How to Set Up Scan to Email with Office 365

Welcome to our guide on setting up scan to email with Office 365. Whether you’re using a scanner or a line-of-business application, configuring the SMTP settings on your device or application can enable you to send emails through your Microsoft 365 or Office 365 mailbox. In this section, we’ll provide you with step-by-step instructions on how to get started with scan-to-email configuration.

Key Takeaways:

• Learn how to set up scan to email with Office 365 for increased productivity.
• Follow our step-by-step guide for configuring the SMTP settings on your device or application.
• Consider the prerequisites, encryption options, and limitations for a successful setup process.
• In case of any issues, refer to our troubleshooting tips or seek assistance from IT support.
• Choose the appropriate method – SMTP AUTH client submission, direct send, or SMTP relay – based on your requirements.

Prerequisites for Setting Up Scan to Email with Office 365

Before you can set up scan to email with Office 365, there are a few prerequisites that you need to consider. These requirements will ensure a smooth configuration process and enable you to seamlessly send emails from your device or application. Here are the key prerequisites for setting up scan to email with Office 365:

1. An Office 365 or Microsoft 365 subscription: You will need an active subscription to Office 365 or Microsoft 365 to access the necessary features and services for scan-to-email setup.
2. An Exchange Online Plan: Ensure that you have an Exchange Online Plan associated with your Office 365 or Microsoft 365 subscription. This plan includes the required email services and functionalities.
3. A licensed mailbox: The device or application you are using must have a licensed Microsoft 365 or Office 365 mailbox to send emails. This mailbox will serve as the source of your scanned emails.
4. Network requirements: Make sure that your device or application supports TLS version 1.2 and above, and that port 587 or 25 is unblocked on your network. These network requirements are essential for establishing a secure connection with Office 365.
5. Secure authentication: For enhanced security, it is recommended to use Modern Authentication or OAuth for authentication purposes. These authentication methods provide an extra layer of protection for your scan-to-email setup.

By fulfilling these prerequisites, you will be ready to proceed with the scan-to-email configuration process using Office 365. These requirements ensure that you have the necessary subscriptions, licenses, network settings, and authentication methods in place to enable seamless email transmission from your device or application.

Prerequisites	Description
Office 365 or Microsoft 365 subscription	An active subscription to Office 365 or Microsoft 365 is required to access the necessary features and services for scan-to-email setup.
Exchange Online Plan	Ensure that you have an Exchange Online Plan associated with your Office 365 or Microsoft 365 subscription. This plan includes the required email services and functionalities.
Licensed mailbox	The device or application you are using must have a licensed Microsoft 365 or Office 365 mailbox to send emails from. This mailbox will serve as the source of your scanned emails.
Network requirements	Make sure that your device or application supports TLS version 1.2 and above, and that port 587 or 25 is unblocked on your network. These network requirements are essential for establishing a secure connection with Office 365.
Secure authentication	For enhanced security, it is recommended to use Modern Authentication or OAuth for authentication purposes. These authentication methods provide an extra layer of protection for your scan-to-email setup.

By fulfilling these prerequisites, you will be ready to proceed with the scan-to-email configuration process using Office 365. These requirements ensure that you have the necessary subscriptions, licenses, network settings, and authentication methods in place to enable seamless email transmission from your device or application.

Option 1: Authenticate Your Device or Application with Office 365 Directly

One option for setting up scan to email with Office 365 is to authenticate your device or application directly with Microsoft 365 or Office 365. This involves configuring the SMTP settings on your device to connect to the SMTP AUTH client submission endpoint smtp.office365.com. You will need to enter the server/smart host, and port, enable TLS/StartTLS, and provide the username/email address and password of the hosted mailbox being used. This option supports most usage scenarios and is easy to set up.

To authenticate your device or application with Office 365, follow these steps:

1. Access the settings of your device or application.
2. Navigate to the SMTP settings section.
3. Enter the server/smart host as smtp.office365.com.
4. Specify the port as 587 or 25.
5. Enable TLS or StartTLS for secure communication.
6. Provide the username/email address and password of the hosted mailbox.
7. Save the changes and test the connection.

By authenticating your device or application with Office 365 directly, you can easily send emails through your Microsoft 365 or Office 365 mailbox without any additional configurations or dependencies.

