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Troubleshoot HP Printer External SMTP Relay Issues in Microsoft 365
Question details
The user needs to configure an HP multifunction printer to successfully send emails to external recipients via Microsoft 365 SMTP relay.
- Product
- Microsoft 365 and HP Multifunction Printer
- Device & OS
- not provided
- Scenario
- Configuring network printer settings for outgoing email communication via Microsoft 365.
- Observed behavior
- Microsoft 365 SMTP relay works for both internal and external recipients when tested from PowerShell, but the HP printer sharing the same public IP address can only deliver emails to internal recipients.
Ensure you have administrator access to the Microsoft 365 Exchange admin center and the login credentials for your HP printer's Embedded Web Server (EWS).
Verify Exchange Connector and SPF Record Configurations
Confirm that your Microsoft 365 inbound connector recognizes your network's current IP address and that your SPF record is correctly updated.
Even if PowerShell successfully sends emails, an anonymous SMTP relay requires strict IP matching. Network or ISP changes can alter your static public IP address, causing the Microsoft 365 connector to reject external routing for devices like printers.
Log in to the Microsoft 365 admin center, navigate to the Exchange admin center, and open the 'Connectors' page. Ensure that your inbound connector explicitly lists your network's current static public IP address.
Access your domain's DNS settings and verify that the SPF record includes your public IP address. It should look similar to: v=spf1 ip4:<Static_IP_Address> include:spf.protection.outlook.com ~all
After allowing time for DNS propagation, attempt to scan and send a document from the HP printer to an external email address.
Review HP Printer SMTP Settings
Ensure the multifunction printer is configured correctly to communicate with the Microsoft 365 MX endpoint.
Open a Service Request with Microsoft
If internal configurations are correct but external relay still fails, engage Microsoft support for backend troubleshooting.
Streamline Your Document Workflow with WPS Office
While resolving Microsoft 365 SMTP network configurations can be highly technical, creating and sharing the actual documents shouldn't be. WPS Office is a free, powerful, and lightweight alternative to Microsoft Office that makes editing and exporting documents for email or print incredibly easy.
- 1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
- 2. Install WPS Office: Run the downloaded installer file and follow the straightforward on-screen instructions.
- 3. Start Creating: Launch WPS Office to instantly begin editing, saving, and sharing your documents seamlessly.
Frequently Asked Questions
Why does PowerShell send emails successfully while my HP printer fails using the same IP?
PowerShell might be authenticated using different credentials or utilizing SMTP client submission (Port 587) behind the scenes, whereas the HP printer is likely attempting an anonymous SMTP relay (Port 25), which requires strict IP matching in the Microsoft 365 inbound connector.
What are the core requirements for Microsoft 365 SMTP relay (Option 3)?
The sending device must use a static public IP address. This IP address must be added to a configured inbound connector in Microsoft 365, and it must also be included in your domain's SPF record to authorize external delivery.
How do I find the correct static public IP address to enter into my SPF record?
You can find your network's public IP address by searching 'What is my IP' on a computer connected to the same local network as the printer, or by checking the WAN status page inside your internet router's settings.
