Sending documents from a MFP Multifunction Printer
ITS Desktop Support promotes and supports Lanier printers supplied through the Print and Copy Services Department. These Laniers are placed onto campus PCs and are managed, maintained and updated on a regular basis. If your department uses a Lanier multifunction printer (MFP) that includes scan-to-email, the setup and configuration has already been completed by Print and Copy Services. In that case, you do not need to perform any of the steps outlined in the remainder of this document.
If you have purchased a MFP that is not supported by Print and Copy Services and NDSU IT, you have two options for configuring scan-to-email.
Preferred option for unsupported devices: relay email via Microsoft Office365
For unsupported multifunction printers, the preferred option is to configure the device to use Microsoft Office365 as the relay for email.
Microsoft also provides instructions:
Please note that "Option 1" from that document will generally provide the best results, but it requires that your multifunction printer have an account with a username and password within Office365. Contact the NDSU IT Help Desk for more information about obtaining an account for your multifunction device.
Last resort option for an unsupported multifunction printer: register the device with NDSU IT and use NDSU's email relay
If the preferred option of using Microsoft Office365 to handle email from your device cannot be made to work, the only remaining option is to register the multifunction printer with the NDSU IT Resource Database. Any device that generates email and sends email via NDSU's SMTP server must be registered in the Resource Database.
Before you can register a multifunction printer with the Resource Database, the device must already have an assigned static or static DHCP name assigned to it.
When completing the Resource Database form to register a multfunction printer, you will need to enter information in the following fields:
- click the "[edit SMTP Server]" link and fill in the fully qualified domain name of your device.
- click the "[add a Mail Domain]" link and fill in the fully qualified domain name of your device again. This field and the SMTP Server field are separate to support more complicated email configurations. For the simple case of a multifunction printer, you need to repeat the same information from the SMTP Server field.
- click the "[edit Options]" link next to "Send/Receive - Options" and check the box for "This server will send email indirectly (use outgoing SMTP Server)"
- click the "[edit Administrative Information]" link and fill in the email address of the person that is the most likely point of contact for the device. In many cases, this will be a department administrative assistant.
- click the "[add a Technical Contact]" link and fill in the email address of the person that is responsible for configuring the device. This can be the same as the administrative contact.
- click the "[edit Effective Date]" link and fill in the date that the device is being installed and configured.
- click "Save"
Once the form has been completed and saved, NDSU IT Security is notified of the pending request. IT Security will review the information provided and may follow up with additional questions. Once IT Security has approved the request, it takes between five and 10 minutes before the device will be able to use smtp.ndsu.edu to relay email.
Each device may use differing terms for the information you need to configure within the device, but any device will most likely need four categories of information:
|MFP Option||NDSU Setting||Comments|
|SMTP Server||smtp.ndsu.edu||Various terms your device may use for this are "Outgoing SMTP relay", "Email relay", "SMTP Server" or something similar.|
|Port||587 (preferred) or 25||smtp.ndsu.edu can accept email from registered devices on either port 587 or port 25. Port 587 is preferred, but if your device doesn't support email submission via port 587 or if it works less reliably using port 587, then consider using port 25.|
|Encryption||Optional, but recommended||smtp.ndsu.edu supports multiple options for encryption, including TLS 1.1 and TLS 1.2. It is recommended that you try enabling encryption. Only if enabling encryption causes problems for your device should you consider disabling email encryption.|
|Authentication||Not required||Because you have registered the device with the NDSU IT Resource Database, no additional device authentication is required. Fields for username or password can be left blank.|