Your copier can't do MFA. It doesn't have to.
Microsoft 365 and Google Workspace have shut the door on the simple username-and-password SMTP that copiers depend on. ScanRelay gives every printer and multifunction device its own dedicated sending account, so scan-to-email just works again, without weakening your tenant's security.
Typical setup takes about 10 minutes per device. No software to install.
Scan to email stopped working, and the fix isn't obvious
Copiers and printers sign in to your mail server with a plain password. They can't approve a push notification, type a one-time code or complete a modern OAuth sign-in. When your email provider requires those, the device gets locked out and shows one of these errors.
535 5.7.139 Authentication unsuccessful,
SmtpClientAuthentication is disabled
for the Tenant.
Basic authentication for SMTP has been switched off, or security defaults and Conditional Access are blocking the sign-in.
534-5.7.9 Application-specific
password required.
The account has 2-Step Verification on, and Google no longer accepts a regular password from older devices.
Send failed: Unable to connect
to SMTP server (TLS error)
Firmware that only speaks TLS 1.0 or 1.1 can't negotiate with modern mail servers at all.
A mail relay built for devices, not people
We host the SMTP server your copier talks to. Your staff mailboxes keep full MFA protection, and the device never needs a real user account.
- 1
We verify your domain
You add a few DNS records (SPF and DKIM) so scans are sent as scanner@yourcompany.com and land in the inbox, not spam.
- 2
Each device gets credentials
Every copier, MFP and printer gets its own username and password that only work for sending through ScanRelay. Revoke one without touching the others.
- 3
Enter the settings, press Scan
Type our server details into the device's email settings page. Scans go through our relay to any recipient, inside or outside your company.
| SMTP server | smtp.scanrelay.example |
|---|---|
| Port | 587 (STARTTLS) · 465 (SSL) · 2525 or 25 for legacy |
| Authentication | On · LOGIN / PLAIN |
| Username | mfp-2f-accounting@yourcompany |
| Password | Device-specific, issued by us |
| From address | scanner@yourcompany.com |
Everything a copier needs, nothing it can't handle
No MFA exceptions
Stop carving holes in Conditional Access or keeping a "scanner" mailbox with a shared password. Your tenant stays locked down.
Works with old firmware
Legacy ports and older TLS versions are supported for devices that can't be updated, isolated from modern traffic.
Large attachments
Multi-page color scans up to 50 MB go through, with the option to deliver a download link instead for bigger files.
Delivery logs
See every scan that was sent, which device sent it, who received it and whether it was delivered. Handy when someone says "it never came."
Lock down recipients
Optionally allow scans only to your own domain, so a copier can't be used to send documents outside the company.
Setup help included
Our technicians have configured thousands of devices. Send us the model and we'll walk you or your copier dealer through it.
If it has an SMTP settings page, it works
We regularly set up devices from these manufacturers, including scan-to-email on fax servers and document capture software.
Priced per device, billed monthly
No contracts. Cancel any time.
Business
- Up to 10 devices
- 3 verified domains
- 10,000 scans a month
- Delivery logs & recipient rules
- Phone setup assistance
Dealers & MSPs
- Unlimited devices and clients
- Multi-tenant dashboard
- White-label server name
- Volume pricing
Common questions
Can't I just turn SMTP AUTH back on in Microsoft 365?
For now you may be able to enable it on a single mailbox, but Microsoft is phasing out basic authentication for SMTP client submission. It also means keeping a password-only account in your tenant that attackers can target. ScanRelay removes that account entirely.
What about Google app passwords?
App passwords can work, but they're tied to a real user, they bypass 2-Step Verification, and they stop working when that person leaves or changes their password. Our device credentials are separate from your users.
Will scans come from our own email address?
Yes. Once your domain is verified, messages are signed with DKIM for your domain and pass SPF and DMARC, so they arrive as scanner@yourcompany.com or whatever address you choose.
Do we have to change our MX records or mail provider?
No. ScanRelay only handles outgoing mail from devices. Your inbound email and user mailboxes stay exactly where they are.
Are scanned documents stored on your servers?
Messages are held only long enough to deliver them, then deleted. Logs keep the sender, recipient, size and delivery status, never the attachment.
Our copier dealer normally sets this up. Can they use ScanRelay?
Yes. Many of our customers are copier dealers and IT providers who use ScanRelay across all their client sites. Ask about the Dealers & MSPs plan.
Tell us about your devices
Send the make and model of your copiers and which email provider you use. We'll reply within one business day with settings for each device.
- support@scanrelay.example
- Phone
- (555) 010-2468
- Hours
- Mon–Fri, 7am–6pm Pacific