Scan to email - Failed SMTP authentication with Office365

Hi Paolo89,

Based on the screenshot you provided, it seems like you’re using SMTP client submission to set up your printer to send email using Office 365. From my personal experience, the error “SMTP authentication failed” indicates that your SMTP client submission wasn’t be set up correctly. Also, regarding your question” what kind of authentication needed”, we need to meet all requirements of SMTP client submission to complete the authentication.

So firstly, please refer to the following article to see if your printer meets all the SMTP submission requirements(For instance: Your device must be able to use TLS version 1.0 and above). Also, make sure your configuration is correct.

How to set up a multifunction device or application to send email using Office 365.

Meanwhile, please provide the entire error your received here for analysis.

We’re looking forward to your updates.

Best Regards,
Aaron

Hi Aaron

Excuse me.

Into my Office365 control panel, which area you're referring to?

what can i look ?

The mailbox is the same i use as login, this is right ?

Hi Paolo89,

Thanks for the updates.

Firstly, for your question “The mailbox is the same i use as login, this is right ?”, the answer is yes. We can keep using the account which has been used for SMTP client submission.

Based on the screenshots you shared, the Authentication is related to the printer settings, there is no specific guiding regarding this option in our official article. You can try AUTO and see if it works from my personal experience. Or you can try each section to see if the SMTP client submission works, if no, it indicates that Office 365 SMTP client submission isn’t available for your printer. I suggest you contact the printer support for relevant workarounds.

We appreciate your understanding.

Thanks,

Neo

The authentication require a connector into the Mail flow ?

HI Paolo.

We had the same issues with Minolta machines. These are the things that need to be in place. Small things but will cause scan to fail:

1) DNS Server must be set correctly on the printer IP Settings to resolve smtp.office365.com

2) The ports for that printer IP need to be allowed out in the firewall

3) The printer needs to be set to TLS authentication and SMTP requires authentication.

4) Create a user in Office 365 cloud with a mailbox. and use this *** Email address is removed for privacy *** and password in the SMTP Authentication details.

5) Make sure that the email comes from the machine admin email address and not from the logged in scan user.

On Minolta machines you need to change the actual Machine Email address to match the user in the cloud too and also configure scanning to make use of the machine email address and not the user that is sending the scan.

Thats how we finally got it to work.

Hi Paolo,

Since you’re using the SMTP client submission method, you don’t need to create a connector for the authentication. Connector is a requirement of the SMTP relay method and SMTP client submission and SMTP relay are two different methods for relay in Office 365. For more information, you can refer to the link Aaron mentioned above.

Meanwhile, as I mentioned above, we have no official articles guiding how to choose the Authentication section in the screenshot you shared, it’s custom settings of different devices. Based on my personal experience, you may try AUTO. Or if the each section doesn’t take effect while all other configuration of SMTP client submission has been set up correctly, you need to seek dedicated help from the printer support.

Additionally, you can refer to the information ShaunVan mentioned above and see if it helps.

Thanks,

Neo

hi shaun

what are you meaning with point 5 ? ( important for me maybe )

can you explain better ? ..... more easy.

i have an email address as user to login, and a mailbox created with same address

( "*** Email address is removed for privacy ***" for login user and  "*** Email address is removed for privacy ***" as name of mailbox ).

into my printer menu i set into the "mail" section as sender in "from" filed " : services@xxxxx .onmicrosoft.com" instead of "toshiba@scan

this is right ?

ok the authentication finally is done.

But when i scan the documents, the PDF attached sended by email, once opened are totally white with some indents (-----)

This can be a problem of office365 ?

The Toshiba technician say the the attacheds once saved on the internal hdd are ok but once sended become whites,

SORRY wrong explanation !

When i scan the email arrives but without attachments.

And the email text is white with some indents.

Attacheds blocked by Office365 ?