Send email from a printer, scanner, or app

Set up a device or app to send email through Google Workspace

This article is for administrators. If you're trying to send email from a device or app using your Gmail account, ask your  administrator for help.

As an administrator, you can set up devices and apps to send email through Google Workspace. For example, set up your Gmail account to send mail from common printers and scanners, such as Canon, Epson, HP, Ricoh, or Xerox.

Note: Your support plan might not include support for third-party products. In this case, contact support for the third-party mail device or app.

Use SMTP relay service (recommended)

We recommend using the Google Workspace SMTP relay service to send mail from these devices because it authenticates with IP addresses. With SMTP relay service, devices and apps can send messages to anyone inside or outside of your organization. This option is the most secure.

If you have the legacy free edition of G Suite, upgrade to G Suite Basic to get this feature. 

Requirements

Sending limits

A user can relay messages to up to 10,000 recipients per day.

More details: Sending limits for the SMTP relay service
Anti-spam filters Suspicious emails might be filtered or rejected.
Fully qualified domain name of SMTP service smtp-relay.gmail.com
Configuration options
  • Port 25, 465, or 587

  • Secure Socket Layer (SSL)/Transport Layer Security (TLS) protocols.

  • Dynamic IPs are allowed, but a static IP might be required due to authentication requirements.

More details: SSL connections overview
Authentication requirements

Static IP address or a valid user sign-in.

Set up SMTP relay service

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenGmailand thenRouting.

    Note: You might find this setting at Appsand thenGoogle Workspaceand thenGmailand thenAdvanced Settings.

  3. Next to SMTP relay service, click Configure.
  4. Set up the SMTP relay service by following the steps in SMTP relay: Route outgoing non-Gmail messages through Google.

On your device or in your app, connect to smtp-relay.gmail.com on one of these ports: 25, 465, or 587.

Other setup options

Depending on what the device or app supports, you can use one of these other setup options to send email from printers, scanners, or apps.

Use the Gmail SMTP server

If you connect using SSL or TLS, you can send mail to anyone inside or outside of your organization using smtp.gmail.com as your server.

This option requires you to authenticate with your Gmail or Google Workspace account and passwords.

If 2-Step Verification doesn’t work with your printer or scanner

Older scanners or printers might not accept codes for 2-Step Verification. In this case, take these steps before you set up the device:

  1. Turn on less secure apps in the Admin console.
  2. Tell your users to turn on less secure apps in their account.
  3. Tell your users to create and use app-specific passwords to use with the device or app that is sending email.

Requirements

Sending limits

2,000 messages per day.

More details: Email sending limits
Anti-spam filters Suspicious emails might be filtered or rejected.
Fully qualified domain name of SMTP service smtp.gmail.com
Configuration options
  • Port 465 (SSL required)

  • Port 587 (TLS required)

  • Dynamic IPs allowed

More details: SSL connections overview
Authentication requirements

Your full Gmail or Google Workspace email address (your.name@solarmora.com) is required for authentication.

Set up the app or device with the Gmail SMTP server

  1. On your device or in the app, enter smtp.gmail.com as the server address.
  2. In the Port field, enter one of the following numbers:
    • If you're using SSL, enter 465.
    • If you're using TLS, enter 587.
  3. For authentication, enter your complete Google Workspace or Gmail 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.

Use the restricted Gmail SMTP server

This option lets you send messages to Gmail or Google Workspace users only. This option doesn't require you to authenticate, and you can't send messages to people outside your organization.

If your device or app doesn't support SSL, you must use the restricted SMTP server aspmx.l.google.com.

Requirements

Sending limits Per-user limits apply. This option restricts sending messages to only Gmail or Google Workspace users.
Anti-spam filters Suspicious emails might be filtered or rejected.
Fully qualified domain name of SMTP service aspmx.l.google.com
Configuration options
  • Port 25

  • TLS not required

  • Dynamic IPs allowed

  • Can only send to Gmail or Google Workspace users

Authentication requirements None

Set up the app or device with the restricted Gmail SMTP server

  1. On your device or app, connect to the restricted SMTP server:
    • Enter aspmx.l.google.com as the server address.
    • Enter 25 in the Port field.
  2. Identify the IP address of the device or app.
  3. In the Admin console, add the IP address of the device or app to the allowlist. Detailed steps are in Add IP addresses to allow lists in Gmail.
  4. Set up an SPF TXT record for your domain. Make sure the TXT record includes the IP address of the device or app so that receiving servers don’t reject messages. For detailed steps to set up a TXT record for SPF, go to Help prevent email spoofing with SPF records.
For example, if your device sends from IP address 123.45.67.89, add that address to your TXT record for SPF. Don't remove the Google Workspace mail servers in the TXT record:
v=spf1 ip4:123.45.67.89 include:_spf.google.com ~all


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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