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Category: SMTP

Xerox Scan to Email G-Suite (Fix Error 017-714)

Recently had trouble getting a Xerox VersaLink C7025 multifunction printer to Scan to Email correctly and found a couple solutions to the problem that I wanted to share. It all started when I configured the SMTP settings for the scanner to use G-Suite to send emails using the following article – “Send email from a printer, scanner, or app” but got the error 017-714 report from the printer. Did some searching online and found the following answer:

Using Google Insecure SMTP Server

As per the same article, the multifunction will work by using the following settings:

  • Device Email: clients scanner email address
  • SMTP Server: aspmx.l.google.com
  • Outgoing Port: 25
  • Connection Security: None
  • SMTP AUTH: None

This is great if the client wants the scans emailed only to people in their own domain. This will not allow sending to anyone outside their domain, which was not what this client wanted, so I contacted Xerox support and worked my way up to Level to support who pointed me to the following more secure answer:

Using Google Secure SMTP Server

The first thing to do is to make sure that Less Secure Apps setting is allowed for the Device Email account. This can be checked at – https://www.google.com/settings/security/lesssecureapps  but you might find that it has to be changed in the G-Suite Admin Console (disabled by default on all accounts). Once logged into https://admin.google.com,  click on Security then on Basic. Choose the option to allow each user to chose their own setting then go back to the less secure app setting page and change to allow for only that account. Now the multifunction can be configured as follows:

Xerox Scan to Email G-Suite

If your company has software that needs to be automatically updated or would like to sign-up for remote monitoring and maintenance, then contact us for assistance.

Test SMTP Connectivity via Telnet

Had issues recently with another tech setting up a SMTP relay to Google Apps that didn’t work correctly and during the process of correcting their setup there came a need to test SMTP connectivity. Time to use a telnet connection to the SMTP server over port 25 method to test via my favorite telnet/ssh/console program PuTTY:
1. Open PuTTY and type in the Host Name of the SMTP server.
2. Choose Connection type of Telnet and change the Port to 25 then click the Open button.
3. Type EHLO [hostname] and then press ENTER.
4. Type MAIL FROM:[authorizeduser@domain.com] and then press ENTER.
5. Type RCPT TO:[anotheruser@domain.com] and then press ENTER.
6. Type DATA and then press ENTER. You will receive a response that resembles the following:

354 Start mail input; end with .

7. Type Subject: [Test Subject] and then press ENTER.
8. Press ENTER. RFC 2822 requires a blank line between the Subject: header field and the message body.
9. Type [Test Message Body] and then press ENTER.
10. Press ENTER, type a single period character and then press ENTER. You will receive a response that resembles the following:

250 2.6.0 Queued mail for delivery

11. To disconnect from the destination SMTP server, type QUIT and then press ENTER. You will receive a response that resembles the following:

221 2.0.0 Service closing transmission channel

12. Check the [anotheruser@domain.com] mailbox to see if the message arrived successfully.

This allows testing of the connection without end user intervention or the creation of a test account to send from. If there is SMTP authentication or encryption then there are other commands that will need to be entered.
If your company is in need of help troubleshooting or needs to test SMTP connectivity on your email servers, then contact us for assistance.

Google Apps SMTP Relay

Install Windows Server 2012 SMTP Relay Feature

1. Login as an administrator.
2. Go the the start screen and type “Server Manager”. Click on Manage and choose “Add roles and Features”.
3. Click “Next >” (Check the box to skip this in the future)
4. Make sure “Role-based or feature-based installation” is selected then click “Next >”
5. Choose the appropriate server then click “Next >”
6. Make no changes to the “Roles” page then click “Next >”
7. On the “Features” page scroll down and check the box by “SMTP Server”
8. Click “Add Features” (required for SMTP Server) then click “Next >”
9. Click “Install” then wait for the install to finish then click “Close”.

