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Scan Log Produces a Mail Server Response of File Size Too Large; Scan to E-mail Behavior

Document ID:HO3503

Usergroup :External


E-mail is not sent; Scan size limit prevent e-mail; Max e-mail size ignored; Scan to e-mail failure


How to correctly set the 'e-mail size limit' parameter; Scan document size is between 67% and 99% of the 'e-mail size limit' parameter


What you will see

Intermittent Scan-to-E-mail failure.
Additional Information

  • -Your Scan Log displays a scan-to-e-mail failed message.

  • -Your SMTP gateway (e-mail server) has file size restrictions for policy reasons or other. 

  • -The Mail Server Response on the Scan Log may specify a File Size Error message.
      NOTE: The actual error message varies and is dependent upon individual configuration preferences.    

  • -The e-mail server may respond with a file size error message.

  • -You may not have configured a file size limit on the MFP.      

Suggested Remedy

Decrease the max file size on the MFP. This setting helps respect your e-mail file size policy.
To do this: 
  1. Open the MFP embedded web server. e.g., http://MFP_IP_Address, where IP Address is the individual TCP/IP address of the MFP.
  2. Click on Settings.
  3. Click on E-mail/FTP settings.
  4. Click on E-mail settings

  5. Specify the Max E-mail Size in KB.  

  6. Enter a Size Error Message; e.g., the file's size exceeds e-mail server limitations. 

  7. Click Submit.

NOTE:  X64xe, X78xe X85xe, X945xe Series MFP path: Configuration > E-mail/FTP settings > E-mail Server Setup.  A value of '0' means that no limit is set.  

Explanation: Scan to E-mail behavior

  • - In order to scan to e-mail, a conversion of the scanned data must take place.
  • - The scan data is converted from binary to base64
  • - The conversion increases file size by ~33%.
  • - This data conversion process is reversed after receipt of the appended e-mail attachment and the file size is returned to its original file size.
  • - For example, a 4000KB file will actually be sent as a ~5320KB file.

Contacting Lexmark

If you need additional assistance, please contact Lexmark Technical Support. NOTE: When calling for support, you will be asked for your MFP machine/model type and serial number (SN).
Please call from near a computer and printer in case the technician on the phone asks you to perform a task involving one or all of these devices.

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