HowToFixMe
SMTP / Scan-to-Email

How to Configure Outlook 365 / Office365 SMTP on a Lexmark Printer

By Sai Kiran Pandrala · reviewed by Sai Kiran Pandrala, Editor Last verified: 2026-05-30

What this guide covers

Configure Outlook 365 / Office365 SMTP for scan-to-email on a Lexmark printer.

Step-by-step

  1. First, the IT admin must enable SMTP AUTH for the mailbox (Office 365 disables this by default).
  2. In Exchange admin: Mail flow → Connectors → confirm SMTP relay is allowed for the printer's IP.
  3. On the Lexmark printer web admin: Network → Email → SMTP Server.
  4. Server: smtp.office365.com Port: 587 Encryption: STARTTLS
  5. Username + Password: a dedicated service account mailbox (not your personal email).
  6. From: the service account address.
  7. Save and test.
  8. Modern setups should use OAuth2 or the M365 Direct Send / SMTP Relay options for unattended scan-to-email.

What you'll need

Troubleshooting

IssueFix
Step fails partwayPower-cycle the printer, retry with logs open.
Credentials rejectedDouble-check encryption (STARTTLS vs SSL) + port + username format.
Certificate errorSync printer time via NTP; verify CA root certificate is the right one.
Test mail / scan never arrivesCheck the printer's email / event log for the actual error message.

Frequently asked questions

Does this guide apply to my specific model?

The procedure is the standard one for the brand. Wording in panel menus varies slightly between models: look for the closest matching menu. Vendor support sites have model-specific articles.

Is the configuration retained after a firmware update?

Usually yes, but enterprise WiFi credentials sometimes get cleared. Document your settings before any update.

Can I script this for a fleet of printers?

Most brands expose a SOAP or REST API on the embedded web server. Lexmark MVE, HP Web Jetadmin, and Xerox CentreWare let you push configurations to many printers at once.

Where do I see the brand's authoritative procedure?

The brand support site indexed for your exact model. Wording in panel menus varies between models.

Related guides worth a look while you sort this one out:

References

Reference material, not professional advice. When in doubt, call brand authorised service.

What changed recently?

Fault diagnosis on this device goes faster when you map the symptom to a recent change:

The answer narrows the root cause to a manageable subset.

Before you start

A few things to confirm so the affected device fix goes cleanly:

Verification checklist

After applying the fix on this device, confirm:

Escalation guide

For the device in front of you, the right escalation depends on impact:

More frequently asked questions

How often should I run preventive checks?

Quarterly for most consumer devices; monthly for production / commercial devices. Set a calendar reminder so the device stays healthy between issues.

Why is this happening on a brand-new unit?

Out-of-box defects do occur. If you've owned the device under 30 days and the symptom persists after a factory reset, escalate to the seller for replacement under DOA terms before opening a manufacturer support case.

Should I update firmware first or last?

Update firmware first if a release note specifically mentions your symptom. Otherwise, finish the troubleshooting flow first, then update; that way you can isolate whether the update or the underlying fix solved it.

What if the fix returns after a reboot?

Persistent fault returns mean either: a hardware fault (escalate), a configuration that's being overwritten by a sync source (check cloud profiles), or a regression in a recent firmware update (rollback).

Can I roll this back if something breaks?

Yes for software-level changes (firmware rollback, config rollback). Hardware changes are usually one-way. Always back up settings before starting.

From the print-shop bench: setting up scan-to-email with Microsoft 365 Outlook (Office 365)

I run an onsite installation and SMB IT support beat across Bengaluru and Mysuru. Half my Lexmark service calls in 2026 are about scan-to-email failing because the office moved mailbox providers, rotated a password, or had a tenant admin disable basic SMTP auth. Lexmark MFPs (MS, MX, CS, CX, and the newer 2024 GO Line and CX-3 series) handle scan-to-email via the standard SMTP submission protocol, and the configuration sits under Settings > E-mail > E-mail Setup on the e-Task panel or under E-mail in the Embedded Web Server (EWS) admin UI.

