Setting up a device to scan through Outlook or Outlook 365

[Samanator]

I am having a a lot of inquires on how to setup scan to email using Outlook or Outlook 365. We are a Kyocera and Okidata dealership. When I talk to Kyocera support I was told that this is a Microsoft issue. Okidata support doesn't have a clue (no surprise there).

At my office we do not have Microsoft email so its hard for me to experiment with settings. I also understand that MFA has come to play a part this possess. I have figured out how to set up a 2FA app in a gmail account and get the device to work. I have also found out that making a free personal zoho mail account will work on most devices as well. I have made a gmail account with a 2FA app and a Zoho mail account (just user name and password needed with the Zoho account) that I use for testing. I do not leave these accounts in the machine after I have showed the customer that scan to email can work at their location.

But lately i have been getting inquiries into how to get the device to scan to email using Outlook or Outlook 365. Has anyone found the definitive way to do this?

Thanks so much.

[slimslob]

Microsoft is in the process of updating. If the customer has an Office or Microsoft 365 account, there are changes that need to be made. rthonpm is probably the most knowledgeable CTN member on what need to be done. you can try messaging him in he doesn't reply to this thread.

[clint@clintsimonsen.com]

by default Microsoft has disabled smtp, and is enforcing modern authentication, you could ask the it provider to change this configuration (Not Recommended). My recommendation is to set up an SMTP2Go account and a domain for your customers eg frommyprintershop.com and then set up customer@frommyprintershop.com as the email address this is more secure for your customers, a chargeable for you can charge for this service, it's easier for you to manage and problem solve as its all you.

[slimslob]

by default Microsoft has disabled smtp, and is enforcing modern authentication,

Incorrect! In September they will be discontinuing basic SMTP authentication and replacing it with OAuth2 authentication on their SMTP servers. OAuth2 is in place already and can be used by any scanner that supports. Manufacturers have until September to implement OAuth2.

you could ask the it provider to change this configuration (Not Recommended). My recommendation is to set up an SMTP2Go account and a domain for your customers eg frommyprintershop.com and then set up customer@frommyprintershop.com as the email address this is more secure for your customers, a chargeable for you can charge for this service, it's easier for you to manage and problem solve as its all you.

SMTP2GPO is a horrible option. It is highly insecure and has a history being black-balled for it past use by bulk and scam mailers. Next time SMTP2GO gets black-balled and one or more of your customers has an important email get dumped, you are look at big time litigation against YOU. If you want a temporary solution Stunnel is the best way to go.

[OlliK1969]

Incorrect! In September they will be discontinuing basic SMTP authentication and replacing it with OAuth2 authentication on their SMTP servers. OAuth2 is in place already and can be used by any scanner that supports. Manufacturers have until September to implement OAuth2.

In September 2025 !!!

[Samanator]

So it looks like all the people that wish to scan to email are not going to be able to do so if they are using some form of Microsoft email. It will be up to their IT guy to work out a solution. This is already a pain in the ass when I do a new installation with a small company.

What has been successful for me lately is to get the customer to make a free personal Gmail or Zoho mail account and configure that account for the machine. This puts the content and responsibility of the scans totally in the customers hands. With both of these solutions, it is hit or miss. But if the customer insists on using Microsoft mail, I have to refer them to someone else, not me.

Any other suggestions or comments on how to handle this ever changing landscape would be most welcome.

[slimslob]

So it looks like all the people that wish to scan to email are not going to be able to do so if they are using some form of Microsoft email. It will be up to their IT guy to work out a solution. This is already a pain in the ass when I do a new installation with a small company.

What has been successful for me lately is to get the customer to make a free personal Gmail or Zoho mail account and configure that account for the machine. This puts the content and responsibility of the scans totally in the customers hands. With both of these solutions, it is hit or miss. But if the customer insists on using Microsoft mail, I have to refer them to someone else, not me.

Any other suggestions or comments on how to handle this ever changing landscape would be most welcome.

Instead of using Microsoft as their out going email server, they should use their ISP. Most offer 10 free email addresses and have support people ready to assist. ISPs like Charter/Spectrum Are actively trying to get small businesses to go with them and to get them to make recommendations to other small businesses.

[ihatefinishers13]

So it looks like all the people that wish to scan to email are not going to be able to do so if they are using some form of Microsoft email. It will be up to their IT guy to work out a solution. This is already a pain in the ass when I do a new installation with a small company.

What has been successful for me lately is to get the customer to make a free personal Gmail or Zoho mail account and configure that account for the machine. This puts the content and responsibility of the scans totally in the customers hands. With both of these solutions, it is hit or miss. But if the customer insists on using Microsoft mail, I have to refer them to someone else, not me.

Any other suggestions or comments on how to handle this ever changing landscape would be most welcome.

We have been having issues with Gmail accounts the day after they've been created, getting blocked, never to be useable again by the MFP. It seems we're not the only dealer that has to correct poor methods from the past... It sucks when a customer says "oh we used to use that no problem, just set it up again"... uh no, everything is changing, we can't simply do that anymore, it's a legacy service that is no longer supported from the email provider.

[Samanator]

Thanks slimbob.

No kidding ihatefinishers13. This is why I'm asking the stupid questions. I'm trying to get out ahead of this a little. There are a lot of great guys here that have a considerable more insight into this issue that I will ever know.

[rthonpm]

Microsoft is starting to offer a replacement service for applications and other devices that need to send emails that do not support modern authentication: High Volume Email. It's in the Public Preview stage now: https://techcommunity.microsoft.com/...5/ba-p/4102271

Just last night I tried setting up three HVE accounts: one for MFP scanning, one for an LOB application, and one for a security scanner. My office MFP doesn't support TLS 1.2 so I had to make some changes to my Stunnel config, however all three worked without issues. Going forward, this is likely going to be the service to use, It's worth noting that while in Preview there is no cost, however there will likely be an additional license required for the feature when it reaches GA (General Availability).

[GBell]

There is a way to do this, but as mentioned it's a pain and will take customer IT who actually understand Entra and Active User mail settings
1. From the admin portal choose users > active users > account used for authentication > click on the user and a pop out will open. In the pop out choose mail and manage mail apps.
enable SMTP AUTH. It's gonna take about a half hour for the settings to update.
2. Try a scan and if successful take the win and run. If not go back into the active user portal, click on the user to get the pop out. From the main page view sign in attempts for last seven days. For a failure you will see "Login blocked by security defaults"
3. Here is where the customer's IT Vendor will have to log into their Azure Entra account and create an exception for the user being used for authentication.

I've done it more than once and understand how to do it but I won't play in a customer's AD environment. If ya touch their environment you know own every bad thing that follows
is on you...