TLS and Other Encryption Options for Scan-to-Email Setup

When setting up scan to email with Office 365, it’s crucial to prioritize the security of your email communication. One essential aspect to consider is implementing TLS encryption. Transport Layer Security (TLS) provides a secure channel for transmitting data between your device or application and the Office 365 platform. By encrypting your emails, you can protect sensitive information from unauthorized access and ensure the privacy of your communication.

Office 365 supports TLS version 1.2 and above, so it’s important to verify that your device or application is compatible with this version. If your device doesn’t support TLS 1.2, you may need to explore alternative options. For example, you can use a direct send method or an on-premises email server for relaying mail. These alternatives can help you maintain secure communication while working with devices that have specific compatibility limitations.

Another encryption option to consider is SMTP AUTH with OAuth. This method enhances security by providing a more robust authentication mechanism. With SMTP AUTH, you can authenticate your device or application using OAuth tokens instead of relying solely on passwords. OAuth eliminates the need to share or store passwords, reducing the risk of unauthorized access. By leveraging SMTP AUTH with OAuth, you can further strengthen the security of your scan-to-email setup with Office 365.

Encryption Option	Benefits
TLS Encryption	– Protects sensitive information – Ensures privacy of communication – Compatible with Office 365
SMTP AUTH with OAuth	– Enhanced authentication mechanism – Reduces risk of unauthorized access – Secure scan to email setup

By implementing TLS encryption and exploring options like SMTP AUTH with OAuth, you can enhance the security of your scan-to-email setup. These encryption methods ensure that your communication remains confidential and protected from malicious actors. Prioritizing security not only safeguards your sensitive information but also aligns with best practices for data protection in the modern digital landscape.

Option 2: Direct Send for Scan to Email Configuration

Direct send is another option for setting up scan to email with Office 365. This method allows you to send emails from your device or application without the need for authentication. It is suitable for situations where you only need to send emails to recipients within your organization who have mailboxes in Microsoft 365 or Office 365.

To configure direct send, you will need to access your device’s settings and navigate to the E-mail/I-Fax settings. Here, you can enter your Office 365 MX endpoint, such as contoso-com.mail.protection.outlook.com, as the server or smart host. Make sure to enable TLS (SMTP TX) for a secure connection and ensure that SMTP authentication is turned off.

It’s important to note that direct send has certain limitations. For example, it does not support sending bulk email or newsletters. However, if your scan-to-email requirements align with the capabilities of direct send, it can be a straightforward and efficient option for configuring your devices and applications to send emails through Office 365.

Direct Send Configuration Steps:

1. Access your device’s settings and navigate to the E-mail/I-Fax settings.
2. Enter your Office 365 MX endpoint as the server or smart host.
3. Enable TLS (SMTP TX) for a secure connection.
4. Ensure that SMTP authentication is turned off.
5. Save the changes and you should now be able to scan to email via Office 365 using the direct send method.

Option 3: SMTP Relay for Scan to Email Setup

If the previous options do not meet your requirements, you can consider using SMTP relay for scan-to-email setup. SMTP relay involves using an on-premises email server or any other SMTP server to relay mail from your devices and applications. This method can be useful if your device is unable to meet the requirements for connecting to Microsoft 365 or Office 365. Configuring an SMTP relay allows you to send emails from your devices and applications while leveraging the capabilities of Office 365 for routing and delivery.

Setting up SMTP relay for scan to email configuration requires the following steps:

1. Identify an SMTP server that meets the required specifications.
2. Configure the SMTP server settings in your device or application. This typically includes specifying the server name, port number, and any authentication or encryption settings.
3. Ensure that the SMTP server is accessible from your network and that any necessary firewall or network configuration changes are made.
4. Test the SMTP relay configuration by sending a test email from your device or application. Verify that the email is successfully delivered to the intended recipients.

SMTP relay provides flexibility and allows you to overcome any limitations or compatibility issues with direct send or SMTP AUTH client submission. It enables you to use your preferred SMTP server while still leveraging the benefits of Office 365 for email routing and delivery. By following the recommended steps and ensuring proper configuration, you can seamlessly integrate SMTP relay into your scan-to-email setup with Office 365.

Advantages of SMTP Relay	Considerations for SMTP Relay
Provides compatibility with a wide range of devices and applications. Enables sending emails without relying on direct authentication with Microsoft 365 or Office 365. Bypasses any sending limits imposed by Microsoft 365 or Office 365.	Requires an on-premises email server or a separate SMTP server. Involves additional configuration and maintenance of the SMTP server. May require network or firewall changes to allow SMTP traffic.

