Scan to Email Stopped Working!!

[BoredGeek88]

Hi All,

 

Our scan to email for all printers has suddenly stopped working along with notifications that we receive from various systems. From what I have figured out it seems to be a problem with SMTP in O365.

 

We are using Kyocera printers for the most part and when I use the very helpful SMTP test connection feature it comes back that the connection is OK. However when we send a scan to email it just simply never arrives at the mailbox. I can't see it in a message trace either.

 

Everything I have tried has not helped at all so far. We do have a domain that also uses Gmail so I tried changing SMTP setting to Gmail and sending to a gmail account and it all works perfectly. However if I try to send a scan using the Gmail SMTP settings to an O365 account it still never arrives.

 

I have checked our spam filtering in O365 to see if it is getting stuck there but I can't see anything there.

 

In Gmail I did have to turn on use less secure apps setting to get it to work but is there a similar setting in O365 somewhere that could be stopping them coming through. I had assumed that if there is a similar setting that when I run the SMTP connection test in the printer it would have failed?

 

If anyone has had a similar issue or know of a fix I would be forever grateful!

 

Cheers

[ZeroHour]

I presume your using the ssl/tls port rather than 25 to connect?

I remember seeing some change for SMTP I *think* coming soon involving changing the defaults of tenants but I cant find it right now. I will have a dig.

[psydii]

Strange. We had our scanners stop for Exchange 2013 after the last update, though we messed with certificates at the same time. Changing the port the scanners were using to 587 fixed it. Not sure what actually caused them to stop when everything looks the same.

[dapaulio]

I recall this symptom presenting after our 3rd liners reported having upgrading all on-site and hybrid exchanges for a severe vulnerability number of months ago. It all depends on the copier but settings for TLS communications was need to be set. However Not all copier vendors worked and I had several calls open with different vendors and managed service providers because We couldn’t use port 25 anymore we had to setup a dedicated smtp relay as a workaround for the vendors who never responded positively to the vulneribility.

 

Edit

I’m sure also we had to do something with o365 connectors but thinking that may have been on sites where we had to implement an smtp relay as a workaround

Edited September 19, 2021 by dapaulio

[BoredGeek88]

Yes we're using the ssl/tls port. Still not working unfortunately. It's just strange that if I use our Gmail SMTP settings our O365 email addresses still don't receive the emails but if I scan to a gmail account it comes through fine.

[Danp]

Every now and then Gmail turn back on "don't allow less secure apps" feature. I've found this needs to be off, as in, allow less secure apps, for scan to email to work.

 

https://support.google.com/accounts/answer/6010255?hl=en

[jthompson]

Every now and then Gmail turn back on "don't allow less secure apps" feature. I've found this needs to be off, as in, allow less secure apps, for scan to email to work.

 

https://support.google.com/accounts/answer/6010255?hl=en

I'd recommend leaving less secure apps disabled (like Google wants you to), but instead turn on 2-step verification for the Google account being used so that you can create an app-specific password to use from the printer/scanner device.