Exchange Connection Problems

How to Fix Kyocera Scan to Email Error 0x3201 with Microsoft 365

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to resolve an error preventing their Kyocera printer from scanning and sending documents via email using a Microsoft 365 exchange account.

Product: Kyocera Printers / Microsoft 365
Device & OS: not provided
Scenario: Attempting to use the scan-to-email feature on a Kyocera TASKalfa printer connected to Microsoft 365, frequently occurring after a recent firmware update.
Observed behavior: The printer displays error code 0x3201 and fails to deliver the scanned document to the intended email recipient.

Before you start

Ensure you have administrator credentials for your Microsoft 365 Admin Center as well as the IP address and admin login for your Kyocera printer's web interface.

Solution 1Recommended

Verify and Update SMTP Server Settings

Correcting the SMTP server and port details in the printer's network settings is the most common fix for error 0x3201.

Microsoft 365 requires specific ports and encryption protocols for standard SMTP client submission. A firmware update may have reset these configurations on your printer.

Access the printer web interface

Type the IP address of your Kyocera printer into a web browser and log in to the Command Center RX using your administrator credentials.

Navigate to email settings

Go to 'Function Settings' or 'Network Settings' and select 'Email' or 'Protocol'.

Configure SMTP details

Set the SMTP Server Name to 'smtp.office365.com' and change the SMTP Port number to '587'.

Set authentication and encryption

Enable 'SMTP Authentication', input your licensed Microsoft 365 email address and password, and ensure 'SMTP Security' is set to 'STARTTLS'.

Authentication Warning: Ensure you are using an active, licensed Microsoft 365 mailbox. Shared mailboxes without direct login credentials may fail SMTP authentication.

Solution 2

Enable SMTP AUTH in Microsoft 365

Microsoft 365 disables SMTP AUTH by default for many tenants, which blocks third-party devices like printers from sending emails.

Solution 3

Check Network Connectivity and Firmware

Outdated firmware or restrictive firewall settings can block external communication with Microsoft 365 servers.

Free Microsoft Office alternative

Try WPS Office for Seamless Scanned Document Management

While troubleshooting your Kyocera network scanning issues with Microsoft 365, consider WPS Office as a lightweight, free alternative to Microsoft Office. It offers full compatibility with Word, Excel, and PDF formats, making it incredibly easy to view, edit, and share the documents you just scanned.

1. Download the installer: Visit the official WPS website and download the free installation file.
2. Install the software: Run the setup file and follow the simple on-screen instructions to complete the installation.
3. Open scanned documents: Double-click your scanned PDFs or Office files to view and edit them directly in WPS Office.

Fully compatible with Microsoft Office formats like .docx, .xlsx, and .pptx.Built-in advanced PDF reader and editor, perfect for modifying scanned documents.Lightweight design ensures fast loading and smooth performance on any PC.Familiar, intuitive user interface requires zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Why did error 0x3201 start happening after a firmware update?

Firmware updates can sometimes reset network protocols to their default settings. This might disable STARTTLS encryption or clear the saved SMTP password, both of which are strictly required by Microsoft 365.

Do I need an app password for Microsoft 365 SMTP authentication?

Yes, if your Microsoft 365 account enforces Multi-Factor Authentication (MFA), standard passwords will not work. You must generate an App Password in your Microsoft security settings and use that as the SMTP password on your Kyocera printer.

What is an approved SMTP relay for Microsoft 365?

An SMTP relay involves configuring an Exchange connector in Microsoft 365. It allows devices on your specific public IP address to route emails through Microsoft 365 without requiring a licensed mailbox password for device-level authentication.

Can I use port 25 instead of 587 for Microsoft 365 scan-to-email?

Port 25 can only be used if you configure Microsoft 365 Direct Send or a connector-based SMTP relay. For standard SMTP client submission (SMTP AUTH) using smtp.office365.com, you must use port 587 with TLS encryption.

Outlook & Email Problems