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.
M S Ali says
In my company Konica Minolta bizhub C364e was configured Scan to e-mail with Office 365 and it was working perfectley fine last couple of months.
All of sudden it stopped working 2 days back, I didn’t change any configurations in the printer or any password change in the office 365 accounts or network/firewall settings.
Somehow I’m unable to scan now and while scanning it gives an error :
Error code: 550 Error details: login error
I’m not understanding what is the issue I have checked all the common troubleshooting…
If anyone can help me here please, I’m struggling last 2 days in the office…
Hi M S Ali
Did you manage to resolve this? I have run into exactly the same with the KM scanner in my office. Working fine with Office365 up until just a few days ago where it would be inconsistent with scanning to email successfully, but seems to have totally stopped scanning to email now. Scanning to shared folder still works fine.
Narinder Verma says
Really helpful article, worked perfect first time …
Benjamin Smith says
This helped me get it right the FIRST time. Worked perfectly. Thanks.
Great article. One to use on the next migration to Office 365.
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Bruce Bowsher says
Thank you. Finally got me going again. The email address being consistent in all 3 spots seems to have made the difference for me. Awesome find.
ERIK CHRISTIANSON says
This is missing from the options “Go to the Email TX (SMTP) tab.”
Hi guys I am running into a problem with C284e Konica. Instead of using the from address (firstname.lastname@example.org) as the sender it appears to be using the To: address (email@example.com) as the sender.
Any ideas what setting might be causing this problem, two visits from a Konica tech have not produced any fixes.
Subject: Message from KM_C284e
Diagnostic-Code: smtp;550 5.7.62 SMTP; Client does not have permissions to send on behalf of the from address
Any help would be greatly appreciated.
Ken Russell says
Erik, The MFP must have user authentication enabled. I believe that it then uses the user’s email as the return email.
I’m not aware of a setting to make the machine never do that, but a workaround could be removing the user’s email from their account if the accounts are stored on the MFP and you aren’t using LDAP for authentication.
Jason Gould says
As Ken mentioned, this appears to be related to user authentication being used. I have 2 C658 machines I am working on and ran into this.
Using SMTP authentication I had everything working. Then enabled user authentication linked to an active directory external server. Also enabled a public user account.
Public user can send an email without issue and it comes from the configured “Admin” email. However login to the MFP with an AD user and try to send any email and it is rejected with “login error”. This leads me to believe it is SMTP authentication failure from the machine trying to use the logged in user account to smtp auth (which it shouldn’t).
It seems like there are settings to resolve this but they fail to work.
First, you have the email (SMTP) settings in network. Here you can set the [authentication setting] to [set value]. This SHOULD force SMTP auth (to SMTP.office365.com) to always use the preconfigured settings and not username/password of a logged in user on the MFP.
Second, in this same section, right below, is a setting called [Envelope-From Setting] which should just further reinforce who the email comes, but only seems relavent if [authentication setting] is set to [Use User Auth. ID and Password].
Finally, a setting that doesn’t change things but let’s you test/verify and eventually restrict the from field is under [Security] – [Restrict User Access]. Here you will find [Changing the “From” Address] setting. You can set to [Admin. E-mail Address] (which you’d probably do once it was working), [Login User Address], or [Allow]. Allow is nice to change the from to whatever you want and test.
My takeaway from testing is that the [authentication setting] set to [set value] is not working with user authentication on. That this is a bug that should be fixed and I encourage others to report it to your reseller, KMBS, or whoever and express your dissatisfaction. Currently it operates as if it is set to [Use User Auth. ID and Password] which is not what the manual says. If for some odd reason it must be this then they should grey it out.
I’m using O365 SMTP relay connector now. However at least in early tests my emails get marked as spam, I believe because we use dkim to combat spam which the Konica Minolta printers can’t support.
My BizHub C554e was working fine until just recently – 2/3/2017 – I was using an E1 normal user license fine. Saw this article and made all of the recommended adjustments, and it is still not working. I have tried changing some settings like TLS versions, nothing has worked so far. It seems like something shifted on the O365 side. (I went through this before and had to change from a Kiosk to E1 license to get it to work.) Any updates? Anyone else seeing this problem recently?
I know this is an old post but you just saved me!
I have a Konica Minolta C654 and the scan to email function started giving me a Login Error today. It worked fine yesterday and nothing changed.
I had the copier’s service technician come out and verify that the copier was sending the job properly. He stuck around he and I have been sitting on the phone with Microsoft all day trying to get them to help. The Microsoft technical support guy finally said that everything is working fine and closed the ticket.
After a little searching I found your post and changed the email user to a Global Administrator.
It worked like a charm. Wow! Thank you so much for posting this information.
curtis guile says
I hope this helps someone out there I had all the settings right but when trying to send would still get a failure. I clicked communications settings and seen that the “from:” was an old e-mail address that we were using for a old relay. Even though I changed the address on everything.
To fix we had to go to
-set the setting to “restricted” to change the from:
Hope this will help someone save a couple hours.
