How to Fix Xerox WorkCentre 6655 SMTP Errors in Office 365
Question details
The user needs to resolve an issue where a multifunction device fails to send emails through Microsoft 365 Exchange via STARTTLS.
- Product
- Microsoft 365 Exchange
- Device & OS
- not provided
- Scenario
- Configuring a Xerox multifunction printer to send scanned documents via email using Office 365 SMTP.
- Observed behavior
- The Xerox device cannot transfer messages to smtp.office365.com using STARTTLS, even though other network devices send emails successfully.
Ensure you have administrator access to the Xerox device's CentreWare Internet Services (Web UI) and your Microsoft 365 Exchange Admin Center.
Configure SMTP AUTH Client Submission
This is the most common and secure method for multifunction devices to send email through Microsoft 365 using a licensed mailbox.
SMTP AUTH allows the printer to log into a specific Microsoft 365 mailbox to send mail. This requires a valid license and explicit permission enabled in the Exchange Admin Center.
Find the IP address of your Xerox WorkCentre 6655 and enter it into a web browser to access CentreWare Internet Services.
Go to Properties > Services > Email > Setup to access the SMTP configuration page.
Set the SMTP Server address to smtp.office365.com and change the sending port to 587.
Select STARTTLS for the encryption method. Under authentication, enter the full Microsoft 365 email address and password.
Use Microsoft 365 Direct Send
Use Direct Send if your device does not support STARTTLS or if you do not want to use a licensed mailbox. This only allows sending emails to recipients within your own domain.
Configure an Office 365 SMTP Relay
If you must send emails to external recipients without using a licensed mailbox (SMTP AUTH), setting up a connector for an SMTP relay is required.
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Frequently Asked Questions
Why does my Xerox printer show a STARTTLS failure when connecting to Office 365?
This failure generally occurs if the device's firmware does not support TLS 1.2, which Microsoft now requires, or if SMTP AUTH (Basic Authentication) has been globally disabled on your Microsoft 365 tenant.
How do I enable SMTP AUTH for a specific user in Microsoft 365?
Sign in to the Microsoft 365 Admin Center, navigate to Users > Active users, select the user's account, click on the Mail tab, click 'Manage email apps', and check the box for 'Authenticated SMTP'.
Can I scan to email without assigning a paid Office 365 license to the printer?
Yes. You can use the Direct Send or SMTP Relay methods. Both utilize your domain's MX record endpoint and port 25, eliminating the need for a dedicated licensed mailbox for device authentication.
What are the correct SMTP port settings for Office 365?
If you are using SMTP AUTH, you must use port 587 alongside STARTTLS. If you are configuring Direct Send or an SMTP Relay via an Exchange connector, use port 25.
