Set up a device or app to send email through Google Workspace
Who this article is for
This article is for Google Workspace administrators who want to send email from devices or apps in their organization or domain. If you're a Gmail user who wants to send email from a device or app, contact your organization's administrator.
As an administrator, you can set up devices and apps to send email through Google Workspace. Set up Gmail to send email from common printers and scanners, including Canon, Epson, HP, Ricoh, and Xerox.
You have 3 options for setting up email with a printer, scanner, or app based on what your device or app supports:
Option 1: Send email with SMTP relay (recommended)
Option 2: Send email with the Gmail SMTP server
Option 3: Send email with the restricted Gmail SMTP server
Before you begin
Google doesn’t support issues with third-party devices or apps. For help setting up your device or app to send email, check the support information or contact the vendor for the device or app.
Older scanners or printers might not support OAuth, which lets apps and devices share Google Account data without requiring a username or password. These devices might not support sending email.
Option 1: Send email with SMTP relay (recommended)
We recommend using the SMTP relay service to send email from devices or apps. The SMTP relay service authenticates messages with IP addresses, sodevicesand apps can send messages to anyone inside or outside ofyour organization. This optionis the most secure.
Each user in your organization can relay messages up to 10,000 recipients per day. Learn more aboutsending limits for the SMTP relay service.
Suspicious messages might be filtered or rejected.
The fully qualified domain name of the SMTP service issmtp-relay.gmail.com.
Configuration options include:
Port 25, 465, or 587
SSL and TLS protocols
Dynamic IP addresses(authentication might require a static IP address)
Setup steps
Set upSMTP relay in Google Workspaceby following the steps in Route outgoing SMTP relay messages through Google.
Set up your devices and apps to connect to the SMTP servicesmtp-relay.gmail.com on one of these ports: 25, 465, or 587.
Option 2: Send email with the Gmail SMTP server
If you connect using SSL or TLS, you can send email to anyone inside or outside of your organization using smtp.gmail.com as your SMTP server. This option requires you to authenticate with your Gmail or Google Workspace account and passwordwhen you set it up. The device uses those credentials every time it attempts to send email.
Considerations
When using the Gmail SMTP server:
The sending limit is 2,000 messages per day. Learn more aboutemail sending limits.
Spam filters might reject or filter suspicious messages.
The fully qualified domain name of the SMTP service issmtp.gmail.com.
Configuration options include:
Port 25, 465, or 587
SSL and TLS protocols
Dynamic IP addresses
Setup steps
On the device or in the app, for server address, enter smtp.gmail.com.
ForPort, enter one of the following numbers:
For SSL, enter 465.
For TLS, enter 587.
For authentication, enter your complete Google Workspace email address (for example: your.name@solarmora.com) and password. Make sure to sign in to the account before you use it with the device or app.
Option 3: Send email with the restricted Gmail SMTP server
This option lets your organization send messages to Gmail or Google Workspace users only. This option doesn't require authentication.
If your device or app doesn't support SSL, you must use the restricted SMTP server aspmx.l.google.com.
Considerations
When using the restricted Gmail SMTP server:
Verify the IP address of your device or app.
Google Workspaceper-user limits apply.
Spam filters might reject or filter suspicious messages.
The fully qualified domain name of the SMTP service isaspmx.l.google.com.
TLS and authentication aren't required.
Configuration options include:
Port 25
Dynamic IP addresses
Setup steps
Connect your device or app to the restricted Gmail SMTP server:
For the server address, enter aspmx.l.google.com.
For the port, enter 25.
Inyour Google Admin console, add the device or appIP addressto the allowlist by following the steps inAdd IP addresses to allowlists in Gmail.
Set upSPFfor your domain. Make sureyour SPF record includes the IP address or domain for the device or app that's sending messages fromyour domain so messages from these devices aren't rejected. Your SPF record must reference all senders for your domain. For details,go to SPF record: Google Workspace plus other senders.
Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companieswith which they are associated.
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Open your Gmail account with your web browser or email application. Click the Compose button to create a new email. Click the Attach button (the paperclip) and select the scanned document from your computer or mobile. Alternatively, drag and drop the file into the body of the email (desktop only).
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On your printer's control panel home screen, locate and click the “Scan” button. This will take you to the scan settings. Select the “Scan-to-Email” option.
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An SMTP server (Simple Mail Transfer Protocol server) A working wi-fi connection. At least one recipient to send your scanned files to. Your printer IP address.
Port: Port 587 (recommended) or port 25 is required and must be unblocked on your network. Some network firewalls or ISPs block ports, especially port 25, because that's the port that email servers use to send emails. DNS: Use the DNS name smtp.office365.com.
If you'd like to successfully send emails, SMTP is necessary, especially at an enterprise level with substantial mail flow. Your email server or client uses it to send messages to other servers. That's not the only useful feature: SMTP helps prevent spam by verifying the sender's account before delivering an email.
You can generally find your SMTP email server address in the account or settings section of your mail client. Using a store and forward process, SMTP works with the mail transfer agent to move your email across networks to the right computer and email inbox.
It is possible that the SMTP server's IP address and/or port number have not been configured correctly or the SMTP server may be experiencing trouble. Action: From the machine side, test the connection with the SMTP server and confirm that the SMTP server's IP address and port number have been correctly configured.
Once the Gmail account is created you need to enable the IMAP protocol so third party apps like EveryonePrint are able to retrieve the email from the mailbox.
To enable IMAP for the account log into the Gmail Webpage and select the in the upper right corner.
Introduction: My name is Melvina Ondricka, I am a helpful, fancy, friendly, innocent, outstanding, courageous, thoughtful person who loves writing and wants to share my knowledge and understanding with you.
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