How to Set Up Scan to Email with Office 365

Getting your multifunction printer to scan to email using Office 365 can save time and boost efficiency. Many businesses rely on Office 365 SMTP settings to handle outgoing emails for devices like scanners or printers. But choosing the right configuration—SMTP Client Submission, Direct Send, or SMTP Relay—is key to making it all work seamlessly.

This guide will walk you through everything you need to set up scan to email using Microsoft 365 or Office 365, including the following settings:

• How to choose the right method (Direct Send, SMTP Client Submission, or Relay).
• Step-by-step instructions to configure a connector to send emails.
• Ensuring secure connections with SMTP authentication.
• Troubleshooting common issues like the risk of your email being marked as spam.

Choosing the Right Configuration for Scan to Email

Before configuring your multifunction device or application, you need to decide on the best method to set up scan to email with Office 365. Here’s a quick breakdown of the three options available:

1. SMTP Client Submission

This method requires SMTP authentication for each device. The device uses a licensed Office 365 mailbox to send email using Microsoft 365 or Office 365. It’s a great choice when sending secure emails from a single device or printer.

Pros:

• Works with any email address in your domain.
• No need for a static IP address or a connector.

Cons:

• Requires each device to authenticate with its own 365 account.
• Subject to sending limits (e.g., 30 emails per minute, 10,000 recipients per day).

Steps:

1. Go to settings in your device’s interface.
2. Enter the following SMTP settings:
   • SMTP server: smtp.office365.com
   • Port: 587
   • Encryption: TLS
   • Authentication: Use a licensed Office 365 mailbox email and password.
3. Send a test email to confirm functionality.

2. Direct Send

Direct Send allows devices to send emails without SMTP authentication. It bypasses a licensed mailbox and directly connects to Office 365. This is ideal for internal communications like scanning documents to team members.

Pros:

• No need for user credentials or a 365 account.
• Higher sending limits than SMTP Client Submission.

Cons:

• Can only send emails to recipients in your domain.
• Requires a static IP address.

Steps:

1. Configure the SMTP server with smtp.office365.com on port 25.
2. Make sure your device’s IP address or address range is static and added to the SPF DNS settings in your domain.
3. Test the setup by sending emails internally within the organization.

3. SMTP Relay

The SMTP Relay method uses a connector for SMTP relay within Office 365 to send messages on behalf of your domain. This option is best for sending to both internal and external recipients.

Pros:

• No need for device-specific credentials.
• Supports bulk email and external email addresses.

Cons:

• Must have a static IP address.
• Requires setting up a connector in the Microsoft 365 admin center.

Steps:

1. Authenticate with Office 365 by setting up a connector:
   • Log in to the Microsoft 365 admin center and create a connector for the IP address of the sending server.
   • Choose “Only when email is sent from the following IP addresses” and specify your device’s public IP address.
2. Enter these SMTP settings on your device:
   • SMTP server: smtp.office365.com
   • Port: 25
   • No authentication is required

Step-by-Step Configuration for Scan to Email with Office 365

After selecting the best method—SMTP Client Submission, Direct Send, or SMTP Relay—you can begin configuring your multifunction printer or application to use Office 365 SMTP settings. Follow the steps below to ensure everything works smoothly.

1. Access Your Device’s Settings

Most printers or scanners have a web-based interface or control panel for managing email configuration. Here’s how to start:

1. Connect the device to your network.
2. Open a browser and enter the device’s IP address to access its web interface.
3. Navigate to the email server or SMTP settings section.

2. Enter SMTP Server Details

Use the following configuration for the SMTP server, regardless of the method chosen:

• SMTP Server Address: smtp.office365.com
• Port Number:
  • Use 587 with TLS (preferred).
  • Use 25 for Direct Send or SMTP Relay.
• Encryption: TLS or STARTTLS

For SMTP Client Submission:

• Provide a licensed Office 365 mailbox email address and password.

For SMTP Relay:

• Leave the authentication fields blank if using a connector.
• Ensure your public IP address is added to the SPF DNS record.

3. Configure Sender Email Address

Set the sender email address that your device will use:

• For SMTP Client Submission: Use the licensed mailbox address.
• For Direct Send or SMTP Relay: You can use any address within your domain, depending on the configuration.

4. Save and Test the Configuration

Testing is a critical step to confirm your setup is working:

1. Save the settings in the device interface.
2. Perform a test scan and email the result to an internal and/or external recipient.
3. Check the recipient’s inbox for successful delivery.

If issues arise, verify your settings, check network connectivity, and ensure the correct port and encryption are enabled.

5. Ensure Compliance and Security

Using authenticated SMTP and Office 365 SMTP relay minimizes the risk of your email being marked as spam. To maintain security:

• Update firmware for your printer or scanner.
• Use a static IP address to align with Office 365’s security protocols.
• Verify that your DNS settings include SPF, DKIM, and DMARC records for better email authentication.

Troubleshooting Common Issues with Scan to Email Using Office 365

If your scan to email setup isn’t working as expected, don’t worry—most issues are easy to resolve. Below are common problems and solutions to help you get back on track.

1. Emails Are Not Being Sent

This is a frequent issue during configuration. Here’s what to check:

• SMTP Server Settings:
  • Verify the SMTP server address is set to smtp.office365.com.
  • Ensure the correct port is used: 587 with TLS or 25 for Direct Send or SMTP Relay.
• Authentication:
  • For SMTP Client Submission, ensure you’re using valid Office 365 mailbox credentials.
  • For SMTP Relay, confirm your public IP address is added to your SPF record.
• Email Limits:
  • Confirm you’re within the daily sending limits for your method.
  • SMTP Client Submission: 30 messages per minute and 10,000 recipients per day.

2. Emails Are Marked as Spam

When emails fail to reach recipients or land in their spam folder, consider the following:

• SPF, DKIM, and DMARC Records:
  • Ensure these DNS settings are configured to verify your domain’s authenticity.
• Static IP Address:
  • Make sure your device or application uses a static IP. This prevents issues with Office 365’s security checks.
• Correct Sender Address:
  • For SMTP Relay, confirm the sender address matches your domain.

3. Error Messages During Testing

Some common errors include:

• Authentication Error:
  • Verify the username and password for SMTP authentication.
  • Ensure the account has the proper permissions to send emails.
• Connection Timeouts:
  • Check your network firewall or router settings to allow traffic on ports 587 or 25.
  • Ensure the device can connect to the Office 365 SMTP server.
• Recipient Address Issues:
  • Make sure the email address is correct and matches the organization’s domain if using Direct Send.

4. Device Compatibility Issues

Older devices might lack support for modern encryption protocols like TLS 1.2. If this is the case:

• Update Device Firmware:
  • Visit the manufacturer’s website to download the latest firmware for your printer or scanner.
• Use SMTP Relay:
  • This method works well for devices without modern authentication capabilities.

FAQs

Conclusion

Setting up scan to email with Office 365 might seem technical, but breaking it down into simple steps makes it manageable. Choose the right method—SMTP Client Submission, Direct Send, or SMTP Relay—based on your needs. Use the correct SMTP settings, ensure proper security configurations, and test thoroughly to ensure smooth functionality.

By following this guide, your team can easily scan and send documents via Microsoft 365 SMTP without disruptions.