on Grishbi as a Thank for all the love and support our customers have given us.
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