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Set up a Brother multifunction printer

Scan to email and notifications on Brother printers, from Web Based Management.

Configure Brother through Web Based Management. These steps follow recent MFC models; on other models, the client may be called SMTP rather than POP3/IMAP4/SMTP Client.

Before you start

Connect your Microsoft 365 mailbox to smtp365, then create a dedicated credential in the dashboard and keep its username and password. Use these details, not your Microsoft 365 password.

Use the sender address configured for the credential: the connected mailbox or a shared mailbox verified with a test message. Any other address is rejected.

Find the printer's IP address and administrator login details. Check that the model supports scanning to email via SMTP.

Settings

  1. In a browser, open https:// followed by the printer's IP address and log in as administrator.
  2. Go to Network > Network > Protocol. On models with tabbed menus, open Network, then Protocol.
  3. Enable the client that includes SMTP, then open Advanced Settings on its row.
  4. Set the server to mail.smtp365.it and select TLS under SSL/TLS for STARTTLS. Then check that the port is 587: changing encryption may change the port automatically. For implicit TLS, select SSL and port 465.
  5. Choose SMTP-AUTH as the authentication method. In the SMTP-AUTH account fields, enter the smtp365 credential's username and password, repeating the password if requested. Set the device's email address to the authorised sender.
  6. Save with Submit and follow any test procedure offered. Restart only if the device requests it.

On many models, the initial administrator password is marked “Pwd” on the back; if it has been changed, use the current password.

Test

Send a scan to your own address and check the sending log in the smtp365 dashboard. A successful connection test does not confirm delivery of a scan.

If the device reports an error

Many devices show the code they got from the server. You will also find it in the dashboard's sending log, next to the message.

535

Invalid credentials

Wrong user or password, or the credential has been disabled. Copy the user and password again from the dashboard: if you no longer have the password, generate a new one. If you use port 25, check that it is enabled for that credential.

553

Sender not allowed

Each credential can only send with its own address. On the device, set the sender to the address of the connected mailbox, or of the shared mailbox you have verified.

454

Mailbox needs reconnecting

Microsoft asked for a new sign-in, for example after a password change. Open the dashboard and reconnect the mailbox: the device credentials stay the same.

451

Limit reached, try again later

Microsoft 365 or the credential's limit slowed sending down for a few minutes. Almost every device retries on its own; if it keeps happening, check the log to see who is sending so much.

552

Message too large

The message exceeds the mailbox limit, usually 35 MB. Lower the scan resolution or format, or split it into several sends.

550

Sending refused

The monthly quota is used up, the subscription is not active, or Microsoft 365 refused the sender. The text next to the code says which: if it is not clear, write to us.

The device cannot connect to the server at all? Check that the office firewall lets the chosen port out and that the device supports encrypted connections: some very old models need a firmware update.