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How to set up scan to email on Kyocera printers

Use the below steps to set up scan to email so users can scan and send emails to your company's Microsoft 365 or Office 365 mailboxes. The steps are in accordance with option 2, as described in Microsoft documentation: How to set up a multifunction device or application to send email using Microsoft 365 or Office 365.

  1. Open a new browser window and sign in to Microsoft 365 admin center (admin.microsoft.com).
  2. On the navigation menu, select Show all.
  3. Select Settings and then Domains.
  4. On the DNS records tab, select your domain.
    Example: acme.com
  5. Write down the MX record POINTS TO ADDRESS value.

    You need the MX record in step 8.

    Example: acme-com.mail.protection.outlook.com

  6. Open the printer's web page and log in as administrator.
  7. In the Function Settings menu, select E-mail.
  8. In SMTP, make the following changes:

    • In SMTP Server Name, enter the value you obtained in step 5.

      Example: acme-com.mail.protection.outlook.com

    • In SMTP Port Number, leave the value at 25.

    • In Authentication Protocol, select Off.

  9. Under E-mail Send Settings for SMTP Authentication and Sender Address, select one of the following:

    • Use Device Setting: The printer fills in the From address with the address you enter in Sender Address.

    • Use Login User Information: The printer fills in the From address with the address of the signed in user.

  10. Select Submit.
  11. In SMTP, select Test to test your connection.
  12. After the test is finished, select OK.

    • Emails might be sent to the recipients' junk mail folder. If your email did not arrive, remember to check the spam/junk mail folder. See also: How to troubleshoot scan to email.

    • To avoid this, go to your domain registrar's website to update your DNS records. Edit your sender policy framework (SPF) record to include your public IP address. See the Microsoft documentation: Step-by-step instructions for direct send.