Configuring the Scan to E-mail Environment

Setting flow

The Scan to E-mail is a function that sends original data scanned on this machine as an E-mail attachment.

Since this machine supports S/MIME and SSL/TLS encryption, and POP before SMTP authentication, security can be assured.

When the LDAP server or Active Directory is used for user management, you can search for or specify an E-mail address from the server.

When using the Scan to E-mail, follow the below procedure to configure the settings.

1. Configuring network settings of this machine ( [Network Settings] )

2. Configuring basic settings for Scan to E-mail ( [Configuring Basic Settings for Scan to E-mail] )

3. Configuring settings to suit your environment

   Establishing SSL/TLS communication ( [Using an SSL/TLS communication] )

   Using SMTP authentication ( [Using SMTP authentication] )

   Using POP before SMTP authentication ( [Using the POP before SMTP authentication] )

   Using S/MIME ( [Using S/MIME] )

   Using the Scan to Me function ( [Using the Scan to Me function] )

   Using the Scan to URL function ( [Using the Scan to URL function] )

Configuring Basic Settings for Scan to E-mail

Configure the settings to send an E-mail from this machine.

1. Select [Network] - [E-mail Setting] - [E-mail TX (SMTP)] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and configure the following settings.

   Setting	Description
   [E-mail TX Setting]	When sending E-mails from this machine, set this option to ON (default: ON).
   [E-Mail Send]	When using the Scan to E-mail function, set this option to ON (default: ON). Using this function allows you to send the scanned original data as an E-mail attachment.
   [E-mail Notification]	When using the E-mail notification function, set this option to ON (default: ON). If a warning occurs on this machine that instructs the user to add paper, replace toner, or resolve a paper jam, it can be sent to a registered E-mail address. For details on the E-mail Notification function, refer to [Notifying a warning occurrence or consumables replacement period by E-mail] .
   [Total Counter Notification]	When using the total counter notification function, set this option to ON (default: ON). Using this function allows you to send counter information managed by this machine to the registered E-mail address. For details on the Total Counter Notification function, refer to [Notifying counter information by E-mail] .
   [SMTP Server Address]	Enter the address of the E-mail server (SMTP). Use one of the following formats. Example to enter the host name: "host.example.com" Example to enter the IP address (IPv4): "192.168.1.1" Example to enter the IP address (IPv6): "fe80::220:6bff:fe10:2f16"
   [Port No.]	If necessary, change the port number of the E-mail server (SMTP) (default: [25]).
   [Connection Timeout]	If necessary, change the time-out time to limit a communication with the E-mail server (SMTP) (default: [60] sec.).
   [Server load reduction transmission method]	Select the sending method to reduce the load of the E-mail server (SMTP) (default: [OFF]). [Binary Division]: Divides an E-mail with the specified size. [Binary division Size]: Enter the size to divide an E-mail. [Stop Scan TX when maximum limit is exceeded]: Stops sending an E-mail when its size exceeds the specified maximum value. When specifying the maximum value, select [Limit] in [Max Mail Size], then enter the maximum E-mail size allowable for the E-mail server (SMTP) in [Server Capacity limit]. [Scan TX by Download URL method only when maximum limit is exceeded]: Notifies the E-mail address specified as the destination of the download URL without attaching files when the E-mail size exceeds the specified maximum value. When specifying the maximum value, select [Limit] in [Max Mail Size], then enter the maximum E-mail size allowable for the E-mail server (SMTP) in [Server Capacity limit]. [Always Scan TX by Download URL method]: Notifies the E-mail address specified as the destination of the download URL without attaching files.

2. Select [System Settings] - [Machine Setting] - [Administrator Registration] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and enter the E-mail address of the administrator of this machine into [E-mail Address] (using up to 128 characters, excluding spaces).

   The E-mail address entered here is used as a sender address (From address) of E-mails to be sent from this machine.

Using the POP before SMTP authentication

The POP before SMTP authentication is a function that performs POP authentication using the E-mail server (POP) before sending an E-mail and allows E-mail transmission only when the authentication is successful.

When POP before SMTP authentication is installed in your environment, configure settings to use POP before SMTP authentication.

1. Select [Network] - [E-mail Setting] - [E-mail TX (SMTP)] - [Detail Settings] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and configure the following settings.

   Setting

   Description

   [POP Before SMTP]

   When using POP before SMTP, set this option to ON (default: OFF). [POP Before SMTP Time]: If necessary, change the waiting time until starting E-mail transmission after the POP authentication is successful (default: [5] sec.). Depending on your environment, it may take time before the E-mail transmission is allowed after the POP authentication is successful. In that case, if an insufficient time period is specified, E-mail transmission may fail.

2. Select [Network] - [E-mail Setting] - [E-mail RX (POP)] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and configure the following settings.