Features of SMTP AUTH Client Submission for Scan-to-Email

SMTP AUTH client submission offers numerous features and advantages for scanning to email with Office 365. By utilizing SMTP AUTH, you gain the following benefits:

• Send emails to recipients inside and outside your organization: With SMTP AUTH, you can easily send emails to both internal and external recipients. Whether you need to communicate with colleagues, clients, or partners, this method ensures seamless email delivery.
• Bypass most spam checks for internal emails: When sending emails within your organization, SMTP AUTH client submission bypasses most spam checks. This enables swift and efficient communication between team members without delays caused by spam filtering systems.
• Sending emails from any location or IP address: SMTP AUTH allows you to send emails from any location or IP address. Whether you’re working in the office, at home, or on the go, you have the flexibility to send scan-to-email communications from wherever you are.

“SMTP AUTH client submission provides a versatile and user-friendly solution for scan to email configuration. Its features enable efficient communication, bypass potential delays caused by spam filters for internal emails, and provide flexibility in terms of location and IP address.”

These features make SMTP AUTH client submission a reliable and convenient option for setting up scan-to-email with Office 365. Whether you’re scanning important documents or sending time-sensitive information, you can rely on the secure and efficient email delivery facilitated by SMTP AUTH.

Advantages of Using SMTP AUTH for Scan-to-Email

SMTP AUTH client submission offers several advantages for setting up scan to email:

1. Simple setup: Configuring your device or application to use SMTP AUTH is straightforward and user-friendly. With clear guidelines and authentication requirements, you can quickly enable scan-to-email functionality.
2. Secure authentication: SMTP AUTH ensures secure authentication by requiring a username/email address and password for the hosted mailbox. This safeguard protects your emails and prevents unauthorized access.
3. Support for most usage scenarios: SMTP AUTH client submission supports a wide range of usage scenarios, making it suitable for different types of devices and applications. Whether you’re using a scanner or a line-of-business application, SMTP AUTH can accommodate your needs.

These advantages make SMTP AUTH an excellent choice for scan-to-email setup. With its simplicity, security, and versatility, SMTP AUTH empowers organizations to streamline their document workflows and enhance productivity.

Benefits of SMTP AUTH

SMTP AUTH provides several benefits that improve the overall scan-to-email experience:

• Efficiency: By utilizing SMTP AUTH, you can send scan-to-email communications efficiently and without delays. The authentication process ensures seamless email delivery, allowing you to focus on other important tasks.
• Reliability: With SMTP AUTH, you can trust that your emails will be delivered securely and reliably. The authentication mechanism protects against unauthorized access and ensures the integrity of your communications.
• Flexibility: SMTP AUTH enables you to send emails from any device, location, or IP address. This flexibility allows you to stay connected and communicate effectively, regardless of your physical location.

These benefits make SMTP AUTH a valuable tool for organizations that rely on scan-to-email functionality. By leveraging the features and advantages of SMTP AUTH, you can optimize your document workflows and facilitate seamless communication within and outside your organization.

Limitations of SMTP AUTH Client Submission for Scan to Email

While SMTP AUTH client submission is a convenient and widely supported option for scanning to email with Office 365, it does have certain limitations. It is important to be aware of these restrictions to ensure a successful setup process. The limitations of SMTP AUTH client submission for scan to email include:

1. Permission Requirements: If you want to send email from a different account, you need to have “Send As” permissions for that account. This means that you may not be able to send emails on behalf of another user without the appropriate permissions.
2. Sending Limits: Microsoft 365 or Office 365 imposes sending limits, which may affect the number of emails you can send per day or minute. These limits are in place to prevent abuse and ensure fair usage of the service.
3. Bulk Email or Newsletters: SMTP AUTH client submission may not be suitable for sending bulk emails or newsletters. Microsoft 365 or Office 365 has specific policies and guidelines for sending mass emails, and using alternate methods or services may be necessary to comply with these policies.

It is important to consider these limitations when setting up scan to email with Office 365 using SMTP AUTH client submission. Understanding these restrictions will help you plan your email workflows effectively and avoid any issues or violations of Microsoft 365 or Office 365 policies.

Step-by-Step Instructions for Setting up Direct Send

If you choose to use direct send for scan-to-email setup, here are the step-by-step instructions:

1. Access your Canon device’s settings.
2. Navigate to the E-mail/I-Fax settings.
3. Enter your Office 365 MX record as the SMTP server.
4. Turn on the option for allowing TLS (SMTP TX).
5. Ensure SMTP authentication is turned off.
6. Save the changes.

