How to setup scan to e-mail on a Multifunctional device using Office 365
If you are an Office 365 customer you can use their services to configure your device for scan to e-mail. Office365 uses a DNS MX record to route your e-mail to the server responsible for accepting e-mail for your domain. This MX record can be used as an smtp relay on your MFD for scan to e-mail purposes. The first step is to determine your smtp server.
Finding your MX Record
You can use https://mxtoolbox.com/ to search for your MX record
Once you have found your MX record you can configure your device
Scan to e-mail setup for Canon Multifunctional Devices
Adding the smtp server to your Device
- Open a browser and enter the IP address of your Canon Device
- Login to the device using the Administrator account and password.
- Click the Settings/Registration link on the right-hand side menu
- On the left-hand side menu under Function Settings click the Send link
- Click on Network Settings – E-mail/I-Fax Settings
- Enter your O365 MX record as the smtp server.
- The e-mail address you enter will be used as the sending address. It does not need to be an actual e-mail account.
- Under Authentication/Encryption settings tick the box for Allow TLS (SMTP TX)
- Note: all other options should be left unticked.
- Click the OK button to save your changes
You should now be able to scan to e-mail via Office 365.
Scan to e-mail setup for Ricoh Multifunctional Devices
- Open a browser and enter the IP address of your Canon Device
- Click the Login link in the top right had corner and login to the device using the Administrator account and password.
- On the left hand side menu select Device Management > Configuration
- Under Device Settings click on E-mail
- Enter the e-mail address you want the scans to be sent from.
- The e-mail address you enter will be used as the sending address. It does not need to be an actual e-mail account.
- Enter your O365 MX record as the smtp server as per below screenshot.
- Ensure Use Secure Connection is turned On.
- Ensure SMTP Authentication is turned Off.
- Scroll to the bottom and click the OK button to save your changes.
You should now be able to scan to e-mail via Office 365.
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