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Departmental Printing - Send scans to your email with a MFP

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ITS Desktop Support promotes and supports Lanier printers supplied through the Print and Copy Services Department. These Laniers are placed onto campus PCs and are managed, maintained, and updated on a regular basis.

Supported Lanier multifunction printers

If your department uses a Lanier multifunction printer (MFP) that includes scan-to-email, the setup and configuration has already been completed by Print and Copy Services. You do not need to perform any of the setup steps outlined in the remainder of this document.

Other printers with scan-to-email capabilities

Preferred option for unsupported devices: relay email via Microsoft Office 365

The preferred option for mail setup of unsupported printers is to configure the device to use Microsoft Office365 as the relay for email. Set up mail relay via Office365. Please note that "Option 1" from the setup instructions will generally provide the best results, but it requires that your multifunction printer have an account with a username and password within Office365. Contact the NDSU IT Help Desk for more information about obtaining an account for your multifunction device.

Last resort option for an unsupported multifunction printer: register the device with NDSU IT and use NDSU's email relay

If the preferred option of using Microsoft Office365 to handle email from your device cannot be made to work, the only remaining option is to register the multifunction printer with the NDSU IT Resource Database. Any device that generates email and sends email via NDSU's SMTP server must be registered in the Resource Database. Before you can register a multifunction printer with the Resource Database, the device must already have an assigned static or static DHCP name assigned to it.

When completing the Resource Database form to register a multifunction printer, you will need to enter information in the following fields:

  1. Log in to the Resource Database using your NDSU username and password
  2. Click SMTP Server
  3. Click New SMTP Server Request
  4. Click [edit SMTP Server] and enter the fully qualified domain name of your device, then click Save
  5. Click [add a Mail Domain] and enter the fully qualified domain name of your device again, then click Save
    • Note: the resource database supports more complicated email configurations, but multifunction printers generally use the same value for both fields
  6. Click "Send/Receive - Options" [edit Options] and check the box for This server will send email indirectly (use outgoing SMTP Server), then click Save
  7. Click [edit Administrative Information]
  8. Enter the Administrative Contact Electronic ID (the portion of the NDSU email before of the person that is the primary point of contact for the device and select the appropriate Administrative Contact Affiliation from the select menu, then click Save
    • Note: this is often a department administrative assistant
  9. Click [add a Technical Contact]
  10. Enter the Technical Contact Electronic IDs (the portion of the NDSU email before of the person that is responsible for configuring the device
    • Note: this may be the same as the administrative contact
  11. Click [edit Effective Date] and enter the date that the device is being installed and configured, then click Save
  12. Click Save SMTP Server Request

After completed SMTP Server Request is saved, NDSU IT Security will be notified. IT Security will review the information provided and may follow up with additional questions. Once approved, it takes 5 to 10 minutes before the device will be able to use to relay email.

Configure device with relay

Each device may use different terms in its configuration screens, but you will most likely need four categories of information:

MFP Option NDSU Setting Comments
SMTP Server Various terms your device may use for this are "Outgoing SMTP relay", "Email relay", "SMTP Server" or something similar.
Port 587 (preferred) or 25 can accept email from registered devices on either port 587 or port 25. Port 587 is preferred, but if your device doesn't support email submission via port 587 or if it works less reliably using port 587, then consider using port 25.
Encryption Optional, but recommended supports multiple options for encryption, including TLS 1.1 and TLS 1.2. It is recommended that you try enabling encryption. Only if enabling encryption causes problems for your device should you consider disabling email encryption.
Authentication Not required Because you have registered the device with the NDSU IT Resource Database, no additional device authentication is required. Fields for username or password can be left blank.

Keywords:email, scanning, multifunction printing, printing   Doc ID:97020
Owner:Marisa M.Group:IT Knowledge Base
Created:2020-01-09 16:02 CDTUpdated:2020-08-24 14:36 CDT
Sites:IT Knowledge Base
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