Sending mail from a printer, scanner or app

You can set up your on-premises multifunction printer, scanner, fax, or application to send email through Google Apps. The three available options are: SMTP relay service, Gmail SMTP server and Restricted Gmail SMTP server.

  1. SMTP relay service - used to send mail from your organization by authenticating with the IP address(s). You can send messages to anyone inside or outside of your domain.
  2. Gmail SMTP server - requires authentication with your Gmail/Google Apps account and password. Messages can be sent to anyone inside or outside of your domain.
  3. Restricted Gmail SMTP server - does not require authentication, and you will be restricted to send messages to Gmail or Google Apps users only.

The table below will help you decide which one of these options will best meet your needs:

Option Google Apps SMTP relay (recommended) Gmail SMTP server Restricted Gmail SMTP server
FQDN of SMTP Service smtp-relay.gmail.com smtp.gmail.com aspmx.l.google.com
Configuration requirements Port 25, 465, or 587
TLS optional.
One or more static IP addresses are required.
Port 465 (SSL required)
Port 587 (TLS required)
Dynamic IPs allowed
Port 25
TLS not required
Dynamic IPs allowed
Mail can only be sent to Gmail or Google Apps users
Requires authentication IP address provides authentication. Your full Gmail or Google Apps email address required for authentication No.
Bypasses anti-spam No. Suspicious emails may be filtered. No. Suspicious emails may be filtered. No. Suspicious emails may be filtered.
Sending Limits Limits for registered Google Apps users.
A registered user cannot relay messages to more than 2,000 recipients per day.
For full SMTP relay limits please see Sending limits for the SMTP relay service.
2000 Messages per day. See Sending limits for more detailed information. Per user receiving limits will apply.

You can use the SMTP relay service in the Google Admin console to relay mail from your device or application. This is possible once you add your network IP range to the SMTP relay service. You will need to configure your device to connect to smtp-relay.gmail.com on ports 25 or 465, 587. For more details about using this setting, see SMTP relay service setting.

Gmail SMTP Server could also be used to relay messages from your device or application. You can connect to Gmail mail servers using SMTP, SSL/TLS. If you connect using SMTP, you can only send mail to Gmail or Google Apps users; if you connect using SSL/TLS, you can send mail to anyone.

If your device or application supports SSL - connect to smtp.gmail.com on port 465.

To connect with SSL, you need to provide a Google username and password for authentication. Ensure that the username you use has cleared the CAPTCHA word verification test that appears when the user first logs in. We also recommend ensuring that the account has a secure password.

If your device or application does not support SSL - connect to aspmx.l.google.com on port 25.

You must configure an SPF record for your domain with the IP address of the device or application to ensure that recipients do not reject mail sent from it. You must also add this IP address to the Email Whitelist box in your Google Admin console. For example, if your sending device sends from 123.45.67.89, add that address to your SPF record without removing the Google Apps mail servers from the record: v=spf1 ip4:123.45.67.89 include:_spf.google.com ~all