The simplest way to set up a network multifunction printer to send captured scans by email is by using SMTP client submission. It allows your printer to log in to an Office 365 mailbox and send mail just like Outlook Desktop does. Emails from your printer are then delivered to your hosted mailboxes or external recipients. This way avoids some of the problems associated with the other configuration options available which is covered here.
Print services: SMTP submission
If your printer has settings for an email address/username and password for the send to email feature, then there is a good chance that it can send using SMTP client submission. The settings needed for SMTP client submission to connect to Office 365 are:
Office 365 Printer Settings
|Transport Layer Security (TLS)/ StartTLS/Authentication||Enabled/On/StartTLS|
|Username/Email Address||Login credentials of the hosted mailbox being used to send from
|Password||Password for the mailbox entered above|
Unless your printer is advanced enough to store multiple mailboxes login credentials, you can only send mail from one mailbox for this option. Also, Office 365 imposes a limit of 30 messages sent per minute for each mailbox.
Other configuration options
We have recently updated the comprehensive configuration document that details the three configuration options for setting up your printer. If the settings above to not work, you should visit the article for its more detailed explanations covering Microsoft’s 3 recommended process for printers/scanners/multifunction devices: