How to setup scan to e-mail

Privacy and security notice

Use a _dedicated_ e-mail address for the printer to use to send email
Do not use your personal or work email address

The printer uses an e-mail server to deliver e-mail to a recipient

Step 1 - Log into the printer's Command Center web page

Access the printer's Command Center RX web page
- (How to access the Command Center)
Log into the printer's Command Center RX web page
- (How to log into the Command Center)

Step 2 - Check Network Settings

Check TCP/IP settings

Select Network Settings
Select TCP/IP
Under IPv4 Settings

If DHCP is set to Off, is the printer configured to use a Default Gateway IP address?
If DHCP is set to Off, is the printer configured to use a DNS Server (Primary) IP address?

Check TLS settings

Select Security Settings
Select Network Security
- Under Client side Settings > TLS Version
  1. Select TLS 1.1
  2. Select TLS 1.2
- Under Client side Settings > Hash
  1. Select SHA2(256/384)
Select Submit

Step 3 - Set E-mail server settings

Select Function Settings
Select E-mail

For older models

Select Settings
Select Advanced
Select SMTP
Select General

E-mail server settings if using Google Gmail

If 2-Step Verification/2 Factor is turned on/in use, you must create a Google App Password for the printer to use with the email address (This is _not_ a Passkey).

Go to https://myaccount.google.com/security
Select Security
Under "Signing in to Google," select 2-Step Verification
At the bottom of the page, select App passwords
Enter a memorable name (example: KYOCERA printer) that helps you remember where you’ll use the app password
Select Generate
Copy this code as it will be used below in Step 5., 3.
Select Done

... on the printer's web page

Set SMTP Protocol to On
Set SMTP Port Number to 587
Set SMTP Server Name to smtp.gmail.com
Set SMTP Server Timeout to 180
Set Authentication Protocol to On
1. Set Authentication as to Other
2. Set Login User Name to <Gmail e-mail address>
3. Set Login Password to <the generated Google App Password>
  - The maximum length of the Login Password is 64 characters
Set SMTP Security to STARTTLS
Set Sender Address to the same Gmail e-mail address as used for the Login User Name
1. - The maximum length of the sender address is 128 characters
Set SMTP Authentication and Sender Address to Use System Settings
1. - Only some models have this setting

Error message: 0x1102

Google Gmail may have blocked access to send e-mail from a device. Enable less secure access at https://myaccount.google.com/lesssecureapps

Alternate Sender Address

Login to Gmail.com
Select Settings
Select Accounts and Import
Under Send mail as, Select Add another email address
Enter the email address of an already created Google account address

Additional information

- Google Apps SMTP settings to send mail from a printer, scanner, or app
- SMTP relay service setting

E-mail server settings if using Microsoft outlook.com

If 2-Step Verification/2 Factor is turned on/in use, you must create a Google App Password for the printer to use with the email address (This is _not_ a Passkey).

Go to https://account.microsoft.com/security
Select More security options
Under App passwords, select Create a new app password
Copy this app password as it will be used below in step 5., 3.

... on the printer's web page

Set SMTP Protocol to On
Set SMTP Port Number to 587
Set SMTP Server Name to smtp.office365.com
Set SMTP Server Timeout to 180
Set Authentication Protocol to On
1. Set Authentication as to Other
2. Set Login User Name <email address>
3. Set Login Password <above email address password> or the previously generated app password
  - The maximum length of the Login Password is 64 characters
Set SMTP Security to STARTTLS
Set Sender Address to the _same_ email address as used for the Login User Name
1. - The maximum length of the sender address is 128 characters
Set SMTP Authentication and Sender Address to Use System Settings
1. - Only some models have this setting

Alternate Sender Address (Alias)

Log into Outlook.com
Navigate to Settings > Connected accounts
Under Email Aliases, Select Manage or choose a primary alias
Under Account aliases, Select Add email address

E-mail server settings if using Microsoft Office 365

Set SMTP Protocol to On
Set SMTP Port Number to 587
Set SMTP Server Name to smtp.office365.com
Set SMTP Server Timeout to 180
Set Authentication Protocol to On
1. Set Authentication as to Other
2. Set Login User Name to <email address>
3. Set Login Password to <above email address password>
  - The maximum length of the Login Password is 64 characters
Set SMTP Security to STARTTLS
Set Sender Address to the _same_ email address as used for the Login User Name
1. - The maximum length of the sender address is 128 characters
Set SMTP Authentication and Sender Address to Use System Settings
1. - Only some models have this setting

