Best practice MFP scanning to email for M365 shop?
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What's best practice when setting up MFPs for scanning to email when you have businesses using M365?
Is it to set up the MFPs so they use Microsoft to send it or is it to use a 3rd party SMTP service (transactional email service)?
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Something we ran into is issues with TLS... We have a number of devices still in use that are not compliant with the most recent change on Microsoft's side and TLS (it seems). This effectively breaks Scan to Email with Encryption.
While the firmware on the printer is the most recent - and shows TLS 1.2 Scan to Email with Encryption fails.
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@gjacobse said in Best practice MFP scanning to email for M365 shop?:
Something we ran into is issues with TLS... We have a number of devices still in use that are not compliant with the most recent change on Microsoft's side and TLS (it seems). This effectively breaks Scan to Email with Encryption.
While the firmware on the printer is the most recent - and shows TLS 1.2 Scan to Email with Encryption fails.
So Microsoft requires TLS 1.3 and the printers don't support it?
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@pete-s No. TLS 1.2
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@pete-s said in Best practice MFP scanning to email for M365 shop?:
So Microsoft requires TLS 1.3 and the printers don't support it?
I believe the current requirement is TLS 1.2 - which we are suppose to be on. I was hoping to be able to confirm via the Printers Web GUI - but am unable to do so it seems.
Scan to file (and scan to email) is a really useful and functional tool - especially here where so much is still and must be done on paper (It's a medical Clinic - and dealing with other medical clinics). And thusly - Encryption is almost a 100% requirement -
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@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
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@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
The ones most recent:
Sharp MX-c402sc
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@gjacobse said in Best practice MFP scanning to email for M365 shop?:
@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
The ones most recent:
Sharp MX-c402sc
Assuming you have the most recent firmware - there might be a setting you need to change to make it work. I would assume Sharp to have that working by now.
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@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
Do you set up the MFP with credentials from a M365 user?
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We use Xerox and have a specific account set up in O365 for scan to email. We found option 1from.here was the only one that worked. Stinks that we have to burn a license for it.
https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-microsoft-365-or-office-365 -
@pete-s said in Best practice MFP scanning to email for M365 shop?:
@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
Do you set up the MFP with credentials from a M365 user?
Yep, need a licensed account, and the lowest priced one doesn't work. I forget what it's called at the moment, but you need a license that includes the local apps.
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@travisdh1 said in Best practice MFP scanning to email for M365 shop?:
@pete-s said in Best practice MFP scanning to email for M365 shop?:
@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
Do you set up the MFP with credentials from a M365 user?
Yep, need a licensed account, and the lowest priced one doesn't work. I forget what it's called at the moment, but you need a license that includes the local apps.
I'm using a shared account, non-licensed for my MFPs.
I only need to allow scanning to our own domain email users (if they need to send externally - they scan to themselves first, then forward on).Option 2. This has been working for 4 months now.
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@travisdh1 said in Best practice MFP scanning to email for M365 shop?:
@pete-s said in Best practice MFP scanning to email for M365 shop?:
@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
Do you set up the MFP with credentials from a M365 user?
Yep, need a licensed account, and the lowest priced one doesn't work. I forget what it's called at the moment, but you need a license that includes the local apps.
Even if you go with option 1, not sure why the lowest account with an email account wouldn't work?
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@dashrender Option 2 doesnt work for us; seems Microsoft Protection keeps blocking our IP addresses as spam sources (most of our sites are using DHCP for outside IP). Plus, isn't Microsoft requiring SMTP Auth (unless you specifically opt out and use a different relay connector or something, can't remember).
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@dashrender said in Best practice MFP scanning to email for M365 shop?:
@travisdh1 said in Best practice MFP scanning to email for M365 shop?:
@pete-s said in Best practice MFP scanning to email for M365 shop?:
@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
Do you set up the MFP with credentials from a M365 user?
Yep, need a licensed account, and the lowest priced one doesn't work. I forget what it's called at the moment, but you need a license that includes the local apps.
Even if you go with option 1, not sure why the lowest account with an email account wouldn't work?
Because the lowest cost email account is online only. A local device can't login.
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@jt1001001 said in Best practice MFP scanning to email for M365 shop?:
@dashrender Option 2 doesnt work for us; seems Microsoft Protection keeps blocking our IP addresses as spam sources (most of our sites are using DHCP for outside IP). Plus, isn't Microsoft requiring SMTP Auth (unless you specifically opt out and use a different relay connector or something, can't remember).
did you follow the instruction and add to the SPF record?
No, they don't require SMTP auth when using option 2.
If option 2 doesn't work - they have option 3 which includes setting up a connector.
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@travisdh1 said in Best practice MFP scanning to email for M365 shop?:
@dashrender said in Best practice MFP scanning to email for M365 shop?:
@travisdh1 said in Best practice MFP scanning to email for M365 shop?:
@pete-s said in Best practice MFP scanning to email for M365 shop?:
@dashrender said in Best practice MFP scanning to email for M365 shop?:
@gjacobse
what brand MFPs are those?My Canon's do fine with 1.2 to MS.
Do you set up the MFP with credentials from a M365 user?
Yep, need a licensed account, and the lowest priced one doesn't work. I forget what it's called at the moment, but you need a license that includes the local apps.
Even if you go with option 1, not sure why the lowest account with an email account wouldn't work?
Because the lowest cost email account is online only. A local device can't login.
I don't understand - why can't a local device login? Sure it likely can't use modern auth - but normal SMTP logon should work (though I think MS is killing that)
Also, as I mentioned - i'm using a totally free account (a shared account - shared only with me :P) through option 2 in the link I provided.