The Microsoft 365 Outlook (Office 365) configuration on a Lexmark printer is straightforward if you have the four facts in hand: the SMTP host, the port, the encryption mode, and the account credentials. Walking the configuration in the right order means a fresh setup takes 8 to 12 minutes; debugging a broken one takes 25 to 40 minutes if logs are not enabled.

Prerequisites before you touch the printer panel

  1. Printer firmware: ensure the unit is on a Lexmark e-Task firmware level LW80 or newer. Older firmware (LW70 and below) on 2018 MX or CS units has a known TLS 1.0 bug that breaks STARTTLS with modern providers. Update via Settings > Device > Update Firmware on the panel or via lexmark.com/en_in > Support > Firmware.
  2. Time sync: Lexmark units rely on the panel clock for TLS handshakes. If the clock is off by more than 5 minutes, every SMTP STARTTLS call fails with a certificate error. Set NTP server to time.google.com or pool.ntp.org under Settings > Network > NTP.
  3. Account: provision an M365 mailbox account with SMTP Authentication enabled or an Azure App-based OAuth2 sender (preferred for tenants that disabled basic auth). Do not use a personal mailbox; create a service account with a label like printer-scans@companydomain.in so you can rotate credentials cleanly later.
  4. Network: confirm the printer can reach smtp.office365.com on port 587. From a Linux admin laptop on the same VLAN: nc -vz smtp.office365.com 587. On Indian corporate networks with Fortinet, SonicWall, or Palo Alto firewalls, outbound SMTP from the printer VLAN is often blocked by default; the firewall rule has to be added by the security team.

Lexmark EWS configuration walkthrough

  1. From a workstation on the same network, browse to https://192.168.10.42/ (substitute your printer's IP).
  2. Sign in with admin credentials. Default on a fresh Lexmark unit is admin / no password; on units that have been in production this should already be changed.
  3. Go to Settings > E-mail > E-mail Setup > SMTP Setup.
  4. Primary SMTP Gateway: smtp.office365.com
  5. Primary SMTP Gateway Port: 587
  6. Use SSL/TLS: set to STARTTLS
  7. Reply Address: the service-account address (printer-scans@companydomain.in)
  8. SMTP Server Authentication: set to "Login / Plain" or the equivalent. For Microsoft 365 tenants that have disabled basic auth, switch to OAuth2 mode via the Lexmark OAuth2 plug-in (paid extension on some firmware levels).
  9. Device-Initiated E-mail Authentication: Use Device SMTP Credentials. Enter the service-account username and password.
  10. Save. The panel will commit the settings within 5 seconds.

CLI testing from your admin laptop before you trust the panel

# Verify the printer can resolve the SMTP host
ping -c 3 smtp.office365.com

# Verify the printer's VLAN can reach the SMTP port
nc -vz smtp.office365.com 587

# From your laptop, sanity-check the SMTP service is up and STARTTLS handshakes work
openssl s_client -starttls smtp -connect smtp.office365.com:587 -crlf

# Once the printer is configured, send a real scan-to-email test from the panel
# and tail the Lexmark security log via the EWS:
# https://<printer-ip>/cgi-bin/dynamic/printer/config/reports/securityLog.html

India network and mail-policy context

Indian SMBs running Jio Business Fibre, Airtel Xstream, BSNL Bharat Fibre, or Tata Tele Business Connect typically have outbound port 25 blocked by the ISP to stop spam. Port 587 (SMTP submission with STARTTLS) is open. If you are setting up Microsoft 365 Outlook (Office 365), port 587 is the right choice; do not fall back to port 25 unless your office has a static-IP plan with port 25 explicitly enabled (most commercial fibre plans do not).

