Hi Everyone this is Prem, I have worked as Microsoft 365 Support Ambassador. We saw a lot of ticket for “ How to Send Email from Printer”. In this blog I am going to share a common step which we used to suggest to end users.
There are 2 mostly use method to send email from the printer to users in Office 365 one is called SMTP Client Submission and the other is called SMTP relay.
If you have a user account with a mailbox license and you want to send email to people inside and outside your organization and you will send emails under the Microsoft sending limits then SMTP Client submission is the option for you it does not need much to be setup for it to send emails
If you don’t want to use a license but want to send email inside or outside the organization in bulk then SMTP relay is the option for you.
Let see how to setup SMTP Client Submission:
You have to configure the following settings in your printer or application for it to work:
Server/smart host: smtp.office365.com
Port: 587 (recommended) or port 25
TLS/StartTLS: Enabled
Username/email address and password: Enter the sign-in credentials of the hosted mailbox being used
Your device/Printer or Application must be able to use TLS version 1.2 and above.
The ports mentioned above should be open. SMTP AUTH should be Enabled(Printer and the account used)
Multi Factor Authentication should be off for the account in Office 365, which will be used for sending email from the device or printer or application.
Now Let see how we can setup SMTP Relay in Office 365:
You have to configure the following settings in your printer or application for it to work:
Server/smart host: Your MX endpoint, for example,yourdomain-com.mail.protection.outlook.com
Port: 25
TLS/StartTLS: Enabled
Email address: Any email address in one of your Microsoft 365 or Office 365 verified domains. This email address does not need a mailbox. The ports mentioned above should be open. SMTP AUTH should be Disabled(Printer)
To create a MX records you can verify your domain in Office 365 and then generate the MX record for you domain.
You can use an alias of the verified domain to send emails using SMTP Relay you don’t need a mailbox /email address to be present on your office 365.
You will have to create a Connector for SMTP relay method using the following settings:
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The flow of the email will be from your printer to Office 365 using the connector and then depending on the recipient location it will send the message forward.
If you are sending emails to people outside the organization as well then you will have to add the Static public IP address of the printer in your SPF record as well to prevent its email from been marked as spam.
The format of the SPF records is :
v=spf1 ip4:<Static IP Address> include:spf.protection.outlook.com ~all
Eg: If you Static public ip is 104.116.241.137, the SPF records is:
v=spf1 ip4:104.116.241.137 include:spf.protection.outlook.com ~all
These 2 method are mostly used to send email from a printer, Website or an application to people internal or external to your organization, Do let us know if this helped.
Date: 09/07/2022
Author: Prem