Additional information

The sender email address _must_ be mailbox enabled

Alternate Sender Address

The Login User Name account must have the Send As or Send on Behalf permission for Sender Address account

How to set up a multi-function device or application to send email using Office 365

https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-3

Preparing to use TLS 1.2 in Office 365

https://support.microsoft.com/en-gb/help/4057306/preparing-for-tls-1-2-in-office-365

Office 365 URLs and IP address ranges

https://docs.microsoft.com/en-us/microsoft-365/enterprise/urls-and-ip-address-ranges?view=o365-worldwide#skype-for-business-online-and-microsoft-teams

E-mail server settings if using a Microsoft Exchange server

The Microsoft Exchange administrator will advise on the settings to use as there are multiple methods available depending on the version of Exchange and the infrastructure requirements.

Set SMTP Protocol to On
SMTP Port Number (25 is the default)
SMTP Server Name (IP address or host name or FQDN)
Set SMTP Server Timeout to 180
Authentication Protocol
1. Authenticate as
2. Login User Name
3. Login Password
  - The maximum length of the Login Password is 64 characters
SMTP Security (SSL/TLS or STARTTLS or Off)
Sender Address
1. - The maximum length of the sender address is 128 characters
SMTP Authentication and Sender Address (Use System Settings or Use Login User Information)

Alternate Sender Address

The Microsoft Exchange administrator will advise on the email address to use

E-mail server settings if using Yahoo mail

If 2-Step Verification/2 Factor is turned on/in use, you must create an app password for the printer to use. (This is _not_ a Passkey).

Go to https://login.yahoo.com/account/security
Select Generate app password or Generate and manage app passwords
Enter your app's name in the text field (suggestion: KYOCERA printer)
Select Generate password
Copy the code as it will be used below in Step 5., 3.
Select Done

... on the printer's web page

Set SMTP Protocol to On
Set SMTP Port Number to 587
Set SMTP Server Name to smtp.mail.yahoo.com
Set SMTP Server Timeout to 180
Set Authentication Protocol to On
1. Set Authentication as to Other
2. Input the <email address> in Login User Name
3. Input/Paste in the password or app password in Login Password
  - The maximum length of the Login Password is 64 characters
Set SMTP Security to STARTTLS
Set Sender Address to the _same_ email address as used for the Login User Name
1. - The maximum length of the sender address is 128 characters
Set SMTP Authentication and Sender Address to Use System Settings
1. - Only some models have this setting

Additional information

- https://uk.help.yahoo.com/kb/yahoo-mail-pop-settings-sln4724.html

E-mail server settings for Apple iCloud

If 2-Step Verification/2 Factor is turned on/in use, you must create an app password for the printer to use. (This is _not_ a Passkey).

https://support.apple.com/en-gb/HT204397

Sign in to https://appleid.apple.com
In the Sign-In and Security section, select App-Specific Passwords
Select Generate an app-specific password or select the Add button Blue plus sign icon., then follow the steps on your screen.
Copy this code as it will be used below in Step 5., 3.

... on the printer's web page

Set SMTP Protocol to On
Set SMTP Port Number to 587
Set SMTP Server Name to smtp.mail.me.com
Set SMTP Server Timeout to 180
Set Authentication Protocol to On
1. Set Authentication as to Other
2. Set Login User Name to your full iCloud email address (for example, emilyparker@icloud.com, not emilyparker)
3. Set Login Password or use the app-specific password that was generated
  - The maximum length of the Login Password is 64 characters
  - Generate an app-specific password at https://support.apple.com/en-gb/HT204397
Set SMTP Security to STARTTLS
Set Sender Address to the _same_ email address as used for the Login User Name
1. - The maximum length of the sender address is 128 characters
Set SMTP Authentication and Sender Address to Use System Settings
1. - Only some models have this setting

Additional information

https://support.apple.com/en-us/HT202304

E-mail server setting if using other e-mail servers

Please contact the mail administrator for the settings to use

Step 4 - Create machine address book entries

Select Address Book
Select Machine Address Book
Select Add Contact
Enter a name in the Name field
Enter the recipients e-mail address in E-mail Address, under the E-mail section
Select Submit

Example

Google Sites

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