How to setup scanner to Email using Microsoft 365 account

Question

I am at a complete loss at this point and feel that I have tried everything to get our printer to Scan/Email using an organization's Microsoft 365 email address.

Admin Console Settings:
The email in question has SMTP auth enabled for email apps (This is by default, no organization wide rule is set to disable this). It has licenses associated with it and is a full email account for all intents and purposes. 2 factor authentication is disabled.

Network Access:
No restrictions on the printer's network. I have verified the smtp.office365.com server is reachable on network via the telnet utility.

Email User Settings:
The email has been signed into, phone number and email recovery prompts have been completed and I have verified 2FA is disabled on the user side.

The scanner is a Lexmark XM1242 (Verified it supports TLS v1.2)

• Primary Gateway: smpt.office365.com
• Primary Gateway Port: 587
• Secondary Gateway Port: 25
• SMTP Timeout: 30u
• Reply Address: Set but different from SMTP Credentials being used to send email
• "Always Use SMTP Default Reply Address": Disabled
• Use SSL/TLS: Negotiate (Have set it to required, no change)
• Require Trusted Certificate: Disabled
• SMTP Server Auth: Login / Plain
• Device-Initiated E-Mail: Use Device SMTP Credentials
• User-Initiated E-Mail: Use Device SMTP Credentials
• Use AD Device Credentials: Disabled
• Device User ID: Set to email which was verified above under Email User Settings in this post
• Device Password: Set to correspond with USER ID and quadruple checked for accuracy at this point
• Kerberos 5 REALM: Blank
• NTLM Domain: Blank
  Disable "SMTP Server not Set up" Error: Enabled

Nothing is being received or sent. The mailbox for the Email associated for the printer is completely empty.

Answer 1

You got a typo on your primary gateway - Primary Gateway: smpt.office365.com

it should be smtp.office365.com

Hope this helps

Answer 2

Outlook is different compare to Office 365.

It's a free service, you need to activate the dual authentication and create a App Password.

You can do it with icloud.com too. Gmail too.

Microsoft Office 365 has changed their security from InTune to Microsoft Entra, which the securities has changed and everything need to be redone to still use SMTP with Office 365.

Using scan to email with Office 365 now required to configure and allow users of the domain to have access within Microsoft Azure Admin and go into MIcrosoft Intra to manage the securities, same for Microsoft Consent.

The workarround we found is to use a Outlook connector to send the scan to email with Office 365.

Contact Microsoft Support for gettting help with new security with Microsoft Azure, Intra & Consent. Microsoft Intra is accessible into Microsoft Azure, either if you don't have any Azure Cloud service.

Complicated to work with now with Microsoft new security changed.

Answer 3

Dear Devin_McGuire

Good day!

Thank you for posting to Microsoft Community. We are glad to assist!

Based on your description, I understand you concern with setting up scanner to Email using Microsoft 365 account.

May I know whether you have tried to configure a connector to send emails using Microsoft 365 or Office 365 (SMTP relay)?

SMTP relay lets Microsoft 365 or Office 365 relay emails on your behalf by using a connector that's configured with a TLS certificate (recommended) or your public IP address.

So it is suggested you to have a try to use option 3 and check whether the issue is still persists, you may refer to How to set up a multifunction device or application to send emails using Microsoft 365 or Office 365 | Microsoft Learn.

Thanks for your precious time and your understanding would be highly appreciated. Have a nice day!

Best regards,

Allen | Community Moderator

Answer 4

Is MFA setup for the email address that the device uses?