8/26/14 – Rev3

SMTP Scanning Configuration/Setup Guide

Product: Canon/Ricoh/Samsung All scan to email capable Multi-Function Printers (MFP) - NOTE: Please reference the attached manufacturer specific SMTP guides,

included with this support document.

Outline: What are the basic items to check when setting up email on the MFP? The following outline is intended to provide basic troubleshooting methods when sending emails fail.

Answer:

Be sure to get the correct email/account information from the end user or IT staff.

To validate the email settings for the copier, check the Outlook or other mail client settings on a user’s computer (account settings). Alternately you can select the link below and enter the email address for common mail providers: Mail Lookup Settings Once the address is entered, the website site will generate a report for the SMTP setup, based on that email. Two tables will display, Incoming Mail Server and Outgoing Mail Server settings.

>> Enable/check the following options where applicable on the sending /device: IP Address

Subnet Mask

Gateway Address Primary/Secondary DNS Server (Address)

DNS Address

SMTP Port # (change to the port number, if using other than port 25) - Service Mode setting \ service tech required for Canon

SMTP Server (use the IP address of the outgoing SMTP server)

 

Output Report:

Print the User Data list to determine the IP and other network info of the MFP Canon iR Legacy: Additional Functions> Report settings> Print List> Network Canon iR Advance: Settings/Reg> Preferences> Network> Output Report Ricoh: User Tools/Maint > System Settings > Interface Settings > Print List

Samsung: Machine Setup > Report > System Report > Network Configuration Report

Network Changes: Has there been a change with your ISP? Please review with network provider or IT staff

Has there been a router upgrade? Please review with network provider or IT staff Has the mail server been changed or had a password change?

- Please review with network provider/mail admin or IT staff Has the network cable been unplugged or damaged in any way? - Please unplug, inspect/replace and/or plug in cable to network jack and MFP

Tools/Troubleshooting: Power Cycle: Turn the device on and off, attempt to send email from copier. - Reference user manual for this power down procedure based on your model Telnet: You may be given the DNS name of the smtp server or its ip address. Telnet to the server from a computer on the customer network to verify that it offers smtp services. [eg., telnet (space) 10.35.21.45 (space)25] or, [telnet (space) smtp.verizon.net (space)25]. Outlook Express: Configure the same email settings in Outlook Express then test it to see if it works. Check to see if authentication (User Name & Password) is required. POP Before Send: Check with the admin to determine if this authentication method is required. Most devices only require SMTP sending/authentication and checking this box will cause it to fail.

SMTP setup for Samsung (cosmos) devices

>> Select Machine Setup >> If prompted to login enter: admin / $amsung1

>> Select Network Settings (arrow down, screen two)

>> Select SMTP (arrow down, screen two)

>> Select Outgoing SMTP Server

>> Enter SMTP server / port / user login or email address >> Arrow down to screen two for SSL settings

>> Select SMTP Authentication (if required)

SMTP setup for Ricoh devices

>> Select User Tools/Counter button

>> Select System Settings

>> Select File Transfer

>> Select SMTP Server

>> Select SMTP Server Name (mail@domain.com) >> Select Port No. (25/ 587/ 465) >> Select SSL as required >> Select Connection Test, to confirm copier/server connectivity

>> Select SMTP Authentication

>> Set SMTP Authentication to ON >> Email username / email address >> Change password for the new email account >> Set encryption to Auto

>> Enter the new email address in this field

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E-Mail/I-Fax Settings

Remark

Optional equipment is required to use the e-mail/I-fax

functions if you are using the imageRUNNER

3245/3235/3230/3225. For the equipment needed, see

"Optional Equipment and System Requirements."

1. On the Network Settings screen, press [E-mail/I-Fax].

2. Specify the mail server for receiving e-mail/I-faxes.

The machine supports both the SMTP and POP3 functions.

The machine can receive I-fax images and communication error notices only.

If you want to receive e-mail/I-faxes using the machine's own SMTP receiving function:

If you want to receive e-mail/I-faxes using a POP server:

If you want to receive e-mail/I-faxes using the machine's own SMTP receivingfunction:

Register the host name of the machine with the DNS server → specify the following.

Press [On] for <SMTP Receipt> → press [Off] for <POP>.

In [E-mail Address], enter the e-mail address your machine will use. You can specify any username (the part of the address located in front of the @ symbol). Enter the host name after the "@"symbol in the e-mail address.

If you select [SSL] for <Allow SSL (SMTP Receive)>, reception of only data encrypted using SSL isallowed and communications from the host not using SSL are rejected.

If you select [On] for <Allow SSL (SMTP Receive)>, depending on the request from the host,reception of data encrypted using SSL is allowed only when there is a request from the host.

