- Built-in OAuth: Recent Ricoh IM series models with up-to-date firmware can sign in to Microsoft 365 with OAuth 2.0. Older MP series models generally only support passwords.
- Auth-Email: works with every Ricoh 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.
Ricoh scan to email setup
How to set up – or fix – scan to email on Ricoh IM C series, MP and MP C series, SP and Aficio 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 Ricoh supports OAuth, see the options in step 3.
1. Open the Web Image Monitor
Type the printer’s IP address into a web browser and log in as the administrator (Login, top right).
Then go to: Device Management → Configuration → Device Settings → Email (and Network → SMTP on some models)
2. Enter the SMTP settings
The settings are usually called:
| SMTP Server Name | The SMTP server name |
|---|---|
| SMTP Port No. | The SMTP port |
| Use Secure Connection (SSL) | Encryption – choose STARTTLS for port 587, or SSL for port 465 |
| SMTP Authentication | Turn on, enter the user name (SMTP Auth. E-mail Address / User Name) and password, and set Encryption to Auto |
| Administrator’s E-mail 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 No. | 465 (or 587) |
| Use Secure Connection (SSL) | SSL/TLS on 465; STARTTLS on 587 |
| SMTP Authentication | On – your full email address, and the password you set in Auth-Email |
| Administrator’s E-mail 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 No. | 465 (or 2525) |
| Use Secure Connection (SSL) | SSL/TLS on 465; STARTTLS on 2525 |
| SMTP Authentication | On – your full email address, and the password you set in Auth-Email |
| Administrator’s E-mail 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 No. | 587 |
| Use Secure Connection (SSL) | STARTTLS (TLS 1.2 or later) |
| SMTP Authentication | On – the mailbox address and password. SMTP AUTH must be enabled for the mailbox, and Microsoft is retiring password sign-in |
| Administrator’s E-mail 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 No. | 587 (or 465) |
| Use Secure Connection (SSL) | STARTTLS on 587; SSL/TLS on 465 |
| SMTP Authentication | On – your full Gmail address, and an app password (needs 2-Step Verification) |
| Administrator’s E-mail 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 Ricoh signs in
Troubleshooting Ricoh scan to email
| Connection with server failed / Transmission has failed | The printer couldn’t connect to or sign in to the email server. Check the server, port and Use Secure Connection settings first, then the sign-in details. |
|---|---|
| Authentication with the destination has failed | The email server rejected the user name and password. |
- Make sure “Email Address” and “SMTP Auth. E-mail Address” are both set to the same, full email address.
- Older firmware may need updating to support TLS 1.2.
- Devices often show a vague error. To see exactly what the Ricoh 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 · Xerox · Brother · Konica Minolta · Kyocera · Sharp · Epson · Lexmark · Toshiba
Get your Ricoh scanning to email again
Auth-Email works with any Ricoh 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.