Configuring Scan to E‑mail or E‑mail alerts

Issue description

Customer is unable to initially setup and successfully complete a Scan to E-mail job.

Solution

For Scan to E‑mail to work, the MFP must have a working active network connection along with the proper configuration to access a Mail Service Provider (SMTP Server
). This mail service could be through your internet service provider (ISP
), through a public service like Gmail, Yahoo, etc. or a local mail server on your network. The required SMTP settings will include the following:

SMTP server

SMTP port number

SMTP Authentication requirements

The above requirements can best be found by consulting your e‑mail service provider, internet service provider or a local network administration. Many of these configurations can be easily found via internet web searches. For example: if the user wants to use Gmail as their e‑mail service provider, they can either contact Gmail support or they can do a simple web search on "gmail smtp server settings".

Steps to Setup Scan to E-mail

Confirm the MFP has an active network connection by accessing the device's Embedded Web Server.

Type the device's IP Address or Hostname in the address bar of any web browser like Google Chrome, Firefox or Internet Explorer.

Check that the Embedded Web Server page loads properly.

Configure the basic SMTP settings on the MFP. Depending on the MFP model, those SMTP settings can be found by navigating on the Embedded Web Server click on Settings
> E-mail/FTP Settings
> E-mail Settings
or click E-mail

From that web server page, the common SMTP settings that will need configuring are described below.

As previously stated, make sure to match the recommendations provided from your E-mail service provider.

SMTP Setup

Primary SMTP Gateway
- the IP address or host name of the primary SMTP server for sending e-mail.

Primary SMTP Gateway Port
- the port number of the primary SMTP server.

Reply Address
- Specify a reply address in the e-mail.

Use SSL/TLS
- Specify whether to send e-mail using an encrypted connection.

If your E-mail service provider requires Authentication, configure the settings below per the providers recommendations as well.

Authentication

SMTP Server Authentication
- Set the authentication type for the SMTP server. If required, common option will be Login / Plain

User-Initiated E-mail
- Specify whether credentials are required for user-initiated e-mail. If required, common option includes Prompt User or Use Device SMTP Credentials

If Use Device SMTP Credentials
is selected, the Authentication UserID and Password information will need to be entered in the Device UserID
and Device Password
settings fields.

As an aid, below is a summary of a few common SMTP configurations seen in customer use. As a reminder, it is always recommended to check with your e-mail provider for their latest configurations.

Additional Note

With increasing security standards, several of these email services are now requiring the creation of an additional 3rd Party 'app password'

generated from their service in order to authenticate an MFP or printer to use their mail service. Instructions for creating these 'app passwords' can also be found through internet searches (e.g. search on "yahoo app passwords"). Services that require 3rd party password will be denoted by the entry "app password" in the configuration summaries below.

Index

Gmail

Yahoo

AOL Mail

MSN Hotmail

Outlook

iCloud Mail

Any settings not mentioned in the setup summaries below can and should be left at their default values on the device's Embedded Web Server.

Gmail

Primary SMTP Gateway:
smtp.gmail.com

Primary SMTP Gateway Port:
587

Use SSL/TLS:
Required / Negotiate

Require Trusted Certificate (Validate CA):
Disabled

Reply Address:
<username@gmail.com> or GSuite email address

SMTP Server Authentication:
Login / Plain

Device-Initiated Email:
Use Device SMTP Credentials

User-Initiated Email:
Use Device SMTP Credentials

Device UserID:
<username> or <username@gmail.com> or GSuite email address

Device Password:
app password (created from Google Accounts Security page, see this link)

Back to Index

Yahoo

Primary SMTP Gateway:
smtp.mail.yahoo.com

Primary SMTP Gateway Port:
587

Use SSL/TLS:
Required / Negotiate

Require Trusted Certificate (Validate CA):
Disabled

Reply Address:
<username@yahoo.com>

SMTP Server Authentication:
Login / Plain

Device-Initiated Email:
Use Device SMTP Credentials

User-Initiated Email:
Use Device SMTP Credentials

Device UserID:
<username> or <username@yahoo.com>

Device Password:
app password (created from Yahoo! Account Security page, see this link)

Back to Index

AOL Mail

Primary SMTP Gateway:
smtp.aol.com

Primary SMTP Gateway Port:
587

Use SSL/TLS:
Required / Negotiate

Require Trusted Certificate (Validate CA):
Disabled

Reply Address:
<username@aol.com>

SMTP Server Authentication:
Login / Plain

Device-Initiated Email:
Use Device SMTP Credentials

User-Initiated Email:
Use Device SMTP Credentials

Device UserID:
<username@aol.com>

Device Password:
app password (created from AOL Account Security page, see this link)

Back to Index

MSN Hotmail

Primary SMTP Gateway:
smtp.office365.com

Primary SMTP Gateway Port:
587

Use SSL/TLS:
Required / Negotiate

Require Trusted Certificate (Validate CA):
Disabled

Reply Address:
<username@hotmail.com>

SMTP Server Authentication:
Login / Plain

Device-Initiated Email:
Use Device SMTP Credentials

User-Initiated Email:
Use Device SMTP Credentials

Device UserID:
<username@hotmail.com>

Device Password:
account password

Back to Index

Outlook

Primary SMTP Gateway:
smtp.office365.com

Primary SMTP Gateway Port:
587

Use SSL/TLS:
Required / Negotiate

Require Trusted Certificate (Validate CA):
Disabled

Reply Address:
<username@outlook.com>

SMTP Server Authentication:
Login / Plain

Device-Initiated Email:
Use Device SMTP Credentials

User-Initiated Email:
Use Device SMTP Credentials

Device UserID:
<username@outlook.com>

Device Password:
account password

Back to Index

iCloud Mail

Primary SMTP Gateway:
smtp.mail.me.com

Primary SMTP Gateway Port:
587

Use SSL/TLS:
Required / Negotiate

Require Trusted Certificate (Validate CA):
Disabled

Reply Address:
<username@icloud.com>

SMTP Server Authentication:
Login / Plain

Device-Initiated Email:
Use Device SMTP Credentials

User-Initiated Email:
Use Device SMTP Credentials

Device UserID:
<username@icloud.com>

Device Password:
app password (created from your iCloud Account Management page, see this link)

Back to Index

LEGACY ID: FA713