Gareth Gudger says
Justin Almeida says
Thank you so much for this! It worked perfectly! 🙂
Gareth Gudger says
Glad to help!
We have a BizHub Pro 950 that used to work for scan to email, but then we changed email service over to Office 365 and it doesn’t work anymore. I’ve gone through the steps listed in this post, and still have no luck. The error for the scan job says “server connection error” – any ideas?
Also, in the admin panel while setting up in Email TX (SMTP), there are 2 port number listings. Are both supposed to be set to 587? One field is directly beneath the SMTP Server Address box, and the second is under the option to use SSL/TLS. There are other fields that aren’t mentioned in the post. Are they to be left blank?
Really appreciate any help on this.
I am trying to setup a Konica Minolta Bizhub c352 with a office365 account. I did all the settings that are displayed on this page with no luck. When i used google apps it worked with no problem.
Gareth Gudger says
Make sure the account you are trying to relay through is a Global Administrator in Office 365.
The account is a Global Administrator in office365. The error is : connection error failed. So i think it’s because port 587, i did a telenet to smtp.office365.com 587 and it works fine. If i change the settings to google and out the 465 port,it;s working, but with port 587 it’s not working, neither in gmail or office 365.
Joe Vignola says
I have a Ricoh MP C3003 printer/scanner in our office. It will only allow 1-2 pages to be scanned to email. If I try to send more than that I get a “Transmission Failed” error message… My IT guys cant get it to work and the copier guy who set it up couldnt either… Next thing to try would be to have them both onsite at the same time to work in tandem, which would be nearly impossible… Please help…
I wonder if you are hitting the maximum message size limit. The maximum message size for sending directly to Office365 is 25MB per email. If you are using a hybrid solution, or, not scanning directly to Office365 (because your scanner does not support TLS/SSL so you are using IIS) then it is likely that the default send limit is 10MB instead of 25MB.
The scanning options on your Ricoh could be making that file attachment too large. When you receive a scan that is 1 or 2 pages, how large is that attachment?
Does the attachment come through as a PDF, TIFF, JPEG, etc? Scanning to PDF will generally make the smallest attachment file size in my experience.
Secondly, look at the scanning depth. For example, scanning at 200 DPI versus 1200 DPI will greatly affect the attachment size.
Lastly, try scanning black and white versus color. This can also affect scan size.
Check these out first and see where you get. Or pose these questions to your I.T / Copier guy.
Joe Vignola says
Changing the settings from color to b/w allowed it to go thru…. thank you for your help.
I’ve been trying to set up a Konica and couldnt until i read your site and what did it for me was that the account had to be a global administrator. Thanks alot!
Glad to help. I think I need to update this article with Office365 now on Exchange 2013. The SMTP server addresses Office365 uses are formatted a little differently. Stayed tuned!
I am not too sure on that particular model but as a general rule of thumb, if the copier can support TLS for email transfer then you can send directly from the scanner to Office365. If it does not support TLS then you will need to relay through something else, either an on premise server (which you said you don’t have), or, perhaps your ISP offers an SMTP relay service. Potentially you could also load IIS on a dedicated desktop (as long as it is not shut down or goes into sleep mode) and use the SMTP feature within IIS. If not IIS then possibly a third-party freeware SMTP engine can be found on Download.com. Hope this helps.
I am trying to set up our Konica Minolta Bizhub C650 unit following your previous article “Getting your multifunction network scanner to work with Office 365”. I can’t get it to work.
First – I see that Microsoft changed the SMTP Server address to SMTP.Office365.com from the old PODxx.outlook.com
We do NOT have any on premise servers and we are using MS365 in the cloud for our email.
We have a comcast (ISP) connection to the internet and we have a wireless router connected to the comcast hub. Wireless works for all our PCs and we can print to the Konica multi function unit. But the Konica Bizhub can not connect to the outside to send the scan to the email box.
Any help advice you can provide regarding the setup of scan to email on the Bizhub C650 would be GREATLY appreciated.
Explained here – http://community.spiceworks.com/topic/329965-office-365-and-smtp-settings
Step 1 – In Office 365, In Exchange, setup an Inbound Connector
Name: Connector Name
Sender Domain: *
Sender IP: Outside IP go here (www.whatismyip.com) to get your address
Associated Domains: Your Domain Name Here
Step 2 – In Office 365, In Admin Center, go to Domains
Open the domain, MX record should be like xxx-com.mail.protection.outlook.com
Step 3 – in the Copier/Scanner, in the mail section, you do not need to be authenticated, your company static IP address can now relay through Office 365. The only thing you have to put into the copier/scanner is the SMTP address, which is the MX record we looked up in Step 2 above.
I came across this page and found it so helpful. I had one problem that wasnt mentioned there that prevented it from working…..make sure the Default Gateway, and DNS servers are set properly.
Thanks. That was helpful!
Can someone assist me with getting the Address Book synced ? I’m trying to pull the contacts from Office 365 to the iR-ADV C5035