Even if you select [On] for <Allow SSL (SMTP Receive)>, the data will not be encrypted if the SMTP host

does not support encryption.

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In order to select [SSL] or [On] for <Allow SSL (SMTP Receive)> to allow SSL transmission, it is necessary to

generate a key pair in advance. For instructions on how to generate a key pair, see "Generating a Key Pair

and Server Certificate."

Proceed To Next Step

If you want to receive e-mail/I-faxes using a POP server:

Press [On] for <POP> → press [Off] for <SMTP Receipt>.

In [E-mail Address], enter the e-mail address your machine will use.

In [POP Server], enter the IP address or name of the POP server using the keyboard on the touchpanel display.

In [POP Address], enter the login name for access to the POP server.

In [POP Password], enter the password for access to the POP server.

Set [POP Interval] to the interval you want the POP server to check for incoming e-mail. If the intervalis set to '0', the POP server is not checked automatically. For instructions on how to manually checkthe POP server, see "Using the Main Unit to Send/Receive."

Select the authentication method supported by the POP server from [Standard], [APOP], or [POPAUTH] for <POP AUTH Method>.

If you want to send encrypted data, press [On] for <Allow SSL (POP)>.

If the POP server does not support SSL encryption, data is not encrypted when [On] is selected for <Allow SSL

(POP)>.

In order to select [On] for <Allow SSL (POP)> to allow SSL transmission, it is necessary to generate a key pair

in advance. For instructions on how to generate a key pair, see "Generating a Key Pair and Server Certificate."

Proceed To Next Step

3. Specify the mail server for sending e-mail/I-faxes.

If you are using an SMTP server that requires POP before SMTP (method for authenticating userswho have logged in the POP server before sending e-mail):

If you are using an SMTP server that requires SMTP Authentication (method for authenticatingusers who have logged in the SMTP server before sending e-mail):

If you are using an SMTP server that does not require authentication for sending e-mail:

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If you are using an SMTP server that requires POP before SMTP (method forauthenticating users who have logged in the POP server before sending e-mail):

In [SMTP Server], enter the IP address or name of the SMTP server using thekeyboard on the touch panel display.

Press [On] for <POP Authentication before Sending> → press [Off] for <SMTP Authentication (SMTPAUTH)>.

If you are using an SMTP server that requires SMTP Authentication (method forauthenticating users who have logged in the SMTP server before sending e-mail):

In [SMTP Server], enter the IP address or name of the SMTP server using thekeyboard on the touch panel display.

Press [On] for <SMTP Authentication (SMTP AUTH)> → press [Off] for <POP Authentication beforeSending>.

In [User], enter the user name used for logging in to the SMTP server. If you are using a MicrosoftSMTP server, enter the user name in [User] using the following format: user name@domain name.

In [Password], enter the password used for logging in to the SMTP server.

To encrypt data to be sent using SSL, select [On] for <Allow SSL (SMTP Send)>.

If the SMTP host does not support encryption, data is not encrypted when [On] is selected for <Allow SSL

(SMTP Send)>.

If you are using an SMTP server that does not require authentication for sendinge-mail:

In [SMTP Server], enter the SMTP server IP address or name using the keyboard onthe touch panel display.

Press [Off] both for <SMTP Authentication (SMTP AUTH)> and <POP Authentication beforeSending>.

Back To Top

SMTP setup for Samsung (Polaris) devices >> Load the IP address for copier >> Select the Login button

>> Enter admin in the ID field >> Enter $amsung1 for the password

>> Select Settings >> Select Machine Settings

>> Select Scan to Email >> Enter the Default (From) Address: >> Deselect the check box for Edit (From:) Address (off)

>> Select Settings >> Select Network Settings

>> Select Outgoing Mail Server (SMTP) >> Enter SMTP server, Port Number >> Enter SMTP login information, Login ID and Password >> Scroll down for additional settings

>> Select Advanced, select SSL (on/off) >> Enter the Default (From) Address: >> Select Test (check setup) >> Select Apply

Top » Settings/Registration » Function Settings » Send » E-Mail/I-Fax Settings » Common Communication Settings for E-Mail/I-Fax

Common Communication Settings for E-Mail/I-Fax06RH-0A8

1.Press (Settings/Registration).

2.Press [Function Settings] → [Send] → [E-Mail/I-Fax Settings].

3.Press [Communication Settings] → set the e-mail server.

The machine supports POP3, and can also function as an SMTP receive server.

NOTE

The machine can only receive I-faxes and communication error notices.

Using the machine as an SMTP receive server:

Using a POP server to receive communications:

Logging in to a POP server before sending (POP before SMTP):

Logging in to an SMTP server before sending (SMTP Authentication):

Sending without authenticating:

Using the machine as an SMTP receive server:

Press [On] for <SMTP RX> → [Off] for <POP>.

