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

• We used information from this Microsoft TechNet Article
  • How to setup a multifunction device or application to send email using Office 365
  • Scroll down to Option 3: Configure a connector to send mail using Office 365 SMTP relay

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!