How to setup scan to e-mail

Privacy and security notice

  • Use a _dedicated_ e-mail address for the printer to use to send email

  • Do not use your personal or work email address

The printer uses an e-mail server to deliver e-mail to a recipient

Step 1 - Log into the printer's Command Center web page

  1. Access the printer's Command Center RX web page

    • (How to access the Command Center)

  2. Log into the printer's Command Center RX web page

    • (How to log into the Command Center)

Step 2 - Check Network Settings

  1. Select Network Settings

  2. Select TCP/IP

  3. Under IPv4 Settings

  • If DHCP is set to Off, is the printer configured to use a Default Gateway IP address?

  • If DHCP is set to Off, is the printer configured to use a DNS Server (Primary) IP address?

  1. Select Security Settings

  2. Select Network Security

    • Under Client side Settings > TLS Version

      1. Select TLS 1.1

      2. Select TLS 1.2

    • Under Client side Settings > Hash

      1. Select SHA2(256/384)

  3. Select Submit

Step 3 - Set E-mail server settings

  1. Select Function Settings

  2. Select E-mail

  1. Select Settings

  2. Select Advanced

  3. Select SMTP

  4. Select General

  1. Set SMTP Protocol to On

  2. Set SMTP Port Number to 587

  3. Set SMTP Server Name to smtp.gmail.com

  4. Set SMTP Server Timeout to 180

  5. Set Authentication Protocol to On

    • Set Authentication as to Other

    • Set Login User Name to <Gmail e-mail address>

    • Set Login Password to <above Gmail e-mail address password>

      • The maximum length of the Login Password is 64 characters

  6. Set SMTP Security to STARTTLS

  7. Set Sender Address to the same Gmail e-mail address as used for the Login User Name

    • The maximum length of the sender address is 128 characters

  8. Set SMTP Authentication and Sender Address to Use System Settings

    • Only some models have this setting

Error message: 0x 1102

  • Google Gmail may have blocked access to send e-mail from a device. Enable less secure access at https://myaccount.google.com/lesssecureapps

Alternate Sender Address

  1. Login to Gmail.com

  2. Select Settings

  3. Select Accounts and Import

  4. Under Send mail as, Select Add another email address

  5. Enter the email address of an already created Google account address

Additional information

    • Google Apps SMTP settings to send mail from a printer, scanner, or app

    • SMTP relay service setting

E-mail server settings if using Microsoft outlook.com

  1. Set SMTP Protocol to On

  2. Set SMTP Port Number to 587

  3. Set SMTP Server Name to smtp.office365.com

  4. Set SMTP Server Timeout to 180

  5. Set Authentication Protocol to On

    • Set Authentication as to Other

    • Set Login User Name <email address>

    • Set Login Password <above email address password>

      • The maximum length of the Login Password is 64 characters

  6. Set SMTP Security to STARTTLS

  7. Set Sender Address to the _same_ email address as used for the Login User Name

    • The maximum length of the sender address is 128 characters

  8. Set SMTP Authentication and Sender Address to Use System Settings

    • Only some models have this setting

Alternate Sender Address (Alias)

  1. Log into Outlook.com

  2. Navigate to Settings > Connected accounts

  3. Under Email Aliases, Select Manage or choose a primary alias

  4. Under Account aliases , Select Add email address

Additional information

    • Set up an email app with Outlook.com

E-mail server settings if using Microsoft Office 365

  1. Set SMTP Protocol to On

  2. Set SMTP Port Number to 587

  3. Set SMTP Server Name to smtp.office365.com

  4. Set SMTP Server Timeout to 180

  5. Set Authentication Protocol to On

    • Set Authentication as to Other

    • Set Login User Name to <email address>

    • Set Login Password to <above email address password>

      • The maximum length of the Login Password is 64 characters

  6. Set SMTP Security to STARTTLS

  7. Set Sender Address to the _same_ email address as used for the Login User Name

    • The maximum length of the sender address is 128 characters

  8. Set SMTP Authentication and Sender Address to Use System Settings

    • Only some models have this setting

Additional information

  • The sender email address _must_ be mailbox enabled

Alternate Sender Address

  • The Login User Name account must have the Send As or Send on Behalf permission for Sender Address account

How to set up a multi-function device or application to send email using Office 365

  • https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-3

Preparing to use TLS 1.2 in Office 365

  • https://support.microsoft.com/en-gb/help/4057306/preparing-for-tls-1-2-in-office-365

Office 365 URLs and IP address ranges

  • https://docs.microsoft.com/en-us/microsoft-365/enterprise/urls-and-ip-address-ranges?view=o365-worldwide#skype-for-business-online-and-microsoft-teams

E-mail server settings if using a Microsoft Exchange server

The Microsoft Exchange administrator will advise on the settings to use as there are multiple methods available depending on the version of Exchange and the infrastructure requirements.

  • Set SMTP Protocol to On

  • SMTP Port Number (25 is the default)

  • SMTP Server Name (IP address or host name or FQDN)

  • Set SMTP Server Timeout to 180

  • Authentication Protocol

    • Authenticate as

    • Login User Name

    • Login Password

      • The maximum length of the Login Password is 64 characters

  • SMTP Security (SSL/TLS or STARTTLS or Off)

  • Sender Address

    • The maximum length of the sender address is 128 characters

  • SMTP Authentication and Sender Address (Use System Settings or Use Login User Information)

Alternate Sender Address

  • The Microsoft Exchange administrator will advise on the email address to use

E-mail server settings if using Yahoo mail

  1. Set SMTP Protocol to On

  2. Set SMTP Port Number to 587

  3. Set SMTP Server Name to smtp.mail.yahoo.com

  4. Set SMTP Server Timeout to 180

  5. Set Authentication Protocol to On

    • Set Authentication as to Other

    • Set Login User Name to <email address>

    • Set Login Password to use the app-specific password that you generated

      • The maximum length of the Login Password is 64 characters

      • Generate an app-specific password at https://login.yahoo.com/account/security

  6. Set SMTP Security to STARTTLS

  7. Set Sender Address to the _same_ email address as used for the Login User Name

    • The maximum length of the sender address is 128 characters

  8. Set SMTP Authentication and Sender Address to Use System Settings

    • Only some models have this setting

Additional information

    • https://uk.help.yahoo.com/kb/yahoo-mail-pop-settings-sln4724.html

E-mail server settings for Apple iCloud

  • Set SMTP Protocol to On

  • Set SMTP Port Number to 587

  • Set SMTP Server Name to smtp.mail.me.com

  • Set SMTP Server Timeout to 180

  • Set Authentication Protocol to On

    • Set Authentication as to Other

    • Set Login User Name to your full iCloud email address (for example, emilyparker@icloud.com, not emilyparker)

    • Set Login Password to use the app-specific password that you generated

      • The maximum length of the Login Password is 64 characters

      • Generate an app-specific password at https://support.apple.com/en-gb/HT204397

  • Set SMTP Security to STARTTLS

  • Set Sender Address to the _same_ email address as used for the Login User Name

    • The maximum length of the sender address is 128 characters

  • Set SMTP Authentication and Sender Address to Use System Settings

    • Only some models have this setting

Additional information

  • https://support.apple.com/en-us/HT202304

E-mail server setting if using other e-mail servers

  • Please contact the mail administrator for the settings to use

Step 4 - Create machine address book entries

  1. Select Address Book

  2. Select Machine Address Book

  3. Select Add Contact

  4. Enter a name in the Name field

  5. Enter the recipients e-mail address in E-mail Address , under the E-mail section

  6. Select Submit