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.
3
Configuring settings to suit your environment
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 SMTP settings.
For details on settings, refer to the [E-mail TX (SMTP)] settings (described after this procedure).
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 single-byte 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.
Settings of [E-mail TX (SMTP)]
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.
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[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]).
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Tips
- 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.
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Reference
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 double-byte or single-byte characters). |
[Password] | Enter the password for SMTP authentication (using up to 64 single-byte characters, excluding double quotation marks "). |
[Domain Name] | When the SMTP authentication method is Digest-MD5, enter the domain name (realm) (using up to 253 single-byte 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.
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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), enable POP before SMTP.
For details on settings, refer to the [E-mail TX (SMTP)] settings (described after this procedure).
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 POP settings.
For details on settings, refer to the [E-mail RX (POP)] settings (described after this procedure).
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 settings.
For details on settings, refer to the [E-mail RX (POP)] (POP over SSL or APOP) settings (described after this procedure).
Settings of [E-mail TX (SMTP)]
Setting | Description |
|---|---|
[POP Before SMTP] | When using POP before SMTP, set this option to ON (default: OFF).
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Settings of [E-mail RX (POP)]
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.
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[Login Name] | Enter the login name used for POP authentication (using up to 63 single-byte characters). |
[Password] | Enter the password for POP authentication (using up to 64 single-byte characters). |
[Connection Timeout] | If necessary, change the time-out time to limit a communication with the E-mail server (POP) (default: [30] sec.). |
[Port No.] | If necessary, change the port number of the E-mail server (POP) (default: [110]). |
Settings of [E-mail RX (POP)] (POP over SSL or APOP)
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).
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[Certificate Verification Level Settings] | To validate the certificate during SSL communication, select items to be verified.
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Reference
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 an 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.
For details, refer to Registering E-mail Address.
2
Register the certificate of this machine to be added to E-mails as digital signature.
For details, refer to 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 S/MIME settings.
For details, refer to [S/MIME].
Tips
- When using the S/MIME function, the E-mail address of the administrator (E-mail address of the certificate of this machine) is used as the sender address.
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 enter the user's E-mail address into [E-mail Address] (using up to 320 single-byte characters, excluding spaces).
Tips
- If Active Directory is used as an authentication server, register the user's E-mail address in Active Directory.
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 enter the user's E-mail address into [E-mail Address] (using up to 320 single-byte characters, excluding spaces).
2
Select [User Auth/Account Track] - [URL display enable setting] in administrator mode of Web Connection (or in [Utility] - [Administrator] of this machine), and set [URL display enable setting] to ON (default: ON).
in the upper-right of a page, it turns into 
and is registered as a bookmark.