This article describes several possible ways of configuring SMTP-enabled appliances (e.g. printers/scanners/copiers/web forms/voice mail) in order to use them to send messages.

Important: to guarantee service security, we are enforcing high-grade encryption level for sending emails via POP/IMAP mailboxes. SSLv2 and SSLv3 are no longer supported. The update is being gradually rolled out on all Smarsh Hosted Services domains.

The configuration options available to allow devices or applications to communicate with mailboxes in the Exchange environment are:

For external and internal delivery (authenticated relay)

This method allows the SMTP-enabled appliance to send messages to recipients located both inside and outside your organization:

SMTP-enabled appliance requirements:

  • TLS connection (and the STARTTLS command) is supported.
  • SMTP authentication is supported.
  • One of the following ports is open (not blocked) in your network: 25, 465 or 587 for sending.
  • Use a valid mailbox for authentication.
  • Exchange 2010 - FROM address must have valid domain name and should exist under your account.  
  • Exchange 2013 and 2016 - FROM address must be the same as the email address used for SMTP authentication.

Most SMTP-enabled appliances require the following settings to connect:

Outgoing mail server              

To find out the correct setting:

  1. Log in to CONTROL PANEL.
  2. Navigate to Home > Exchange servers and settings.
  3. Use Outgoing mail (SMTP).

Note: in some cases, DNS resolution may take more time that is allowed by SMTP appliance for connection.
Use the IP address of the Outgoing mail server instead.
To get the IP address, ping the Outgoing mail server from the Command Prompt:
Ping Outgoing Server

Port for outgoing messages Use 25, 465 or 587. Important: Exchange 2016 supports only 25 and 587 ports.
TLS connection Enabled.
Note: on some devices, it's possible to use SSL (some devices do not have a TLS setting but will try TLS when SSL is enabled)
SMTP authentication Enabled.
Username: Email address of Exchange mailbox.
Password:            Exchange mailbox password.

Notes:

  • POP/IMAP mailbox can be used for authentication as well. Outgoing server can be found by navigating to CONTROL PANEL > Services > Mailboxes > POP/IMAP Email section > View Instructions.
  • it is not possible to have messages sent by the SMTP-enabled appliance show up in the Exchange mailbox Sent Items folder.
  • some devices require both POP (or IMAP) and SMTP configured in order to work properly.
  • if more than 50 messages per minute are submitted per connector, the error 421 4.4.2 Message submission rate for this client has exceeded the configured limit is generated. Such messages may be delayed.

Important: If SMTP-enabled device needs to be able to receive messages, please use the following settings:

Incoming mail server

To find out the correct settng:

  1. Log in to CONTROL PANEL.
  2. Navigate to Home > Exchange servers and settings.
  3. Use Incoming mail (POP/IMAP).

Note: in some cases, DNS resolution may take more time that is allowed by SMTP appliance for connection. 
Use the IP address of the Incoming server instead.
To get the IP address, ping the Incoming server from the Command Prompt.

Port for incoming messages Use 995 for POP connection.
Use 993 for IMAP connection.

For internal delivery (unauthenticated relay)

This method only allows the device or application to send messages to recipients located inside your organization.

  • Port 25 is not blocked in your local network.
  • FROM address must have valid domain name and should exist under your account  

SMTP-enabled appliance configuration:

Outgoing mail server        

To find out the correct settng:

  1. Log in to CONTROL PANEL.
  2. Navigate to Home > Exchange servers and settings.
  3. Use one of the MX records

Note: in some cases, DNS resolution may take more time that is allowed by SMTP appliance for connection.
Use the IP address of the MX record instead.
To get the IP address, ping the MX record from the Command Prompt.
Ping MX record

Port 25

Note: add the originating IP address into the SPF/TXT records for your domain (if there are any) when using this method for configuration. Otherwise, messages will fail the SPF check and are more likely to be considered as spam and therefore be delivered to Junk mail folder.

Connecting to a 3rd-party SMTP server

This option is used only when both of the above methods are not applicable. For example:

  • Port 25 is blocked in the local network and there is no way to open it.
  • The SMTP-enabled appliance does not meet one of the requirements.

A 3rd-party SMTP server can be set up with the assistance of the device vendor or your ISP.

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