Office 365 SMTP settings for Copiers

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How to set up a multifunction device or application to send email using Microsoft 365 or Office 365

Microsoft Support Link for full Details

How to set up SMTP AUTH client submission

Enter the following settings directly on your device or in the application as their guide instructs (it might use different terminology than this article). As long as your scenario meets the requirements for SMTP AUTH client submission, the following settings will enable you to send email from your device or application.

Device or Application settingValue
Server/smart hostsmtp.office365.com
PortPort 587 (recommended) or port 25
TLS/StartTLSEnabled
Username/email address and passwordEnter the sign-in credentials of the hosted mailbox being used

Limitations of SMTP AUTH client submission

  • You can only send from one email address unless your device can store login credentials for multiple Microsoft 365 or Office 365 mailboxes.
  • Microsoft 365 or Office 365 imposes some sending limits. See Exchange Online limits – Receiving and sending limits for more information.

Option 2: Send mail directly from your printer or application to Microsoft 365 or Office 365 (direct send)

Choose this option when:

  • Your environment has SMTP AUTH disabled.
  • SMTP client submission (Option 1) is not compatible with your business needs or with your device.
  • You only need to send messages to recipients in your own organization who have mailboxes in Microsoft 365 or Office 365; you don’t need to send email to people outside of your organization.

Other scenarios when direct send may be your best choice:

  • You want your device or application to send from each user’s email address and do not want each user’s mailbox credentials configured to use SMTP client submission. Direct send allows each user in your organization to send email using their own address.

    Avoid using a single mailbox with Send As permissions for all your users. This method is not supported because of complexity and potential issues.

  • You want to send bulk email or newsletters. Microsoft 365 or Office 365 does not allow you to send bulk messages via SMTP client submission. Direct send allows you to send a high volume of messages.

    There is a risk of your email being marked as spam by Microsoft 365 or Office 365. You might want to enlist the help of a bulk email provider to assist you. For example, they’ll help you adhere to best practices, and can help ensure that your domains and IP addresses are not blocked by others on the internet.

Settings for direct send

Enter the following settings on the device or in the application directly.

Device or application settingValue
Server/smart hostYour MX endpoint, for example, contoso-com.mail.protection.outlook.com
PortPort 25
TLS/StartTLSOptional
Email addressAny email address for one of your Microsoft 365 or Office 365 accepted domains. This email address does not need to have a mailbox.

We recommend adding an SPF record to avoid having messages flagged as spam. If you are sending from a static IP address, add it to your SPF record in your domain registrar’s DNS settings as follows:

DNS entryValue
SPFv=spf1 ip4:<Static IP Address> include:spf.protection.outlook.com ~all

Option 3: Configure a connector to send mail using Microsoft 365 or Office 365 SMTP relay

This option is more difficult to implement than the others. Only choose this option when:

  • Your environment has SMTP AUTH disabled.
  • SMTP client submission (Option 1) is not compatible with your business needs or with your device
  • You can’t use direct send (Option 2) because you must send email to external recipients.

SMTP relay lets Microsoft 365 or Office 365 relay emails on your behalf by using a connector that’s configured with your public IP address or a TLS certificate. Setting up a connector makes this option more complicated.

Settings for Microsoft 365 or Office 365 SMTP relay

Device or application settingValue
Server/smart hostYour MX endpoint, for example, yourdomain-com.mail.protection.outlook.com
PortPort 25
TLS/StartTLSEnabled
Email addressAny email address in one of your Microsoft 365 or Office 365 verified domains. This email address does not need a mailbox.

If you already have a connector that’s configured to deliver messages from your on-premises organization to Microsoft 365 or Office 365 (for example, a hybrid environment), you probably don’t need to create a dedicated connector for Microsoft 365 or Office 365 SMTP relay. If you need to create a connector, use the following settings to support this scenario:

Connector settingValue
FromYour organization’s email server
ToMicrosoft 365 or Office 365
Domain restrictions: IP address/rangeYour on-premises IP address or address range that the device or application will use to connect to Microsoft 365 or Office 365

We recommend adding an SPF record to avoid having messages flagged as spam. If you are sending from a static IP address, add it to your SPF record in your domain registrar’s DNS settings as follows:

DNS entryValue
SPFv=spf1 ip4:<Static IP Address> include:spf.protection.outlook.com ~all

How do I remove the “Birthdays” calendar from my office 365 calender?

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To disable / delete the “Birthdays” Calendar in office 365, you’ll need to sign into your webmail account and do the following:

  1. Open your mailbox by going to https://vcsowa.vcsny.com/owa
  2. Click the cog in the top right
  3. Click the “Calendar” link at the bottom right
  4. Navigate on the left-hand pane to “Other Calendars, Birthday calendar”
  5. Click the option “Turn off the birthday calendar”.
  6. Click Save at the top.

Gmail’s New Procedure for Whitelisting Email Addresses

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Gmail recently made changes to how spam filtering works in GMAIL. To set up a whitelist rule, do the following:

  1. Log in to your Gmail account from a Desktop or Laptop Computer (Does not work on a phone)
  2. Click the GEAR icon at the top right and then click SETTINGS.
  3. Go to FILTERS AND BLOCKED ADDRESSES and click CREATE A NEW FILTER.
  4. In the FROM section, type the email address of the sender that you want to keep out of your Spam Folder.
  5. Click CREATE FILTER.
  6. Check NEVER SEND IT TO SPAM and ALSO APPLY FILTER TO MATCHING MESSAGES boxes.
  7. Click CREATE FILTER again.

For more information on creating rules in gmail, visit this article here:

https://support.google.com/mail/answer/6579

Help! Google Chrome Took Over My PDFs

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google chrome

Google Chrome’s latest update changes windows file associations for PDF Files, setting itself as the default reader. To switch it back to Adobe Acrobat you’ll need to do the following:

  1. Right Click on any PDF File and go to properties
  2. Next to Opens With, click Change
  3. Select Adobe Reader
  4. Hit OK

All of your pdf icons should change back to the Adobe one and when you go to open a pdf, adobe reader should now come up.

Turn off Chrome Security

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turn off google chrome safe browsing
Google Chrome Updated their browser settings for security. If you experience web sites asking for authorization, you can TURN OFF this security feature by doing the following: To turn off Google safe browsing checks for all sites and downloads in Google Chrome: 1. Click the three-dots Chrome menu button. 2. Select Settings from the menu that has appeared. … 3. Scroll to or click the Privacy and security category. 4. Select No protection for Safe Browsing.