Using Office365 for your Printer Scan to Email functionality

I've searched the Internet if someone successfully use the Office365 Microsoft Exchange Online without the use of TLS and SMTP Authentication. I found nothing, so I've decided to write this article so other administrators will benefit and save time. Hopefully give me credit of saving their precious time :)

Office365 (Microsoft Exchange Online) a cloud based email powered by Microsoft Exchange Server with running latest version. SMTP Authentication and TLS protocol are required for your printer to scan and email the result to your corporate intended recipients.

I've tested the SMTP Authentication and TLS settings using Toshiba eStudio printers, and works like a charm. It took a while to configure but it works. See the captured configuration.

I enabled SMTP Client with all certificate without CA, the SSL/TLS as STARTTLS (this is the key to make scan to email using Office365 to work).

My SMTP Server Address is pod51018.outlook.com. Microsoft recommend that you check your SMTP settings to get this information. Depending on your location, the SMTP Server Address might be different.

Authentication is enabled, I've added my login name and password. For this example, I enter my login name as [email protected] (example), and my password.

I setup my maximum email to 100Mb as example. But I highly recommend to reduce this to 20Mb or 25Mb, sufficient to receive emails with large attachment.

And use SMTP recommended port TCP 587. Your Firewall Administrator needs to allow this port to go out, so make sure that this is added to your Firewall policy.

That's all. You can use your Printer to scan-to-email.

And if your Printer is NOT supporting TLS, this is what you need to do.

I'm using Rico Aficio MP C2551 as an example.

I've configured SMTP for reception protocol.
SMTP Server Name is mail.global.frontbridge.com , using port 25.

It doesn't require SMTP Authentication but Microsoft Office365 will only allow to send if the recipient is a valid email address at Office365.

The work around is to create a distribution list in your Office365 account, then add the external email address to the distribution list.

Here's how you will configure it. Login to the https://portal.microsoftonline.com using your Office365 Administrator equivalent account. In the Admin Overview, your will see where you can manage your Microsoft Office 365 such as Exchange, Lync, and SharePoint. Under Exchange, click the "manage" link. This will bring you to the Exchange Online management page.

First, let's add the external email address. Click External Contacts link, and enter the external First Name, Last Name, Alias, and Email Address.

Next, click the Distribution Lists to see your existing groups. Click on New to create a distribution list. Type the Distribution List name e.g. # Temp1, Alias, E-mail Address, click Save.

In the Distribution Groups, you will see your newly created group list e.g. # Temp1. Double click on # Temp1 to edit the settings. Go to Membership to your external contact. In Delivery Management, select Senders inside and outside of my organization. See the captured image.

That's all. Now you can use your printer to scan-to-email even outside your organization.

Keep in mind, this is just a work around so you can use your Printer for scan-to-email feature. I still highly recommend that you use a Printer that support TLS and SMPT Authentication.

Thank you and don't forget to go back here at Whaddya.com or send me email to EM @ KING.NET