SOLVED: How To Setup SCAN TO EMAIL Using Office 365 on Ricoh Copiers

If you have a Ricoh copier and you want to setup SCAN TO EMAIL against an Office 365 Hosted Exchange mail server, this is the right place for you:

  1. Surf to the Ricoh web management console
  2. Click LOGIN (top right corner) and enter your administrative credentials
    • the default username is admin and the password is null/blank/empty
  3. Click EMAIL in the DEVICE SETTINGS section
  4. Enter the ADMINISTRATOR EMAIL ADDRESS
    • This can be anything but is likely an email account you have already configured in Office365
  5. Set AUTO SPECIFY THE SENDER NAME to ON
    • if you don’t the users will need to enter a sender username and password each time they scan
  6. Set the RECEPTION PROTOCOL to SMTP
  7. Set the MAX. RECEPTION EMAIL SIZE to what you need
    • 2MB is the default
    • As you can see in the screen shot I have set mine to 10MB 
  8. Ensure the EMAIL STORAGE IN SERVER is set to OFF
  9. Set the SMTP SERVER NAME to SMTP.OFFICE365.COM
  10. Set the SMTP PORT NO. to 587
    • This is an SSL connection
  11. Set USE SECURE CONNECTION (SSL) to ON
  12. Set SMTP AUTHENTICATION to ON
  13. Set the SMTP AUTH EMAIL ADDRESS to an address you have already setup in Office365
  14. Set the SMTP AUTH USER NAME to an username you have already setup in Office365
    • This is likely an email address you have already setup in Office365
  15. Click the CHANGE button in SMTP AUTH. PASSWORD and enter the password you need for that email address to access Office365
  16. Set SMTP AUTH ENCRYPTION to AUTO SELECT

Ricoh - Scan To Email O365 Exchange Configuration

POTENTIAL PROBLEMS WITH RICOH SCAN TO EMAIL & OFFICE365

Here are a few items I have run into over the years setting up Ricoh Scan to Email:

PROBLEM 1: 2FA

My client used Okta two factor authentication for Office365.  There is no fix for this.  As of todays date, to my knowledge, there is no way to disable Okta for a single account connection to Office365

PROBLEM 2: License

If you want to send email through Office365 from a device like your Ricoh copier, the most secure way to do it is by creating an Office365 account and giving it an email address.  However this does consume one of your licenses.

PROBLEM 3: Anonymous Connection

If you want to avoid problem 2 and paying for an O365 seat you can follow THIS Microsoft Office365 article to setup an unauthenticated email connection relay.

 

Questions or Comments?