How to setup scan to e-mail on a Multifunctional device using Office 365

If you are an Office 365 customer you can use their services to configure your device for scan to e-mail. Office365 uses a DNS MX record to route your e-mail to the server responsible for accepting e-mail for your domain. This MX record can be used as an smtp relay on your MFD for scan to e-mail purposes. The first step is to determine your smtp server.

Finding your MX Record

The MX record contains a domain identifier followed by mail.protection.outlook.com

If your e-mail domain is contoso.com the domain identifier will be contoso-com.

The full MX record will be contoso-com.mail.protection.outlook.com. This is what you will use as your smtp server on the device.

You can use https://mxtoolbox.com/ to search for your MX record

MXToolbox

Once you have found your MX record you can configure your device

Scan to e-mail setup for Canon Multifunctional Devices

Adding the smtp server to your Device

  • Open a browser and enter the IP address of your Canon Device
  • Login to the device using the Administrator account and password.
  • Click the Settings/Registration link on the right-hand side menu
Canon Settings Menu
  • On the left-hand side menu under Function Settings click the Send link
Canon Send Menu
  • Click on Network Settings – E-mail/I-Fax Settings
Canon E-mail Network Settings Menu
  • Enter your O365 MX record as the smtp server.
  • The e-mail address you enter will be used as the sending address. It does not need to be an actual e-mail account.
Canon SMTP Server Menu
  • Under Authentication/Encryption settings tick the box for Allow TLS (SMTP TX)
  • Note: all other options should be left unticked.
Canon Allow TLS Encryption
  • Click the OK button to save your changes

You should now be able to scan to e-mail via Office 365.

Scan to e-mail setup for Ricoh Multifunctional Devices

  • Open a browser and enter the IP address of your Canon Device
  • Click the Login link in the top right had corner and login to the device using the Administrator account and password.
  • On the left hand side menu select Device Management > Configuration
Ricoh Configuration
  • Under Device Settings click on E-mail
  • Enter the e-mail address you want the scans to be sent from.
    • The e-mail address you enter will be used as the sending address. It does not need to be an actual e-mail account.
  • Enter your O365 MX record as the smtp server as per below screenshot.
  • Ensure Use Secure Connection is turned On.
  • Ensure SMTP Authentication is turned Off.
Ricoh SMTP Settings
  • Scroll to the bottom and click the OK button to save your changes.

You should now be able to scan to e-mail via Office 365.