Scan to email predominantly uses the Simple Mail Transfer Protocol (SMTP). This protocol is essential for sending emails from devices such as Multi-Function Printers (MFPs) directly to an email recipient.
Understanding SMTP in Scan to Email
When you initiate a scan-to-email function on a Multi-Function Device (MFD) or network scanner, the device acts similarly to an email client. It captures the document, converts it into a digital file (like a PDF or JPEG), and then attaches this file to an email. To successfully send this email, the device must be configured with the address of an SMTP server. This server is responsible for relaying the email to the recipient's inbox.
Unlike protocols used for receiving emails, such as POP (Post Office Protocol) or IMAP (Internet Message Access Protocol), SMTP's sole purpose in this context is the transmission of the outgoing message. While POP and IMAP handle fetching emails from a server to a client, they play no role in the sending process from the MFP.
How Scan to Email Works with SMTP
The process involves a few key steps:
- Scanning and Digitization: The document is scanned and converted into a digital format.
- Email Composition: The MFP or scanner creates an email message, including the scanned document as an attachment.
- SMTP Server Connection: The device connects to a pre-configured SMTP server. This server's address is manually entered into the device's settings during setup.
- Email Transmission: The email, with its attachment, is then sent from the device to the SMTP server using the SMTP protocol.
- Delivery: The SMTP server forwards the email to the recipient's mail server, which then delivers it to the recipient's inbox.
Key Protocols in Email Communication
To clarify the roles of various email protocols, consider the following table:
| Protocol | Full Name | Purpose | Role in Scan to Email |
|---|---|---|---|
| SMTP | Simple Mail Transfer Protocol | Sending emails | Primary protocol for sending scanned documents from the device. |
| POP3 | Post Office Protocol version 3 | Receiving emails (downloads and deletes) | Not used by the MFP for sending scanned documents. |
| IMAP | Internet Message Access Protocol | Receiving emails (syncs with server) | Not used by the MFP for sending scanned documents. |
Practical Considerations for Scan to Email Setup
For scan to email to function correctly, several settings must be accurately configured on the Multi-Function Device:
- SMTP Server Address: This is the IP address or hostname of the outgoing mail server.
- Port Number: SMTP typically uses port 25, 587 (for submission with authentication), or 465 (for SMTPS, secure SMTP).
- Authentication: Many SMTP servers require a username and password to prevent unauthorized relaying. The device must support these credentials.
- Encryption (SSL/TLS): For secure transmission, it's highly recommended to enable SSL/TLS encryption, especially if sensitive documents are being scanned. This helps protect the email content during transit.
- Sender Email Address: The email address that appears as the sender of the scanned document.
By understanding that SMTP is the core protocol for outbound email, users can effectively troubleshoot and configure their scan-to-email features on various devices.