   Setting	Description
   [E-mail RX Setting]	When receiving E-mails on this machine, set this option to ON (default: ON).
   [POP Server Address]	Enter the address of your E-mail server (POP). Use one of the following formats. Example to enter the host name: "host.example.com" Example to enter the IP address (IPv4): "192.168.1.1" Example to enter the IP address (IPv6): "fe80::220:6bff:fe10:2f16"
   [Login Name]	Enter the login name used for POP authentication (using up to 63 characters).
   [Password]	Enter the password for POP authentication (using up to 15 characters).
   [Connection Timeout]	If necessary, change the time-out time to limit a communication with the E-mail server (POP) (default: [30] sec.).
   [Port Number]	If necessary, change the port number of the E-mail server (POP) (default: [110]).

3. Configure the POP over SSL and APOP settings to suit your environment. Select [Network] - [E-mail Setting] - [E-mail RX (POP)] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and configure the following settings.

   Setting		Description
   [APOP Authentication]		When using APOP Authentication, set this option to ON (default: OFF).
   [Enable SSL]		When using SSL communications, set this option to ON (default: OFF). [Port No.(SSL)]: If necessary, change the port number for SSL communication (default: [995]).
   [Certificate Verification Level Settings]		To validate the certificate during SSL communication, select items to be verified. [Expiration Date]: Confirm whether the certificate is within the validity period (default: ON). [CN]: Confirm whether CN (Common Name) of the certificate matches the server address (default: OFF). [Key Usage]: Confirm whether the certificate is used according to the intended purpose approved by the certificate issuer (default: OFF). [Chain]: Confirm whether there is a problem in the certificate chain (certificate path). The chain is validated by referencing the external certificates managed on this machine (default: OFF). [Expiration Date Confirmation]: Confirm whether the certificate has expired (default: OFF). The expiration date confirmation is performed in the order of OCSP (Online Certificate Status Protocol) service, and CRL (Certificate Revocation List).

Reference

• Verifying the Peer's Certificate ( [Verifying a certificate for peer] )

Using S/MIME

S/MIME is one of the E-mail encryption schemes. Using S/MIME encrypts an E-mail sent from this machine, preventing a interception by third parties during sending. Furthermore, adding a digital signature to an E-mail provides assurance regarding the authenticity of the sender, and certifies that the E-mail has not been falsified.

If S/MIME is installed in your environment, configure settings to use S/MIME.

1. Register a certificate used for E-mail encryption to the destination of E-mail transmission ( [Registering E-mail Address] ).

2. Register the certificate of this machine to be added to E-mails as digital signature ( [Using an SSL/TLS communication] ).

3. Select [Network] - [E-mail Setting] - [S/MIME] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and configure the following settings.

   Setting	Description
   [S/MIME Comm.Setting]	When using S/MIME, set this option to ON (default: OFF). To set to ON, the E-mail address of the certificate of this machine must match the E-mail address of the administrator.
   [Digital Signature]	To add digital signature when sending E-mails, select a method to add it (default: [Do not add signature]). [Do not add signature]: Does not add the signature. [Always add signature]: Always adds the signature. The digital signature is automatically added without performing special setting before sending an E-mail. [Select when sending]: The user must select whether to add digital signature before sending an E-mail.
   [Digital Signature Type]	To add a digital signature when sending E-mails, select its authentication method (default: [SHA-1]).
   [E-Mail Text Encrypt. Method]	Select the method to encrypt the E-mail text (default: [3DES]).
   [Automatically Obtain Certificates]	Select whether to automatically obtain the digital signature (user certificate) from the E-mail received on this machine (default: [OFF]). The obtained certificate is additionally registered in the E-mail address that matches the E-mail address described in the certificate.
   [Print S/MIME information]	Select whether to print S/MIME information when this machine receives an S/MIME E-mail (default: [OFF]).
   [Certificate Verification Level Settings]	When verifying the obtained certificate while [Automatically Obtain Certificates] is set to [ON], select an item to be verified. [Expiration Date]: Confirm whether the certificate is within the validity period (default: ON). [Key Usage]: Confirm whether the certificate is used according to the intended purpose approved by the certificate issuer (default: OFF). [Chain]: Confirm whether there is a problem in the certificate chain (certificate path) (default: OFF). The chain is validated by referencing the external certificates managed on this machine. [Expiration Date Confirmation]: Confirm whether the certificate has expired (default: OFF). The expiration date confirmation is performed in the order of OCSP (Online Certificate Status Protocol) service, and CRL (Certificate Revocation List).

Using the Scan to URL function

Configure the settings to use the Scan to URL function.

This option is available when the MFP authentication or external server authentication is installed on this machine.

1. Select [User Auth/Account Track] - [User Authentication Setting] - [User Registration] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and configure the following settings.

   Setting	Description
   [E-mail Address]	Enter the user's E-mail address (using up to 320 characters, excluding spaces).

2. Select [User Auth/Account Track] - [User Authentication Setting] - [URL display enable setting] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and configure the following settings.

   Setting	Description
   [URL display enable setting]	When using the Scan to URL function, set this option to ON (default: ON).

Reference

• Sending the Download URL to your Address (Scan to URL) ( [Sending the Download URL to Your Address (Scan to URL)] )