Configure, Modify or Verify Simple Mail Transfer Protocol (SMTP) Server Settings

Note: You must be a System Administrator to perform this procedure as it may require administrator privileges and/or knowledge of your network settings.

Note: Make sure the software version is 120.xxx.004.04600 or higher. See Determine the Software (Firmware) Version Installed on the Device for more information. If you need to update your software, see Update the Printer Software (Firmware) for more information. 

Simple Mail Transfer Protocol (SMTP) is an Internet standard used to transmit email across IP networks. Your printer uses SMTP to transmit scanned images, Internet fax jobs, and alerts through email.

1. Login as Administrator at the Embedded Web Server (EWS). For additional information, click on Access and Login or Logout as System Administrator at the Control Panel or Embedded Web Server (EWS).

2. In the Embedded Web Server, click Properties→Connectivity→Setup.

3. For Protocol, for SMTP, click Edit.

4. If necessary, click on the Required Information tab.

5. To allow the printer to use DNS to identify an SMTP server on your network automatically, for Server, select Use DNS.

6. To specify an SMTP server manually, select Specify SMTP Server manually.

7. For address type, select an option. Options are IPv4 Address, IPv6 Address, or Host Name.

8. Type the appropriately formatted address and port number.

9. For Device Email Address, type the email address of the printer.

10. Click Apply.

Configure SMTP Authentication Settings

1. In the Embedded Web Server, click Properties→Connectivity→Setup.

2. For Protocol, for SMTP (Email), click Edit.

3. On the SMTP (Email) page, click the SMTP Authentication tab.

4. For Login credentials that are used for user-initiated email jobs, select an option:

   • None: This option does not require the device to provide a user name or password to the server.

   • Device: This option uses the information that is provided in the Login Name and Password Fields to access the server.  To update the password for an existing Login Name, enable Select to save new password.

   • Logged-in User: This option uses the credentials of the authenticated user to access the server. 
     
     Note: If network authentication is configured to use a Kerberos server, and you want to use Kerberos tickets, for Kerberos tickets, select Always.
     
     

   • Prompt at device control panel: This option requires users to type a login name and password at the control panel.

5. For Login credentials that are used for device-initiated email messages, select an option:

   • None: This option does not require the device to provide a user name or password to the server.

   • Device: This option uses the information that is provided in the Login Name and Password Fields to access the server.  To update the password for an existing Login Name, enable Select to save new password.

6. Click Apply.

Configure SMTP Connection Encryption Settings

1. In the Embedded Web Server, click Properties→Connectivity→Setup.

2. For Protocol, for SMTP (Email), click Edit.

3. On the SMTP (Email) page, click the Connection Encryption tab.

4. To encrypt SMTP communication, for Encryption Mechanism used by devices when communicating with the SMTP Server, select an option.  
   
   Note: If you do not know the encryption method that your server supports, select STARTTLS (if available). If you select STARTTLS (if available), the printer attempts to use STARTTLS. If your server does not support STARTTLS, SMTP communication is not encrypted.
   
   

5. Click Apply.

Configure SMTP File Size Management

1. In the Embedded Web Server, click Properties→Connectivity→Setup.

2. For Protocol, for SMTP (Email), click Edit.

3. On the SMTP (Email) page, click the File Size Management tab.

4. To define a maximum message size for messages with attachments, type a value between 512– 122880 KB in the Maximum Message Size field.

5. To improve transmission speed, set messages to fragment between 1–500 times.

6. To set a maximum job size, type a value between 512–2000000 KB in the Total Job Size field.

7. If you selected more than 1 fragment in Number of Fragments, under Email Job Splitting Boundary, select an option:

   • Page Boundary instructs the mail client not to reassemble the job on receipt.

   • Automatic Boundary instructs the mail client to reassemble the job on receipt.

8. Click Apply.

9. Logout as Administrator at the EWS.

Updated File Size Considerations:

1. Due to technology limitations, 30% of the Maximum Message size will be reserved for software processing. For example, if the maximum message size is 122880 KB (120 MB), the MFP is capable of sending attachments with a size of approximately 87040 KB (85 MB).

2. Even if the device is setup with maximum size of 122880 KB, the large size attachments work only with Office365 SMTP server. Gmail, Yahoo, iCloud SMTP servers still limit it to 35 MB/25 MB or less.  

3. With Office365 SMTP server, the inboxes where the large attachments are sent/received must be set up to receive larger than 35 MB attachments. Microsoft sets the default to 35 MB but can be increased by the Inbox administrator to 150 MB.