Scanning To O365 Email

nicolasmihalovich · 2022-06-16T15:18:06.000Z

Hello,

We’re trying to setup our multi-function Canon printers to scan to emails that have been migrated to Office 365 but we can’t get it to work. We’ve been configuring Option 1 in the following guide:

How to set up a multifunction device or application to send emails using Microsoft 365 or Office 365 | Microsoft Learn

The error we’re getting from our printer is #801, which you can see the description of using the below link:

List of Error Codes without Messages

We’re confident the basics are correct. Printer is turned on and connected to the internet, emails are typed correctly, passwords being entered correctly, etc. We’re 99% confident that the technical setup of our printer is set up correctly. TLS 1.2 is being used on the printer, STMP server is set to smtp.office365.com, etc.

The config we’re not so confident in is the SMTP AUTH/Email being delivered to. We’re currently trying to deliver this scanned document to a user@company.onmicrosoft.com, which obviously is a Microsoft domain. Would this cause our issue?

This account, for testing purposes, is a Global Admin. That account is the one being used for the SMTP AUTH credentials and the recipient.

The reason we’re using a .onmicrosoft account is because we have many printers at our company, and each printer has multiple users. We have a Power Automate process that forwards emails received by this .onmicrosoft.com account to the person who scanned the email.

We have a weird workaround because of our 3rd party 2FA system. Users can’t use their accounts to scan because it won’t pass the 2FA process.

Any advise?

EDIT: I completely forgot this in the original post. For reference, we’re in the middle of a migration. We’re planning currently how to handle scanning because we want to scan to email. A potential issue in this flow is that we’re using Cisco IronPort as an email filter. It is NOT configured for Office 365 currently, only for our local exchange.

To add to the complication, I checked our MX records due to a comment recommendation. All of our Exchange MX, TXT, and CNAME records are in an error status. Could this be our issue?

See attached photo for reference about this edit.

472914d3-2013-4551-88c6-80eb687194a8-ExchangeErrors.PNG888×950 46.7 KB

Jono · 2022-06-16T20:37:25.000Z

Does the account that the scanner is using to deliver the message have at least an E1 licence and have SendAs rights for the Email Sender ?

Global Admin may not have a Licence and probably not SendAS rights

If you have Azure licence then you could set an exception from the particular IP address so that MFA is not required

Repairatrooper · 2022-06-17T04:19:02.000Z

Do you mean SMTP being delivered to or being used to authenticate? It is possible that you will need to use a Office 365 account to authenticate and send mail through.

joz · 2022-06-17T04:30:55.000Z

Could you check the MX record in your exchange online? Here’s a similar thread for your reference: Scan from printer to email (MS 365)

Comparing the information in the blog and check if you are missing something.

In addition, could you see any error messages in event logs?

willemdejongh3226 · 2022-06-17T08:40:50.000Z

Firmware?

Firmware from the printer we have KONICA MINOLTA and also problems whit O365 afther firmware update it works.

nicolasmihalovich · 2022-06-17T10:08:06.000Z

Jono:

Does the account that the scanner is using to deliver the message have at least an E1 licence and have SendAs rights for the Email Sender ?

Global Admin may not have a Licence and probably not SendAS rights

If you have Azure licence then you could set an exception from the particular IP address so that MFA is not required

The account being used has a F3 license, which gives it an email.

Regarding SendAS, does that permission come into play here? This account is both the sender and the receiver.

This account doesn’t have 2FA configured on it. Eventually we’d like to, but we first want to get this process working.

nicolasmihalovich · 2022-06-17T10:10:30.000Z

The Repairatrooper:

Do you mean SMTP being delivered to or being used to authenticate? It is possible that you will need to use a Office 365 account to authenticate and send mail through.

The printer is using SMTP for at least authentication, and I’d assume delivery too. It’s pointed directly at smtp.office.com, and it’s sending with SMTP Auth.

When you say I may need to use an Office 365 email, does a company.onmicrosoft.com account work if it’s licensed appropriately?

nicolasmihalovich · 2022-06-17T10:27:08.000Z

Joz_:

Could you check the MX record in your exchange online? Here’s a similar thread for your reference: Scan from printer to email (MS 365)

Comparing the information in the blog and check if you are missing something.

In addition, could you see any error messages in event logs?

Thank you for the reply. I updated the original post with information that you directed me to.

Could our MX record having an Error status be the cause of why this is failing?

shawnsteward7877 · 2022-06-17T12:00:43.000Z

Nick12345:

The printer is using SMTP for at least authentication, and I’d assume delivery too. It’s pointed directly at smtp.office.com, and it’s sending with SMTP Auth.

When you say I may need to use an Office 365 email, does a company.onmicrosoft.com account work if it’s licensed appropriately?

SMTP only sends email, so SMTP AUTH only allows you to send email and is intended for devices like MFP’s, reporting software, or anything that only needs to be able to send out. Delivery to a mail client is entirely different.

Ideally, you’d want to use an email within your company’s domain space.

nicolasmihalovich · 2022-06-17T12:19:14.000Z

SalSte:

SMTP only sends email, so SMTP AUTH only allows you to send email and is intended for devices like MFP’s, reporting software, or anything that only needs to be able to send out. Delivery to a mail client is entirely different.

Ideally, you’d want to use an email within your company’s domain space.

We attempted to use an email from our primary domain, but because the 3rd party we’re using it’s not an option. We’re federated with Office 365, so it’s not as simple as a username/password combination to authenticate. Hence why we’re trying this with a .onmicrosoft.com domain.

Jono · 2022-06-17T22:52:14.000Z

If you are Authenticating and SendAs the same user then that should be fine (is SMTP enabled for the User).

Test the smtp connection from a PC with powershell

https://connectioncloudsupport.zendesk.com/hc/en-us/articles/360061978013-Test-the-Office365-SMTP-Re… .

nicolasmihalovich · 2022-06-20T10:19:26.000Z

Jono:

If you are Authenticating and SendAs the same user then that should be fine (is SMTP enabled for the User).

Test the smtp connection from a PC with powershell

https://connectioncloudsupport.zendesk.com/hc/en-us/articles/360061978013-Test-the-Office365-SMTP-Re… .

We have a temp workaround until we get time to investigate this further, but this is the best debugging tip so far. Thank you.

fabianm · 2022-06-20T21:05:44.000Z

As Jono said, you have to make sure send as/authenticating is enabled.
Also are you using O365 directly from Microsoft or through a third party like godaddy.
Also you might need to add the O365 connector of the location where the scanning is happening if your scanning to internal users, at least we did for one location we had to get this working underneath O365 > Mailflow > Connectors.