By following these instructions, you can easily configure your Canon device to scan to email via Office 365 using the direct send method. With direct send, you can send emails from your device to recipients within your organization without the need for authentication.

Direct Send Configuration Steps:

1. Access your Canon device’s settings.
2. Navigate to the E-mail/I-Fax settings.
3. Enter your Office 365 MX record as the SMTP server.
4. Turn on the option for allowing TLS (SMTP TX).
5. Ensure SMTP authentication is turned off.
6. Save the changes.

Following these steps will configure your Canon device to use direct send for scan to email with Office 365. You can now send emails from your device to recipients within your organization without the need for authentication.

Direct Send Configuration Steps:

Here is a step-by-step guide for configuring direct send:

Step	Description
1	Access your Canon device’s settings.
2	Navigate to the E-mail/I-Fax settings.
3	Enter your Office 365 MX record as the SMTP server.
4	Turn on the option for allowing TLS (SMTP TX).
5	Ensure SMTP authentication is turned off.
6	Save the changes.

By following these steps, you can easily configure your Canon device to scan to email via Office 365 using the direct send method. Direct send allows you to send emails from your device without the need for authentication.

Step-by-Step Instructions for Setting up SMTP Relay

Setting up SMTP relay for a scan to email with Office 365 is a straightforward process. Follow these step-by-step instructions to configure your Canon device and start sending emails:

Step 1: Access Email Settings

First, access the settings menu on your Canon device and locate the Email settings section.

Step 2: Enter Sender’s Email Address

Enter the email address from which you want the scans to be sent. This address will appear as the sender in the recipient’s inbox.

Step 3: Configure SMTP Server

Now, enter your MX endpoint as the SMTP server. This is typically in the format of contoso-com.mail.protection.outlook.com.

Step 4: Enable Secure Connection

Make sure to enable a secure connection (TLS) to ensure the confidentiality and integrity of your email communication.

Step 5: Disable SMTP Authentication

Turn off SMTP authentication in the settings. Since you are using SMTP relay, authentication is not required.

Step 6: Save Changes

Save the changes you made to the email settings on your Canon device. With these configurations, you are now ready to use SMTP relay to send scanned documents via email using Office 365.

Troubleshooting Tips for Scan-to-Email Setup with Office 365

If you encounter any issues during the scan-to-email setup process with Office 365, here are some troubleshooting tips to help you resolve them:

1. Double-check SMTP Settings

Ensure that the SMTP settings on your device or application are correctly configured. Check the server/smart host, port, and TLS/StartTLS options. Any incorrect settings can prevent the emails from being sent.

2. Verify TLS Version and Network Settings

Make sure that your device or application supports the required TLS version (1.2 and above) for secure email communication. Additionally, ensure that port 587 or 25 is unblocked on your network to allow communication with SMTP servers.

3. Authenticate with Correct Credentials

If your setup requires authentication, double-check the username/email address and password. Ensure that you have entered the correct credentials of the hosted mailbox being used for sending emails. Incorrect credentials can result in authentication failures.

4. Consult Vendor or IT Support

If the issues persist and you are unable to resolve them, it is recommended to consult the vendor or seek assistance from your IT support team. They may have specific insights or solutions tailored to your device or application.

By following these troubleshooting tips, you can overcome common issues that may arise during the scan-to-email setup with Office 365. Remember to review your settings, verify network configurations, and seek professional guidance if needed.

Conclusion

In conclusion, setting up scan to email with Office 365 is a straightforward process that can greatly benefit your organization’s document workflows. By following the step-by-step instructions and considering the prerequisites, encryption options, and limitations, you can configure your devices and applications to seamlessly send emails through Office 365.

Whether you choose to authenticate your device or application directly with Office 365, use direct send, or set up SMTP relay, there are options available to suit your specific needs. Each method has its advantages and considerations, so it’s important to carefully evaluate which one is most suitable for your organization.

Throughout the setup process, it’s essential to ensure secure communication by enabling TLS 1.2 or above and considering options such as SMTP AUTH with OAuth. These encryption methods help protect your emails and maintain the highest level of security.

If you encounter any issues during the scan-to-email setup process, refer to the troubleshooting tips provided or seek assistance from your vendor or IT support. With the right configuration and troubleshooting steps, you will be on your way to enjoying the benefits of scanning to email with Office 365.