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  1. #11
    Service Manager 1,000+ Posts rthonpm's Avatar
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    Re: Best free SMTP Email Account to use for scanning?

    If the customer has an onsite IT Department, they can always set up STunnel on a server or a special purpose workstation. It works as an SMTP relay which allows you to send email through it over regular port 25 and it will add the appropriate encryption when it sends it to the real outgoing mail server. Beyond MFP's it will also work with almot any kind of device that can send automated emails. We even use it in our office for our now ancient MP 171 for scan to email, as well as with some applications that can send automated emails.

    We've also built small Linux VM's (either CentOS or Debian since their support is fairly long) for some customers, or shown them how to install it on a Windows PC. All that needs to be set in it is the mail server to send to, and a few other steps and it just works.

    Microsoft also has recommendations for scan to email with O365: How to set up a multifunction device or application to send email using Microsoft 365 or Office 365 | Microsoft Docs

  2. #12
    Senior Tech 100+ Posts
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    Re: Best free SMTP Email Account to use for scanning?

    Quote Originally Posted by rthonpm View Post
    If the customer has an onsite IT Department, they can always set up STunnel on a server or a special purpose workstation. It works as an SMTP relay which allows you to send email through it over regular port 25 and it will add the appropriate encryption when it sends it to the real outgoing mail server. Beyond MFP's it will also work with almot any kind of device that can send automated emails. We even use it in our office for our now ancient MP 171 for scan to email, as well as with some applications that can send automated emails.

    We've also built small Linux VM's (either CentOS or Debian since their support is fairly long) for some customers, or shown them how to install it on a Windows PC. All that needs to be set in it is the mail server to send to, and a few other steps and it just works.

    Microsoft also has recommendations for scan to email with O365: How to set up a multifunction device or application to send email using Microsoft 365 or Office 365 | Microsoft Docs
    Thanks that Stunnel will come in handy. Yeah it's hard because where do you draw the line people just see scan to email and just expect it to work. We have really tight customers that won't spend money but want you to spend hours daily trying to configure old laptops. I work for a really tight company that won't spend money would rather waste hours trying to get something to work that will never work ☺️.

    If it was up to me I'd just pay that SMTP2go and charge every customer a small charge every month unless they configured it themselves. Scanning is a complete nightmare as there isn't really an easy option that just works and is simple to setup.

    I did think of making some raspberry pi file servers and giving them away with the copier but it's quite expensive to do that for every install.

    The main problem we have is you get it to scan then they update or change something and they just ring us when they have caused the problem...

  3. #13
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    Re: Best free SMTP Email Account to use for scanning?

    Very few things are "free" in life and especially in the business world (you get what you pay for). Sometimes you need to rethink your talk track with the customer. Most "copiers" are really multi function devices out of the box. They can copy, print. fax and scan. But, just because they are able to perform these functions, it does not mean that they are able to if the customer's environment does not support that function. The machine can FAX but if you don't have a fax line then it can't in that environment. The machine can be networked so everyone can print but if the customer doesn't have everybody networked or on the same network then they can't. The machine can scan but if the customer does not have an SMTP server or other email solution then it can't. I have been on this soap box for years now. We waste WAY to much time on scanning in this business. Scanning is plug and play just like faxing. The customer's environment supports it or it dose not. Usually the fax talk track works best." Mr/Mrs Customer, yes the machine is capable of faxing however you do not have an outside/analog line so you can not use that function".

  4. #14
    Retired 10,000+ Posts slimslob's Avatar
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    Re: Best free SMTP Email Account to use for scanning?

    Quote Originally Posted by jeremy800 View Post
    Very few things are "free" in life and especially in the business world (you get what you pay for). Sometimes you need to rethink your talk track with the customer. Most "copiers" are really multi function devices out of the box. They can copy, print. fax and scan. But, just because they are able to perform these functions, it does not mean that they are able to if the customer's environment does not support that function. The machine can FAX but if you don't have a fax line then it can't in that environment. The machine can be networked so everyone can print but if the customer doesn't have everybody networked or on the same network then they can't. The machine can scan but if the customer does not have an SMTP server or other email solution then it can't. I have been on this soap box for years now. We waste WAY to much time on scanning in this business. Scanning is plug and play just like faxing. The customer's environment supports it or it dose not. Usually the fax talk track works best." Mr/Mrs Customer, yes the machine is capable of faxing however you do not have an outside/analog line so you can not use that function".
    Many newer MFP now have the ability to send internet fax as long as you know how to setup either SIP of FoIP and they have an internet connection.

    As for scanning, scan to a memory device has been available for years.

  5. #15
    IT Manager 5,000+ Posts bsm2's Avatar
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    Re: Best free SMTP Email Account to use for scanning?

    Quote Originally Posted by fishleg View Post
    Thanks that Stunnel will come in handy. Yeah it's hard because where do you draw the line people just see scan to email and just expect it to work. We have really tight customers that won't spend money but want you to spend hours daily trying to configure old laptops. I work for a really tight company that won't spend money would rather waste hours trying to get something to work that will never work ☺️.

    If it was up to me I'd just pay that SMTP2go and charge every customer a small charge every month unless they configured it themselves. Scanning is a complete nightmare as there isn't really an easy option that just works and is simple to setup.

    I did think of making some raspberry pi file servers and giving them away with the copier but it's quite expensive to do that for every install.

    The main problem we have is you get it to scan then they update or change something and they just ring us when they have caused the problem...
    The Only problem with Stunnel is once you install as a work around you and your company own it. IE free service calls when it stops working or email stops.
    Should be using the companies email or use a gmail account the customer sets up.

    Your right you will spend hours fixing something that was never setup correctly.

    Good Luck.

  6. #16
    Service Manager 1,000+ Posts rthonpm's Avatar
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    Re: Best free SMTP Email Account to use for scanning?

    Quote Originally Posted by bsm2 View Post
    The Only problem with Stunnel is once you install as a work around you and your company own it. IE free service calls when it stops working or email stops.
    Should be using the companies email or use a gmail account the customer sets up.

    Your right you will spend hours fixing something that was never setup correctly.

    Good Luck.
    That's just another means of gaining money for support, or just advising the customer's IT that it's the best possible option.

    Overall, we've done close to thirty Stunnel set ups for MFP's or other hardware over a period of seven years and there has yet to be an issue (fingers crossed).

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