Scan to Email?

[Mako]

I am using SMTP2Go and Sendgrid for SMTP servers but more and more over the past year we are having issues where the copier successfully sends the email however it never makes it to certain email addresses while other email addresses have no problem. Basically spam filters or firewalls are picking the scans off before they reach the recipient. In some cases the email ends up in the customer's Junk email and in other cases it never even reaches the Junk folder. I have occasionally gotten around this issue by changing the "From" email but in some cases this doesn't work either.

What is everyone else doing these days when the customer has no smtp of their own and doesn't even know what you're talking about if you ask them for theirs? Any other tricks you're using?

[slimslob]

I am using SMTP2Go and Sendgrid for SMTP servers but more and more over the past year we are having issues where the copier successfully sends the email however it never makes it to certain email addresses while other email addresses have no problem. Basically spam filters or firewalls are picking the scans off before they reach the recipient. In some cases the email ends up in the customer's Junk email and in other cases it never even reaches the Junk folder. I have occasionally gotten around this issue by changing the "From" email but in some cases this doesn't work either.

What is everyone else doing these days when the customer has no smtp of their own and doesn't even know what you're talking about if you ask them for theirs? Any other tricks you're using?

SMTP2Go has a history of some major corporate email providers blocking it due to complaints about bulk/SPAM mail being sent using them over a short period of time. That is why I would never use them. What is their ISP? What do they receive email through?

[Mako]

SMTP2Go has a history of some major corporate email providers blocking it due to complaints about bulk/SPAM mail being sent using them over a short period of time. That is why I would never use them. What is their ISP? What do they receive email through?

I don't really have a specific provider to name. This just a general trend I've been noticing on more and more of my installations. It seems that both Sendgrid and SMTP2Go are only working without issue on about half of my installs.

[OlliK1969]

These problems only occur for us if the standard reply address is not stored in the device. He then scans, but the file never reaches the customer.

[ihatefinishers13]

We've been using SMTP2Go for over a year without any issues. The "big" companies that would block it have their own email server settings so our settings only end up being used on smaller accounts anyway.

[tomcatld127]

I remember using STunnel years ago, and it worked to a certain degree. Every now and then, it may have required a re-start. There was even a pre-written config file for gmail servers. Your MFP would send scans over the LAN (using port 25 or 587) to a PC running Stunnel, and it would relay the scan to gmail's servers with the correct port settings and encryption. https://www.stunnel.org/index.html I would be curious if anybody uses it lately.

[slimslob]

What is everyone else doing these days when the customer has no smtp of their own and doesn't even know what you're talking about if you ask them for theirs? Any other tricks you're using?

I find it highly suspect that the customer's ISP does not provide email service. The customer most likely has at least one email address from the ISP that is used to make online payments tom their account. Most provide ten free accounts for residential customers and an Exchange type email platform for business customers that establish a Domain with the ISP that supports 100 addresses.

[copier tech]

I am using SMTP2Go and Sendgrid for SMTP servers but more and more over the past year we are having issues where the copier successfully sends the email however it never makes it to certain email addresses while other email addresses have no problem. Basically spam filters or firewalls are picking the scans off before they reach the recipient. In some cases the email ends up in the customer's Junk email and in other cases it never even reaches the Junk folder. I have occasionally gotten around this issue by changing the "From" email but in some cases this doesn't work either.

What is everyone else doing these days when the customer has no smtp of their own and doesn't even know what you're talking about if you ask them for theirs? Any other tricks you're using?

Gmail seems to be the best & most reliable way to set copiers to scan to email.

When you create a Gmail account try not to use too many number & especially charters like '%$*! etc.'

For example a simple 'copytechnet@gmail.com' should not end up in the spam box etc.

[Hart]

Don't use a free Gmail account, they flag the account and either will deliver mail multiple hours later (max was 48 hours), or just won't deliver them at all.
Can't comment about a Workspace account.

[slimslob]

Don't use a free Gmail account, they flag the account and either will deliver mail multiple hours later (max was 48 hours), or just won't deliver them at all.
Can't comment about a Workspace account.

I have had it once in 20+ years. Some bulk mailer was using a free gmail account to send SPAM. Google got it corrected in less than 24 hours.

I believe Google Workspace is their domain service for businesses and education. It replaced Google Apps. I had a school district that used Google Apps for their domain.

[rthonpm]

I remember using STunnel years ago, and it worked to a certain degree. Every now and then, it may have required a re-start. There was even a pre-written config file for gmail servers. Your MFP would send scans over the LAN (using port 25 or 587) to a PC running Stunnel, and it would relay the scan to gmail's servers with the correct port settings and encryption. https://www.stunnel.org/index.html I would be curious if anybody uses it lately.

Still using STunnel for MFPs and other systems that don't support TLS, or modern ciphers. It's still a handy tool to have but it won't address the issue of a device that doesn't support modern authentication.

[bsm2]

I am using SMTP2Go and Sendgrid for SMTP servers but more and more over the past year we are having issues where the copier successfully sends the email however it never makes it to certain email addresses while other email addresses have no problem. Basically spam filters or firewalls are picking the scans off before they reach the recipient. In some cases the email ends up in the customer's Junk email and in other cases it never even reaches the Junk folder. I have occasionally gotten around this issue by changing the "From" email but in some cases this doesn't work either.

What is everyone else doing these days when the customer has no smtp of their own and doesn't even know what you're talking about if you ask them for theirs? Any other tricks you're using?

If it's a company they usually using office 365 or Gmail account.
Using your own is NOT recommended do to legal requirements and can expose your company to litigation.

Always ALWAYS use the customer email accounts for setting up scan to email

[Mako]

If it's a company they usually using office 365 or Gmail account.
Using your own is NOT recommended do to legal requirements and can expose your company to litigation.

Always ALWAYS use the customer email accounts for setting up scan to email

You'd be amazed how many small businesses I deal with who have free gmail accounts, yahoo accounts or even the occasional AOL account. I used to use free gmail accounts all the time for SMTP but with the multi-factor authentication setting up a free account doesn't work anymore to my knowledge.

[bsm2]

You'd be amazed how many small businesses I deal with who have free gmail accounts, yahoo accounts or even the occasional AOL account. I used to use free gmail accounts all the time for SMTP but with the multi-factor authentication setting up a free account doesn't work anymore to my knowledge.

Free accounts work fine on gmail you have turn on two factor authentication and setup an apps password

[slimslob]

You'd be amazed how many small businesses I deal with who have free gmail accounts, yahoo accounts or even the occasional AOL account. I used to use free gmail accounts all the time for SMTP but with the multi-factor authentication setting up a free account doesn't work anymore to my knowledge.

You do not set them up, they do. You merely assist them in configuring their MFP. If you do not know how to implement 2FA, say so. Just about everyone here that is not retired from actively servicing equipment can explain how.