If you need to know how to setup scan to email on a Canon, Toshiba, Xerox, and Konica Minolta then you will want to use Office 365 Direct Send (as long as you will only be sending to people within your organization), if you need to send to external email addresses than scroll down and use the SMTP Auth option:
First off, you will not be able to log in without the assistance of your Office 365 administrator. If you need a top managed IT services company to help with your Google Workspace, give LME a call
How to setup Direct Send on your Konica Scanner:
Your Server-Mail Host will be your Office 365 MX record, which you can locate by logging into the Office 365 admin panel or looking it up via MXTOOLBOX.COM
Port is 25 and TLS/SMARTTLS is optional
You can use any email address to send email, even one that does not have a mailbox
Make sure to add your scanner’s WAN IP to your SPF record as well so that the emails don’t get flagged as spam
Your SPF record should look like this:
v=spf1 ip4:<Static WAN IP Address of the office where scanner is> include:spf.protection.outlook.com ~all
Steps to Fix Konica BizHub Scan to Email Office 365 Issue with SMTP Authentication:
- Find the IP address of the scanner/printer by printing a configuration test page or by going to the network settings from your devices touch screen
- Type the IP address into a web browser like Chrome or Edge (i.e., http://192.168.14.16)
- Log in as the admin to the Konica Bizhub, Canon, HP, Toshiba, Epson (or whichever scanner you have)
- If you don’t know the admin login simply google your model of printer & default password
- In the Email TX (SMTP) settings set the SMTP server to: SMTP.OFFICE365.COM w/ TLS using port 587
- The UserID and password is the email address of the Office 365 account you want to use for authentication, use this same email address for the FROM field
- If you have 2FA turned on with your Office 365 account make sure to use an App Password instead of your regular login password (see below)
- Make sure Authenticated SMTP is allowed for this user by checking their MAIL settings in the O365 admin panel
IF YOU KEEP GETTING AUTHENTICATION ERRORS AND HAVE 2FA TURNED ON IN O365 make sure to keep in mind that if you have 2-factor authentication turned on you will have to provide an APP Password for the authentication password and not the typical password – you have to do this because the scanner does not support 2fa and therefore will not recognize your password unless you use the APP password. See green section to create an App password
MAKE SURE TO ENABLE SMTP AUTHENTICATION FOR THE MAILBOX YOU ARE USING – You will still likely get authentication errors or receive an SMTP AUTH DISABLED or some error related to SMTP authentication error if you don’t enable SMTP Authentication for the Microsoft 365 mailbox you are using because by default most mailboxes will not be allowed to relay email. In the Microsoft 365 admin panel, go to USERS – ACTIVE USERS – select the user go to the MAIL – MANAGE EMAIL APPS and then check Authenticated SMTP
If you have MFA turned on create and use an App Password within Office.com
Click on your initials in the upper right corner – VIEW ACCOUNT – Security Info – Update Info – Add Method – App Password – Enter App Name and then Copy the password and provide that to your scanner
Other Items that may need to be adjusted on your BizHub
- Set the following in System Settings -> Machine Settings – administrator email address should be the same as the email address used in the SMTP server
- Device Certificate Setting – Create a Self-Signed Certificate in Security -> PKI Settings -> Device Certificate Setting -Create a Self-Signed Certificate in Security -> PKI Settings -> Device Certificate Setting
- Security – SSL Setting – Set Mode to Admin and User Mode – Encryption Strength, choose the longest choice – Uncheck TLSv1.0 and SSLv3 and leave TLSV1.1 & 1.2 checked
- Security – Protocol Settings – Assign the SSL Certificate you created to SMTP
- Certificate Verification Settings – Set to OFF
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Thanks so much for your posting. Saved me from a lot of troubles.
You’re welcome, thanks for letting me know that this helped
Used these steps to get my Konica Minolta to send emails successfully via my websites smtp server (non Microsoft), the main thing I needed was the admin email address had to be the same as the email address used in the SMTP server settings plus also added the SSL Cert to SMTP settings.