Office 365 SMTP settings for Copiers

Posted on March 24, 2023March 24, 2023 by Bulldog Tech

How to set up a multifunction device or application to send email using Microsoft 365 or Office 365

How to set up SMTP AUTH client submission

Enter the following settings directly on your device or in the application as their guide instructs (it might use different terminology than this article). As long as your scenario meets the requirements for SMTP AUTH client submission, the following settings will enable you to send email from your device or application.

Device or Application setting	Value
Server/smart host	smtp.office365.com
Port	Port 587 (recommended) or port 25
TLS/StartTLS	Enabled
Username/email address and password	Enter the sign-in credentials of the hosted mailbox being used

Limitations of SMTP AUTH client submission

You can only send from one email address unless your device can store login credentials for multiple Microsoft 365 or Office 365 mailboxes.
Microsoft 365 or Office 365 imposes some sending limits. See Exchange Online limits – Receiving and sending limits for more information.

Option 2: Send mail directly from your printer or application to Microsoft 365 or Office 365 (direct send)

Choose this option when:

Your environment has SMTP AUTH disabled.
SMTP client submission (Option 1) is not compatible with your business needs or with your device.
You only need to send messages to recipients in your own organization who have mailboxes in Microsoft 365 or Office 365; you don’t need to send email to people outside of your organization.

Other scenarios when direct send may be your best choice:

You want your device or application to send from each user’s email address and do not want each user’s mailbox credentials configured to use SMTP client submission. Direct send allows each user in your organization to send email using their own address.
Avoid using a single mailbox with Send As permissions for all your users. This method is not supported because of complexity and potential issues.
You want to send bulk email or newsletters. Microsoft 365 or Office 365 does not allow you to send bulk messages via SMTP client submission. Direct send allows you to send a high volume of messages.
There is a risk of your email being marked as spam by Microsoft 365 or Office 365. You might want to enlist the help of a bulk email provider to assist you. For example, they’ll help you adhere to best practices, and can help ensure that your domains and IP addresses are not blocked by others on the internet.

Settings for direct send

Enter the following settings on the device or in the application directly.

Device or application setting	Value
Server/smart host	Your MX endpoint, for example, contoso-com.mail.protection.outlook.com
Port	Port 25
TLS/StartTLS	Optional
Email address	Any email address for one of your Microsoft 365 or Office 365 accepted domains. This email address does not need to have a mailbox.

We recommend adding an SPF record to avoid having messages flagged as spam. If you are sending from a static IP address, add it to your SPF record in your domain registrar’s DNS settings as follows:

DNS entry	Value
SPF	`v=spf1 ip4:<Static IP Address> include:spf.protection.outlook.com ~all`

Option 3: Configure a connector to send mail using Microsoft 365 or Office 365 SMTP relay

This option is more difficult to implement than the others. Only choose this option when:

Your environment has SMTP AUTH disabled.
SMTP client submission (Option 1) is not compatible with your business needs or with your device
You can’t use direct send (Option 2) because you must send email to external recipients.

SMTP relay lets Microsoft 365 or Office 365 relay emails on your behalf by using a connector that’s configured with your public IP address or a TLS certificate. Setting up a connector makes this option more complicated.

Settings for Microsoft 365 or Office 365 SMTP relay

Device or application setting	Value
Server/smart host	Your MX endpoint, for example, yourdomain-com.mail.protection.outlook.com
Port	Port 25
TLS/StartTLS	Enabled
Email address	Any email address in one of your Microsoft 365 or Office 365 verified domains. This email address does not need a mailbox.

If you already have a connector that’s configured to deliver messages from your on-premises organization to Microsoft 365 or Office 365 (for example, a hybrid environment), you probably don’t need to create a dedicated connector for Microsoft 365 or Office 365 SMTP relay. If you need to create a connector, use the following settings to support this scenario:

Connector setting	Value
From	Your organization’s email server
To	Microsoft 365 or Office 365
Domain restrictions: IP address/range	Your on-premises IP address or address range that the device or application will use to connect to Microsoft 365 or Office 365

DNS entry	Value
SPF	`v=spf1 ip4:<Static IP Address> include:spf.protection.outlook.com ~all`

Turn off Chrome Security

Posted on September 15, 2021September 15, 2021 by Anthony Pennacchio

Google Chrome Updated their browser settings for security. If you experience web sites asking for authorization, you can TURN OFF this security feature by doing the following: To turn off Google safe browsing checks for all sites and downloads in Google Chrome: 1. Click the three-dots Chrome menu button. 2. Select Settings from the menu that has appeared. … 3. Scroll to or click the Privacy and security category. 4. Select No protection for Safe Browsing.