Press [E-Mail Address].

Enter the e-mail address → press [OK].

Press [Authent./Encryption] → set <Allow SSL (SMTPReceive)> → press [OK].

If you select [Always SSL] for <Allow SSL (SMTPReceive)>, only reception of data encrypted using SSL isallowed, and communications not using SSL from the host are rejected. If you select [On] for <Allow SSL (SMTPReceive)>, receiving SSL encrypted data may only be allowed whenthere is a request from the host.

NOTE

To use the SMTP receiving function, it is necessary to register the host name for the machine to the DNSserver. (See "TCP/IPv4 Settings" and "TCP/IPv6 Settings.")

Even if you select [On] for <Allow SSL (SMTPReceive)>, the data will not be encrypted if the SMTP hostdoes not support encryption.

To select [Always SSL] or [On] for <Allow SSL (SMTPReceive)> to allow SSL transmission, it isnecessary to generate a key pair in advance. To generate a key pair, see "Generating a Key Pair andServer Certificate" or "Registering a Key Pair File and Server Certificate File Installed from a Computer."

Using a POP server to receive communications:

Press [Off] for <SMTP RX> → [On] for <POP>.

Press [E-Mail Address].

Enter the e-mail address → press [OK].

Press [POP Server].

Enter the IP address or name for the POP server → press [OK].

Press [POP Login Name].

Enter the POP login name → press [OK].

Press [POP Password].

Enter the POP password → press [OK].

Specify the time interval to automatically check the POP server in <POP Interval>.

Press [Authent./Encryption] → set <POP AUTH Method>.

Set <Allow SSL (POP)> → press [OK].

If you want to send encrypted data, set <POP> to 'On'.

IMPORTANT

If you set less than 10 minutes (excluding '0 min') for <POP Interval>, the machine will not enter a completeSleep mode.

NOTE

Even if you select [On] for <Allow SSL (POP)>, the data will not be encrypted if the POP server does notsupport encryption.

Logging in to a POP server before sending (POP before SMTP):

Press [Off] for <SMTP RX> → [On] for <POP>.

Press [SMTP Server].

Enter the IP address or name for the SMTP server → press [OK].

Press [E-Mail Address].

Enter the e-mail address → press [OK].

Press [POP Server].

Enter the IP address or name for the POP server → press [OK].

Press [POP Login Name].

Enter the POP login name → press [OK].

Press [POP Password].

Enter the POP password → press [OK].

Specify the time interval to automatically check the POP server in <POP Interval>.

Press [Authent./Encryption] → set <POP AUTH Method>.

Press [On] for <POP Authentication Before Send> → [Off] for <SMTP Authentication (SMTP AUTH)>.

Set <Allow SSL (POP)> → <Allow SSL (SMTP Send)> → press [OK].

If you want to send encrypted data, set <Allow SSL (POP)> or <Allow SSL (SMTP Send)> to 'On'.

NOTE

Even if you select [On] for <Allow SSL (SMTP Send)>, the data will not be encrypted if the SMTP hostdoes not support encryption.

Even if you select [On] for <Allow SSL (POP)>, the data will not be encrypted if the POP server does notsupport encryption.

Logging in to an SMTP server before sending (SMTP Authentication):

Press [SMTP Server].

Enter the IP address or name for the SMTP server → press [OK].

Press [E-Mail Address].

Enter the e-mail address → press [OK].

Press [Authent./Encryption] → [Off] for <POP Authentication Before Send>.

Press [On] for <SMTP Authentication (SMTP AUTH)> → [User Name].

Enter the user name for logging in to the SMTP server → press [OK].

If you are using a Microsoft SMTP server, enter the user name using the following format: user name@domainname. For more information, confirm the Microsoft SMTP server settings.

Press [Password].

Enter the password for logging in to the SMTP server → press [OK].

Set <Allow SSL (SMTP Send)> → <Display Auth. Screen When Send> → press [OK].

If you want to send encrypted data, set <Allow SSL (SMTP Send)> to 'On'.

If you want to display the authentication screen when sending, set <Display Auth. Screen When Send> to 'On'.

NOTE

Even if you select [On] for <Allow SSL (SMTP Send)>, the data will not be encrypted if the SMTP host doesnot support encryption.

Sending without authenticating:

Press [SMTP Server].

Enter the IP address or name for the SMTP server → press [OK].

Press [E-Mail Address].

Press [Authent./Encryption] → [Off] for <POP Authentication Before Send>.

Press [Off] for <SMTP Authentication (SMTP AUTH)>.

Set <Allow SSL (SMTP Send)> → press [OK].

If you want to send encrypted data, set <Allow SSL (SMTP Send)> to 'On'.

4.Press [OK].