Outer Limits Consulting

Setup SMTP for copiers/scanners


Your copier/scanner likely has the ability to send scanned documents to an email address. In most cases, SMTP must be configured to do that.


SMTP (Simple Mail Transfer Protocol) is like the Post Office or UPS Store. When your scanner wants to send a PDF to someone via email, it must send it to a SMTP server which then sends it to the destination address. Most small offices don't have an SMTP server on-site, so you'll need to either use your Google or Microsoft365 SMTP server, or sign up for an account with an SMTP service provider like SendGrid, MailJet, SendGrid, Amazon, etc.



       





Use the information below and just give us a call if you need help or want us to do it for you.


MailGun
Server:smtp.mailgun.org
Port: 587
SSL: No
Auth: Yes
User: postmaster@yourdomain.com
Pass: MailGun password (can be short to work with older scanners)

Microsoft 365
(SMTP AUTH)
Server:smtp.office365.com
Port: 587
SSL: Yes
Auth: Yes
User: Your email address
Pass: Your email address

Microsoft 365
(direct)
Server:yourdomain-com.mail.protection.outlook.com
Port: 25
SSL: No
Auth: No
Sender:scanner@yourdomain.com
Note: Limited to sending email to @yourdomain.com

Microsoft 365
(Special App Password)
Server:smtp.office365.com
Port: 587
SSL: Yes
Auth: Yes
User: Your email address
Pass: Special "Apps password"
Note: You must set up a special "Apps Password"

Google Workspace
(Relay)
Server:smtp-relay.gmail.com
Port: 587
SSL: Yes
Auth: Yes
User: Your email address
Pass: Your email address
Note: This must be enabled by your Google Workspace administrator

Google Workspace
(Special App Password)
Server:smtp.gmail.com
Port: 587
SSL: Yes
Auth: Yes
User: Your email address
Pass: Special "Apps Password"
Note: You must set up a special "Apps Password"

SendGrid
Server:smtp.sendgrid.net
Port: 465 or  587
SSL: Yes (Port 465) or None/TSL (Port 587)
Auth: Yes
User: apikey
Pass: Special API key ← must generate this at SendGrid (minimum 69 characters)

Send In Blue
Server:smtp-relay.sendinblue.com
Port: 587
SSL: Yes
Auth: Yes
User: SendInBlue username
Pass: SendInBlue password

Amazon SES
Server:email-smtp.us-east-1.amazonaws.com ← based on geographical location
Port: 587
TSL: Yes
Auth: Yes
User: API Access key ← you must generate this at Amazon
Pass: API Secret key ← you must generate this at Amazon





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