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Set up a Ricoh multifunction printer

Scan to email on Ricoh multifunction printers, from the Web Image Monitor web interface.

Configure Ricoh multifunction printers through Web Image Monitor. Names and the behaviour of the SSL option vary between generations: check the model's manual rather than inferring the port from the name “SSL” alone.

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. Open the printer's IP address in a browser and log in as an administrator allowed to change network and sending settings.
  2. Open the configuration page from device management, then the device's email settings. In the English interface, the route is Device Management > Configuration, then Email under Device Settings.
  3. Enter mail.smtp365.it as the SMTP server and 587 as the port. Enable the secure connection: choose STARTTLS if it is listed explicitly. If there is only an SSL switch, check the manual: recent models may support STARTTLS on 587; on models with implicit TLS only, use 465. Recheck the port after changing the option.
  4. Enable SMTP authentication with the smtp365 credential's username and password. If an authentication email address is required, enter the authorised sender. Leave authentication encryption set to Auto, if present: this is separate from connection encryption. Do not choose OAuth2 for Exchange Online.
  5. Set the administrator's email address to the authorised sender. To use it for scans without selecting a sender each time, enable automatic sender selection. If selecting a sender from the address book, use the same address and ensure authentication uses the configured SMTP details.
  6. Save your changes.

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.