- Built-in OAuth: Some recent TASKalfa and ECOSYS models can sign in to Microsoft 365 or Gmail with OAuth 2.0 after a firmware update. Most models only support passwords.
- Auth-Email: works with every Kyocera that supports SMTP. Your device signs in to Auth-Email with a password, and Auth-Email signs in to Microsoft 365, Outlook or Gmail with OAuth. See our scan to email guide.
- Gmail app password: personal Gmail accounts with 2-Step Verification can create an app password and use it instead of the normal password.
- Microsoft 365 without signing in: direct send (to your own organization only) or an SMTP relay connector (needs a fixed public IP address). Set either up with our Exchange Online PowerShell command builder.
Kyocera scan to email setup
How to set up – or fix – scan to email on Kyocera TASKalfa and ECOSYS devices with Microsoft 365, Outlook.com and Gmail. Menu names vary between models and firmware versions, so look for the closest match.
Scan to email stopped working? Microsoft 365, Outlook.com and Gmail no longer accept a device’s normal email password (and Microsoft is retiring password sign-in for SMTP). Unless your Kyocera supports OAuth, see the options in step 3.
1. Open the Command Center RX
Type the printer’s IP address into a web browser and log in as the administrator (Admin).
Then go to: Network Settings → Protocol → SMTP (E-mail TX), then Function Settings → E-mail
2. Enter the SMTP settings
The settings are usually called:
| SMTP Server Name | The SMTP server name |
|---|---|
| SMTP Port Number | The SMTP port |
| SMTP Security | Choose STARTTLS for port 587, or SSL/TLS for port 465 |
| Authentication Protocol | Turn on, choose “Check SMTP”, and enter the login user name and password |
| Sender Address | The sender address – it must match the account you sign in with |
Enter these values, depending on your email provider:
Microsoft 365 / Outlook – through Auth-Email (recommended)
| SMTP Server Name | outlook.auth-email.com |
|---|---|
| SMTP Port Number | 465 (or 587) |
| SMTP Security | SSL/TLS on 465; STARTTLS on 587 |
| Authentication Protocol | On – your full email address, and the password you set in Auth-Email |
| Sender Address | The same address you sign in with (or one it has permission to send as) |
Gmail / Google Workspace – through Auth-Email (recommended)
| SMTP Server Name | gmail.auth-email.com |
|---|---|
| SMTP Port Number | 465 (or 2525) |
| SMTP Security | SSL/TLS on 465; STARTTLS on 2525 |
| Authentication Protocol | On – your full email address, and the password you set in Auth-Email |
| Sender Address | The same address you sign in with (or one it has permission to send as) |
Microsoft 365 – directly (SMTP AUTH)
| SMTP Server Name | smtp.office365.com |
|---|---|
| SMTP Port Number | 587 |
| SMTP Security | STARTTLS (TLS 1.2 or later) |
| Authentication Protocol | On – the mailbox address and password. SMTP AUTH must be enabled for the mailbox, and Microsoft is retiring password sign-in |
| Sender Address | The same address you sign in with (or one it has permission to send as) |
Gmail – directly (app password)
| SMTP Server Name | smtp.gmail.com |
|---|---|
| SMTP Port Number | 587 (or 465) |
| SMTP Security | STARTTLS on 587; SSL/TLS on 465 |
| Authentication Protocol | On – your full Gmail address, and an app password (needs 2-Step Verification) |
| Sender Address | The same address you sign in with (or one it has permission to send as) |
Auth-Email’s servers for other providers – and legacy servers for devices that only support older TLS versions – are listed in our server settings guide. Older devices that can’t use TLS 1.2 can’t connect to Microsoft 365 or Gmail directly at all.
3. Choose how the Kyocera signs in
Troubleshooting Kyocera scan to email
| Error 1101 | The email server could not be found – check the server name and DNS settings. |
|---|---|
| Error 1102 | The email server rejected the user name and password. |
- Use the Test button next to the SMTP settings to check the connection.
- Enable TLS 1.2 under Security Settings → Network Security if SMTP security can’t be turned on.
- Devices often show a vague error. To see exactly what the Kyocera sends, point it at our SMTP connection tester – it shows the encryption, TLS version and sign-in method the device uses.
- Check the email provider’s server with our email server checker, and look up the server’s error in our error code lookup – for example 535 5.7.139 (Microsoft), 421 4.7.66 (old TLS versions) or 534-5.7.9 (Gmail).
- Use a dedicated mailbox for the device (for example, [email protected]), so that a password change or a staff member leaving can’t break scanning.
Guides for other brands:
Canon · HP · Ricoh · Xerox · Brother · Konica Minolta · Sharp · Epson · Lexmark · Toshiba
Get your Kyocera scanning to email again
Auth-Email works with any Kyocera printer, scanner or copier that supports SMTP. Authorize your Microsoft 365, Outlook or Gmail account once, then change the SMTP server on the device – no firmware updates or IT changes needed.
Frequently asked questions
Why did scan to email stop working?
Most printers and scanners sign in to email with a username and password. Microsoft 365, Outlook.com and Gmail have switched off (or are switching off) password sign-in, so the device’s sign-in is rejected – usually with an error such as 535 5.7.139 or 534-5.7.9.
Which SMTP settings should my printer use for Microsoft 365?
smtp.office365.com, port 587, with STARTTLS (TLS) and SMTP authentication – but this requires password sign-in for SMTP, which Microsoft is retiring. Alternatives are direct send, an SMTP relay connector, the device’s own OAuth support (if it has it), or Auth-Email.
Do I need a separate mailbox for my scanner?
It’s a good idea. A dedicated mailbox (for example, [email protected]) means a staff member’s password change can’t break scanning, and makes it easy to see what the device sends.