Configure Ricoh Aficio MFP to Office 365 for Scan To Email

I recently migrated a customer from SBS 2008/Exchange 2007 to Office 365 with AppRiver and BitTitan’s MigrationWiz tool.

Migration went like a charm … that is, until one of the employees tried to “scan to email” a document from their Ricoh Aficio MP C2500.

A quick search of forums suggested that a lot of people had been down this road before, and with a myriad of possible ways to configure or fix it. Quite often, the suggestion was to use a 3rd party SMTP  service.

I submitted a ticket to AppRiver’s support at 11:57am this morning and received a phone call from their tech support within 15 minutes. A quick remote connect session, and we had everything working within minutes.

Here are my notes for future reference:

First, the solution we followed

Second, gather the following information

  • Your public IP address to your office. You can use WhatIsMyIp.com if you don’t know it)
  • Your Office 365 MX record. It should look something like this: Contoso-com.mail.protection.outlook.com

Next, setup the Exchange connector within Office 365

  • Login to your O365 Admin Center portal (http://portal.office.com)
  • Click Exchange –> Mail Flow –> Connectors
    • Create a new connector with this information
    • Enter a name for your connector, such as “Ricoh Copier On Prem”
    • From: select Your Organization’s Email Server
    • To: select Office 365
    • Description: enter something like this: This is the connector that will allow traffic from the SMTP services for Ricoh
    • Enable the option Retain Internal Exchange Email Headers
    • IP Address: enter your public IP address

Next, let’s go to the Ricoh web portal to finish things up:

  • Go to your Ricoh’s web portal (local IP address, such as 192.168.1.xxx)
  • Click to login as the administrator.
    If you don’t know the login/password, here’s a web site that may help you:
    https://default-password.info/ricoh/
  • Click Configuration => E-mail (under Device Settings)
  • Enter the following information as appropriate:
    • Your Admin O365 email address
    • Protocol: SMTP
    • SMTP Server Name: your O365 MX name you looked up previously
      (such as Contoso-com.mail.protection.outlook.com)
    • Port: 25
    • SMTP Authentication: OFF
    • SMTP Authentication Email/Username/Password: your O365 Admin email address
    • SMTP Authentication Encryption: DISABLE

That’s all we did. Hope it works for you!

Comments

  1. Hi

    Thanks for the settings above, it’s appreciated.

    I have been trying for a month now to get this sorted and your details above worked perfect!

    Thanks for the help.

  2. While I appreciate you writing this up, what you did was setup an SMTP relay, which is used so that you don’t need to authenticate with an actual account in the copier, and then you authenticated with an actual account in the copier.

  3. Yeah, you’re probably right. But when in the midst of getting a customer working after a migration, you do the best you can. There’s always more than one solution to a problem. Not saying that what I did was the best, but this was now six years ago (July 2015) that I write this. I was following the lead of support people at the time. Thanks.

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