Information adapted from an online support solution

E-mail is a useful and helpful feature to have set up on your Xerox Multifunction Printer. But sometimes it can be a little frustrating trying to get all the setting right for your environment and mail server. First let’s look at some terms you will need to know in order to setup scan to e-mail.

Terms:

Scan to E-mail – Scan to e-mail is a feature that allows you to scan a document on the printer and send it as an e-mail attachment to an e-mail address. When the user receives the e-mail they can open, view, and save the attachment.

SMTP server – This is a server that is used to send e-mail messages. When you send an e-mail, it goes to a Simple Mail Transfer Protocol (SMTP) server. The server then sends that e-mail to the address you enter in the To: field. Some large businesses have their own SMTP server, but most businesses use an SMTP server provided by their ISP (Internet Service Provider).

POP server – The Post Office Protocol (POP) server is used for receiving e-mail. Some servers require that you log in to a POP server before you can log in to an SMTP server.

Authentication – Authentication is the process of logging in to a server with a username and password once you are connected.

DNS Name (or Hostname) – A server is sometimes identified by a name instead of an Internet Protocol (IP) address.
An example of a Hostname is “smtp.earthlink.net”.
An example of an IP address is 209.86.93.208.

DNS server – Domain Name Server (DNS) is used to convert DNS Names into an IP addresses. If you enter a DNS Name for your SMTP server address, the printer must be configured with a DNS server address in the TCP/IP settings.

Port Number – A port number is required by SMTP servers. The default SMTP port is 25. The default POP port is 110. Your ISP may use different port numbers. Contact your ISP to find out what port number they use on their server.

Now let’s look at some of the things you will need to set up the feature.

Requirements:
The Scan to E-mail feature for most multifunction printers requires the following information for successful operation.

  1. 1. Enter the correct IP address or host name for your SMTP server (example “10.0.0.1” or “smtp.server.isp.net”). To obtain the correct SMTP server information for your printer, contact your ISP (Internet Service Provider) or System Administrator.
  2. Enter the appropriate SMTP authentication information. To determine what authentication method your SMTP server requires, contact your ISP (Internet Service Provider) or System Administrator. The following are three examples of common authentication methods.
  • Most SMTP servers use “SMTP Authentication” that requires a user name and password to allow access for e-mail.
  • Enter the correct user name and password information in the SMTP Authentication fields. If no user name or password is required for e-mail with your SMTP server, select [Anonymous] for the SMTP Authentication method, or leave the user name and password fields blank.
  • Certain SMTP servers require using “POP before SMTP” as the authentication method. Enter the correct POP3 server as well as the Post Office Protocol 3 (POP3), user name and password information. WARNING: POP3 Mail will download all contents of the remote In-box and then delete the server contents of the account used for scanning.

If you have any issues with e-mail take a look at these troubleshooting tips.

Troubleshooting:

E-mail has two components: sending and receiving. Usually SMTP is used for sending and POP is used for receiving. The multifunction printer must be configured with an SMTP server address in order to send e-mail.

A POP server address may need to be entered if the SMTP server requires logging into a POP server before being able to receive e-mail.

  1. Make sure the printer is configured with the correct SMTP server address. Check with your ISP to verify the correct address.
  2. Make sure you are using the correct port number.
  3. Verify the authentication. Contact your ISP to determine what kind of authentication they use and to verify the correct username and password.
  4. If using a DNS Name for the server address, verify with your ISP or System Administrator that the printer is configured with the correct DNS server address in the TCP/IP settings.

I hope this helps in explaining the basics of setting up the scan to e-mail feature. Remember that if you have additional questions or need step-by-step instructions go to the online support page for your machine and search on e-mail. You will find solutions that will walk you through the setup. You can also head over to the Xerox Support Community Forum to ask your questions of others using the e-mail feature. You can also contact your local support centre for any questions or concerns you may have with the e-mail feature/option.