I ran into a strange issue recently where I could not get a Konica Minolta Bizhub multifunction network scanner to send scans to email using office 365.
After some useful posts on the Microsoft Office 365 Community Forums and a lot of trial and error, I discovered what I needed to do to make this particular scanner relay mail through Office 365.
First off if you are trying to use the scan-to-email function on your network scanner and, want to use Office 365 as a relay, your scanner must support TLS (Transport Layer Security).
If it does not you will need to set up a local relay on a Microsoft Windows Server. There are plenty of articles on the web to do this and is not the focus of this post. If your scanner does support TLS then read on.
In my particular case to make this Konica Minolta Bizhub relay through Office 365 I had to do the following.
- Log on to the Konica Minolta Bizhub device administration page.
- Log in as an administrator.
- Go to the Network tab.
- Go to the Email Settings tab.
- Go to the Email TX (SMTP) tab.
- Make sure the Email TX Setting checkbox is checked.
- Make sure the Please check to enter hostname checkbox is checked.
- Type the name of your Office 365 server in the SMTP Server Address box. This will like be in the format of PODxxxxx.outlook.com and can be found by logging into your Office 365 account.
- Set the Use SSL/TLS drop-down to Start TLS.
- Set the Port Number box to 587.
- Make sure the Device Mail Address is the same email address as the account you are planning to use for SMTP Authentication in the steps below.
- Check SMTP Authentication checkbox.
- In User ID type the username of your Office 365 account. This will be the complete email address. This account MUST have the Global Administrator permission set in Office 365. (Part of the trial and error I did was trying to use standard Office 365 users accounts – they would never work. Only an account that was a Global Administrator would seem to relay.)
- Check Password is changed checkbox.
- Enter your password in the password field.
- Click the OK button to save.
- Then click on the System Settings tab.
- Click on the Machine Settings tab.
- In the Email Address fields enter the email address you used for SMTP authentication in step 13.
- All configured! Do a test scan-to-email.
If you have any problems, double-check that the user ID you are using for SMTP authentication is a Global Administrator in Office 365. Also, make sure the device email addresses match the same address you used for SMTP authentication.
Furthermore, make sure outbound port 587 is open on your firewall. You can quickly test this by doing telnet PODxxxxx.outlook.com 587 from a command prompt on your PC. Substitute the PODxxxxx.outlook.com with your actual server name. This is listed in your Office 365 account.
I know this was Konica Minolta Bizhub specific. But hopefully, this helps point anyone with a TLS enabled network scanner in the right direction. I believe many of the same pitfalls I experienced are vendor-independent.