Scan to E-mail with Google Apps

Submitted by Anonymous (not verified) on Mon, 09/19/2011 - 14:20

Many of our clients are moving services like email to the cloud. As fantastic as these services are, they have always caused headaches for devices like copiers that use those services. The truth is, businesses don’t consider their MFP’s when they make decisions about these services.

Google Apps is a good example. Until very recently, no Ricoh MFP could meet the security requirements to be able to send an email through Google’s mail servers.

Only the newest Ricoh color MFP’s can support their SSL over SMTP requirement. Secure Socket Layer (SSL) is an encryption method that has been rapidly adopted by most hosted email services as a way to ensure the security of their services in the mobile phone age. It helps companies like Google prevent criminal spammers and malicious hackers from using their servers.

To set up your machine to use your Google servers for scan to email, enter these settings in your Ricoh MFP:

SMTP Server: smtp.gmail.com
Port: 465
SMTP Authentication: Set to <On>
SMTP Authentication Email Address: <Your full Google Apps email address>
Username: <Your full Google Apps email address>
Password: <Your Google Apps password>
Use SSL: On

If you are using the web interface to enter these settings, note that the SSL option is only available at the touchscreen of the machine itself under the SMTP Server setting.

If you have an older Ricoh that does not support SSL, Halsey has found a workaround to keep you scanning until your next upgrade. You can use aspmx.l.google.com as your SMTP server without authentication or encryption. The drawback is that you will only be able to scan to other Gmail addresses.