Configure Windows Server 2012 Google Apps SMTP Relay

1. Go the the start screen and type “Server Manager”.
2. In the Tools menu select “Internet Information Services (IIS) 6.0 Manager”
3. Expand the tree until [SMTP Virtual Server #1] is shown then right click and choose “Rename” (as appropriate)
4. Right click again and choose “Properties”.
5. Click on the “Access” tab then click the “Connection…” button
6. Select “All except the list below” then click “OK”
7. Click on the “Relay…” then select “All except the list below” then click “OK”
8. Click on the “Delivery” tab then click the “Outbound Security” button
9. Select “Basic Authentication” and type in the username and password of Google Apps user
10. Check “TLS encryption” then click “OK”
11. Click the “Outbound connections” button then change “TCP port” to 587 then click “OK”
12. Click the “Advanced” button then fill in the FQDN of the internal server (add custom DNS for future changes)
13. Fill in “Smart host” with SMTP.gmail.com – the name of the Google Apps SMTP server then click “OK” twice

Warning! You have an open relay now. Use this setup to check the email notification system. When you see it’s fully functional go back to the “Access” tab and narrow down the “Connection” settings to the necessary systems. When no other system needs to relay, just check “Only the list below” and grant “127.0.0.1” access.

Configure Google Apps SMTP relay service

1. Login to Google Apps Admin Console
2. Click on Apps
3. Click on Google Apps
4. Click on Gmail
5. Click on “Advanced settings >>”
6. In “Search settings” type SMTP relay then click the Configure button
7. Give the relay a name
8. Leave the “Only registered Apps users in my domains” option set
10. Select “Require TLS ecryption”
11. Click ADD SETTING
12. Click SAVE CHANGES at the bottom right

If your company is using Google Apps and needs a SMTP relay setup for use by a network device like a multi-function printer, then contact us for assistance.

Configure Server 2012 Office 365 SMTP Relay

Install Windows Server 2012 SMTP Relay Feature

  1. Login as an administrator.
  2. Go the the start screen and type “Server Manager”
  3. Click on Manage and choose “Add roles and Features”.
  4. Click “Next >” (Check the box to skip this in the future)
  5. Make sure “Role-based or feature-based installation” is selected then click “Next >”
  6. Choose the appropriate server then click “Next >”
  7. Make no changes to the “Roles” page then click “Next >”
  8. On the “Features” page scroll down and check the box by “SMTP Server”
  9. Click “Add Features” (required for SMTP Server) then click “Next >”
  10. Click “Install” then wait for the install to finish then click “Close”.

Configure Windows Server 2012 SMTP Relay

  1. Go the the start screen and type “Server Manager”.
  2. In the Tools menu select “Internet Information Services (IIS) 6.0 Manager”
  3. Expand the tree until [SMTP Virtual Server #1] is shown then right click and choose “Rename” (as appropriate)
  4. Right click again and choose “Properties”.
  5. Click on the “Access” tab then click the “Connection…” button
  6. Select “All except the list below” then click “OK”
  7. Click on the “Relay…” then select “All except the list below” then click “OK”
  8. Click on the “Delivery” tab then click the “Outbound Security” button
  9. Select “Basic Authentication” and type in the username and password of Office365 user – this can be different than what is used on the device as long as the alternate address on the device is an alias of this user.
  10. Check “TLS encryption” then click “OK”
  11. Click the “Outbound connections” button then change “TCP port” to 587 then click “OK”
  12. Click the “Advanced” button then fill in the FQDN of the internal server (add custom DNS for future changes)
  13. Fill in “Smart host” with SMTP.office365.com – the name of the Office365 SMTP server then click “OK” twice

Warning! You have an open relay now. Use this setup to check the email notification system. When you see it’s fully functional go back to the “Access” tab and narrow down the “Connection” settings to the necessary systems. When no other system needs to relay, just check “Only the list below” and grant “127.0.0.1” access.

Configure External DNS for SPF protection

Go to the domain registrar’s website to update DNS records. Edit / create a sender policy framework (SPF) record. In the entry, include the external IP address. The finished string looks similar to this, where 10.0.0.2 is your public IP address:

v=spf1 ip4:10.0.0.2 include:spf.protection.outlook.com ~all

Note:
Skipping this step might cause email to be sent to recipients’ junk mail folders.
If your company is using Office 365 and needs an Office 365 SMTP relay setup for use by a network device like a multi-function printer, then contact us for assistance.

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