Microsoft Outlook hit by worldwide ’email visibility issues’

Posted on May 12, 2021 by Bulldog Tech

Microsoft said that Outlook is suffering “email visibility issues”, with widespread reports of text disappearing after being entered into a new message, and of existing messages having no body text at all.

IT administrators said they were rolling back a recent Office update that appears to be the root cause; both desktop and 365 users are reporting issues.

“We’re investigating an issue with email message visibility in Outlook. Outlook on the web appears to be unaffected,” Microsoft said in a brief status advisory.

Users worldwide reported a variety of text input and visibility problems. There were confirmed reports of the issues impacting Australian and New Zealand users.

“If you hit ‘new message’ and type in the body no text appears. But If you send it the text shows up for the recipient,” one user wrote.

“We have several users that cannot see the text in emails in their mailboxes,” Seth Kamins tweeted.

“If you reply you still cannot see this unless you backspace. Very odd.

“OWA unaffected as we have Exchange on Prem. Same thing happens when turning off Cache.”

One user screenshotted the experience, with the body of a new email disappearing every time a new line was entered.

Administrators reported that disabling autoupdate and rolling back to a previous version worked; Outlook Web Access (OWA) and access via phone-based client also appeared to be unaffected.

“Users with access to alternate protocols like Outlook on the web or Outlook mobile can use those as a potential workaround in the interim,” Microsoft later officially advised.

However, not even some of these workarounds were foolproof.

Update, 9.18am: Microsoft advised it had “identified the root cause and are applying a fix, which will reach affected users over the next three to four hours.

“Users will need to restart the Outlook client to apply the fix after it’s received. We expect to restore service to affected users by May 12, 2021, at 3:00 AM UTC [1pm AEST].”

How ransomeware works and why you need OnGuard Remote Backup

Posted on April 15, 2021 by Bulldog Tech

Ransomware attacks can

DESTROY your business!

Attacks do not happen all in one go.

Imagine a computer network is like an enemy fortress. If you want to capture it, you do not just lob a grenade over the wall and hope the soldiers are all killed. You start by infiltrating your best guy.

You smuggle him past the defenses and leave him to sneak around inside for a while. Get the lay of the land. Draw maps for when your main forces arrive. Find out where all the good stuff is hidden. See if there are any traps to avoid.

In our case, for traps substitute ‘backups.’ Backups are kryptonite to ransomware. There is no point in locking a bunch of data if your intended victim has a clean copy. They would just laugh in your face. That is a big problem because some of these groups are in the game for prestige as much as they are for cash.

So, if they find a backup—which are usually only connected briefly to capture a snapshot of any recent changes and then get taken off-line or even off-site for safekeeping—they immediately deploy a special kind of program. A particularly sneaky kind.

We call it a trident because it does three things all at once. One, it destroys all the data that has already been backed up. It is either wiped clean or replaced with porn or taunting messages, or things like that. Two, it prevents any new backups getting saved. And three, it sends spoof signals to the organization’s management system saying that everything is working OK. That way it avoids alerting anyone to what is happening and adds to the blow when the main systems lock up and the ransom demand is posted.

If you do not protect your data and are attacked by ransomware – you will be shut down!

Onguard Remote Backup keeps your data protected and give you the ability to recover from a data disaster fast!

Can you afford to lose your documents, accounting data, spreadsheets and pictures?

Protect your business data with OnGuard Remote Backup

Your business does not need a PAUSE button.

Call us to setup our OnGuard Remote Backup and protect your business!

718-921-6159

sales@bulldogtechinc.com

What happened to delivery reports?

Posted on April 15, 2021April 15, 2021 by Bulldog Tech

You may have noticed you’re no longer getting delivery or read receipts. this feature has been discontinued from Microsoft:

Delivery reports in Microsoft 365 and Office 365 allowed users and administrators to discover and view delivery information about mail messages. Delivery reports for users have been discontinued and there is currently no direct replacement. Delivery reports for administrators have been replaced by the Message Trace feature.

For more information, see these topics: