HomeWeb Management ToolConfiguring the Scan to E-mail Environment

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 SSL/TLS encryption, and POP before SMTP authentication, security can be assured.

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

  1. Configuring network settings of this machine (Here)

  2. Configuring basic settings for Scan to E-mail (Here)

  3. Configuring settings to suit your environment

    • Establishing SSL/TLS communication (Here)

    • Using SMTP authentication (Here)

    • Using POP before SMTP authentication (Here)

    • Using the Scan to Me function (Here)

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 Here.

    [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 Here.

    [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.

  • You can change the sender address on the screen of this machine before sending E-mail.

  • If user authentication is installed on this machine, the E-mail address of the login user is used as the sender's E-mail address.

Using an SSL/TLS communication

When SSL/TLS is installed in your environment, specify the method to encrypt communications with the mail server (SMTP).

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

[SSL/TLS Settings]

Select the method to encrypt communications with the E-mail server (SMTP) (default: [OFF]). This option supports SMTP over SSL and Start TLS.

[Port No.(SSL)]

If necessary, change the port number for SSL communication (default: [465]).

This option is available when [SMTP over SSL] is selected for [SSL/TLS Settings].

[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) (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).

  • Verifying the Peer's Certificate (Here)

Using SMTP authentication

The SMTP authentication is a function that verifies the user using the user ID and password when sending an E-mail.

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

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

[SMTP Authentication]

When using SMTP authentication, set this option to ON (default: OFF).

[SMTP Authentication Method]

Set the SMTP authentication method to ON.

[User ID]

Enter the user ID for SMTP authentication (using up to 64 characters).

[Password]

Enter the password for SMTP authentication (using up to 64 characters, excluding ").

[Domain Name]

When the SMTP authentication method is Digest-MD5, enter the domain name (realm) (using up to 253 characters).

When there are two or more domains (realm), enter the domain name. When there is only one domain (realm), no entry is required. The domain name is notified from the E-mail server (SMTP) at the initial communication, and communication is automatically performed using that domain name.

[Authentication Setting]

Select whether to synchronize the SMTP authentication with the user authentication of this machine (default: [Set Value]). This item is necessary when the user authentication is installed on this machine.

  • [User Authentication]: Uses the registered user's user authentication of this machine as authentication information for SMTP authentication.

  • [Set Value]: Uses values entered at [User ID] and [Password]. If SMTP authentication fails because the user who sends an E-mail does not match the user specified in [User ID], set [Envelope-From Setting] to ON, then enter the E-mail address to be applied to Envelope-From in [From Address]. When [Envelope-From Setting] is set to OFF, the E-mail address of the administrator of this machine is applied to Envelope-From.

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).

  • Verifying the Peer's Certificate (Here)

Using the Scan to Me function

To use the Scan to Me function, register an E-mail address in the user's registration information.

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

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).

  • If Active Directory is used as an authentication server, register the user's E-mail address in Active Directory.

  • Sending to your Address (Scan to Me) (Here)