Exchange Connection Problems

How to Configure a Scanner to Send Email Through Microsoft 365

Ayan Masood Oct 1, 2026 869 views

Question details

The user needs to configure a network printer or scanner (such as a Lexmark XM1242) to send emails via Microsoft 365 using SMTP.

How to Configure a Scanner to Send Email Through Microsoft 365

Product: Microsoft 365
Device & OS: not provided
Scenario: Setting up scan-to-email functionality on a network scanner to securely route documents through Microsoft 365 exchange servers.
Observed behavior: The user requires the correct SMTP configuration settings, including server addresses, ports, and troubleshooting steps to bypass authentication restrictions.

Before you start

Ensure you have the administrator credentials for your Microsoft 365 tenant, as you may need to adjust Exchange authentication policies to allow SMTP connections.

Solution 1Recommended

Apply Correct Microsoft 365 SMTP Settings

Verify and apply the exact SMTP settings required by Microsoft 365 in your scanner's network configuration portal.

A common cause of scanner email failure is a typo in the SMTP server name. Ensure you are using the correct spelling to connect to the primary gateway.

Access scanner settings

Enter the exact SMTP server name

In the email or SMTP setup section, enter 'smtp.office365.com' as the server name. Double-check your spelling to ensure it is not mistakenly typed as 'smpt.office365.com'.

Configure port and encryption

Set the SMTP port to 587. Enable STARTTLS (or TLS) encryption for the connection.

Input authentication details

Enter the full Microsoft 365 email address and password designated for the scanner.

Apply Correct Microsoft 365 SMTP Settings

Common Typo Check: Always verify that the server prefix is 'smtp' and not 'smpt'. This simple spelling error is a frequent cause of connection failures.

Solution 2

Enable Authenticated SMTP for the Mailbox

Microsoft disables SMTP authentication by default for some tenants. You must enable it for the specific mailbox used by the scanner.

Solution 3

Use an App Password for MFA-Enabled Accounts

If the email account uses Multi-Factor Authentication (MFA), basic password authentication will fail. You must use an App Password.

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Frequently Asked Questions

Why is my scanner failing to connect to smtp.office365.com?

Connection failures are usually caused by a typo in the server name (e.g., typing 'smpt' instead of 'smtp'), port 587 being blocked by your firewall, or Microsoft 365 disabling basic SMTP authentication for your tenant.

Do I need an app password for my scanner?

Yes, if the Microsoft 365 account you are using for the scanner has Multi-Factor Authentication (MFA) enabled. Since scanners cannot receive SMS or app prompts, you must generate an App Password in your Microsoft account settings and use it in place of your regular password.

Can I use port 25 instead of port 587 for my scanner?

Microsoft 365 recommends port 587 with STARTTLS for standard SMTP client submission. Port 25 is typically reserved for Direct Send or SMTP relay setups, which require additional connector configurations in the Exchange admin center and cannot send emails to external addresses without authentication.

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