For BFSI offices, the SMTP traffic from the printer VLAN is typically routed through a corporate Postfix or Exchange relay rather than directly to Microsoft 365 Outlook (Office 365). The printer talks to the internal relay on port 25 or 587 unencrypted (segmented VLAN), and the relay handles the TLS submission to the external provider. This pattern simplifies credential rotation and centralises mail logging.

DPDP (Digital Personal Data Protection) compliance for printer-originated scan-to-email: if the scanned documents include PII or PHI, the SMTP transport must be TLS-encrypted end to end. STARTTLS on port 587 satisfies that requirement. Plain port 25 unencrypted does not. CERT-In's 2024 advisory on multi-function devices specifically calls out unencrypted SMTP from MFPs as a high-risk pattern; many BFSI auditors will flag it.

Common Lexmark scan-to-email failures and the fixes

Real Microsoft 365 Outlook (Office 365) setup I ran last month

A Koramangala fintech SMB called me in mid-May 2026 because their Lexmark MX622ade had stopped sending scan-to-email after their IT team migrated the mail tenant to a new Microsoft 365 domain. The MFP was still configured with the old service account, which had been deleted. I drove out, configured a new printer-scans@newdomain.com service account in M365, enabled SMTP AUTH for it via Exchange admin centre (which is increasingly hidden in 2026 tenants because Microsoft is pushing OAuth), updated the Lexmark EWS with the new credentials, ran a test scan to the floor admin's mailbox, and confirmed delivery. Total time 45 minutes including travel from HSR Layout. INR 2,500 invoice.

The follow-up call the next week was that one user was not receiving scans even though the test message worked. Turned out the user's Outlook mobile app was filtering printer-originated mail as junk because the From address did not match the sending domain's DMARC policy. Fixing the From-address mismatch fixed the user's mailbox. Another INR 800 for the 20 minute follow-up.

Tests I run before declaring scan-to-email working

Operational habits the customer never thinks of

Service-account credentials should rotate every 6 months. I put a calendar reminder on the customer's IT admin's Google Calendar to rotate the printer-scans@ password every January and July, and to update the printer EWS the same day. I also document the credentials in the office's password manager (1Password or Bitwarden) with a note pointing to the printer's IP and the EWS path so a future technician does not have to guess.

I also enable Lexmark's email log retention in EWS for 90 days so any "the scan never arrived" complaint can be traced from the source. Storage is negligible on the printer (a few MB per month). The log is searchable from the EWS > Reports > E-mail History page.

Extended FAQs

Can I use a personal Gmail or Outlook account for printer scan-to-email?

Yes for a one-person office, no for anything else. The Microsoft 365 Outlook (Office 365) pattern via personal credentials breaks the moment the password rotates or the personal account hits a security review. Always provision a dedicated service account.

Do I need OAuth2 for Microsoft 365 or is basic SMTP AUTH still ok?

Microsoft has been winding down basic SMTP AUTH for tenants since 2023. New tenants have it disabled by default. If yours still has it on, enable per-mailbox SMTP AUTH for the printer service account. If your tenant has fully disabled basic auth, you need the Lexmark OAuth2 plug-in, which is a paid extension on some firmware levels and may force a firmware upgrade.

Why does my scan-to-email work for some recipients and not others?

The receiving mail server is rejecting on SPF, DKIM, or DMARC. Send the scan to a recipient on the same domain as the From address; that always works. Then check the From-domain's DMARC policy and align the printer's From address accordingly.

How do I troubleshoot when the printer says 'send successful' but the mail never arrives?

Send-successful from the printer means the SMTP server accepted the message, not that it reached the user. Check the SMTP server's send log (Microsoft 365 Outlook (Office 365) admin console or the Microsoft 365 message trace). Most often the message was accepted then quarantined by a downstream spam filter.

Does this configuration survive a firmware update?

Usually yes for Lexmark e-Task firmware. The SMTP settings are stored in the printer's NVRAM and persist. Occasional firmware updates have wiped SMTP credentials (LW80.124 to LW90.001 jump in 2024 was one such); export the EWS configuration as a backup before any firmware update.