Scan to Email question

[ledoux]

I just started at a new dealership a few months ago and have been doing quite a bit of IT work. I'm sure not an IT guru but I have amount decent knowledge of how to get everything set up on the copier side. For Scan to Email I've set up a generic gmail account to use for customers who don't have an IT department and have no clue about what their email settings are. I haven't had any issues with it but I was just wondering if there was any downside to doing this down the road. What I'm wondering is anybody else doing this and have you had any issues with getting errors with a decent amount of machines all running off the same account? Thanks for any input on the matter.

[mojorolla]

Re: Scan to Email question

I use gmail all the time. However, I create a new email address for each customer. We had an IT guy that did all the installs with one gmail account. So a few weeks back, we had 11 service calls in a single day who could not scan to email. Gmail has a junk folder and when it gets full, 60 I think, the ability to forward through Googles SMTP server is revoked. Once the folder was cleared, scan to email returned.

[ledoux]

Re: Scan to Email question

I use gmail all the time. However, I create a new email address for each customer. We had an IT guy that did all the installs with one gmail account. So a few weeks back, we had 11 service calls in a single day who could not scan to email. Gmail has a junk folder and when it gets full, 60 I think, the ability to forward through Googles SMTP server is revoked. Once the folder was cleared, scan to email returned.

Cool. I've thought about doing setting up a gmail for each account just haven't had to time to start the system yet. Do you give all the email info with the passwords to the customer or keep track of all that yourself? I've been going in once every days and clear out any e-mails to keep the inbox clean.

[mojorolla]

Re: Scan to Email question

I do give the passwords to the customer and let them choose their own password. I keep a list of the addresses, but not the passwords. If someone forgets, the recovery is set to my work email. However, I warn them that if they change the password, scan to email will no longer work. It must be changed in the machine as well.

[ledoux]

Re: Scan to Email question

can you write down the procedure steps to configure scan to gmail account?

Here is a link that takes you step by step for setting up Scan to email using gmail.


GMAIL scan to email settings on Sharp MFPs

[redserv]

Re: Scan to Email question

Here is a link that takes you step by step for setting up Scan to email using gmail.


GMAIL scan to email settings on Sharp MFPs

thanks alot ledoux, this would be quite handy.

[KenB]

Re: Scan to Email question

In cases such as these, I normally steer the customer to use GMX (gmx.com) which is also free.

It uses port 25, and authentication is needed to send, but it doesn't require SSL (port 465) like Gmail does. I've heard that there are ways to make Gmail not use SSL, but none that I have ever gotten to work. (Not all makes of MFPs can use SSL for email.)

I have the customer set up their own account on GMX, this way the burden of maintaining it (read: keeping track of passwords) is theirs.

So far, this has worked out as a very viable solution.