How to set scan to email on an HP Officejet 8600 with Office 365

This post covers how to configure the HP Officejet 8600 to scan to email directly via Office 365.

Generally speaking it is often easier to configure an IIS (or other SMTP) server to act as an internal relay for messaging through Office 365 for office based devices such as scanners and photocopiers, however, sometimes this is not practical, especially in small environments where there is no server.

E-Mailing directly from the Officejet is easy to setup and takes only a couple of minutes to setup.

Setting up scan to email on an HP Officejet 8600 with Office 365

First of all, ensure that your Officejet is connected to your network and has access to the internet. You then need to find out what IP address the printer has, you can do this by doing the following:

From the main menu of the printer touch screen go into “Setup” and then “Network”, then go into “View Network Summary”, choose “View Wired” or “View Wireless” depending on how you have connected the printer to your network and the IP address will be displayed on the screen. Make a note of the IP address.

Browse to to the IP address of your printer from a computer connected to the same network and you will be presented with the Officejet 8600 embedded web server administration system.

From the tabs at the top of the menu choose scan:

Selecting the Officejet 8600 scan menu to setup direct emailing from Office 365

From the scan settings page choose “Scan to E-Mail Setup” and then “Outgoing E-mail Profiles”:

Setting up an Outgoing E-mail profile on the Officejet 8600 to work with Office 365

From the Outgoing E-Mail profiles page, click new:

Officejet 8600 Outgoing E-Mail Profiles

Enter the email address of the account that you are going to be sending messages from. This has to be a valid Office 365 user in your tennat. As you can see I have created a dedicated account called “Message.Relay”, but any active account will work.

Enter a display name for the account, I have called mine “Office 365″.

Officejet 8600 Step 1 of Email Profile Setup

Click Next to move on to step 2.

On Step 2 do the the following:

  • In SMTP Server put “smtp.office365.com”
  • In SMTP Port enter “587″
  • Tick the box that says “Always use secure connections (SSL/TLS)
  • Tick the box that says “SMTP server requires authentication for outgoing e-mail messages”
  • Enter the email address of the Office 365 account you are going to use to send messages from the Officejet
  • Enter the password for the Office 365 account you are going to use.

Officejet 8600 Step 2 of Email Profile Setup

Click next to move on to step 3 of 5.

This screen offers you the chance to specify a pin to prevent unauthorized access to the email scanning function, I didn’t want or need to set this up so just pressed next.

Step 4 of 5 asks you to specify a maximum message size and default CC options. As the default maximum message size in Office 365 is 25Mb I decided to set this to 20Mb so that there is a little bit of margin.

I chose not to receive an automatic CC of the message.

Officejet 8600 Step 4 of Email Profile Setup

Click next to move to the step 5 email setup summary screen:

HP Officejet 8600 Email Profile Setup - Step 5 Summary

Click on “Save and Test” to ensure that all of your settings are correct. Hopefully you should see the following:

Officejet 8600 Outgoing E-Mail Profiles Test Complete

That’s it! You can now scan to email directly from your Officejet Pro 8600 via Office 365.

 

 

Office 365: Using an Outlook rule to determine which email alias an email has been sent to

When you have many email aliases associated with your Exchange or Office 365 based email address, it can sometimes be useful to know which email address it was sent to. Unfortunately Outlook does not show this information by default and simply shows the display name of the recipient of the message.

I can think of a couple of ways to resolve this:

The main advantage of using a transport rule is that the rule is always executed, it does not depend on the Outlook client running. This is useful if you are also using a mobile device and would like to know if a message has been sent to an alias.

The main advantage of using Outlook is that is gives you a bit more flexibility over what you want to do with the message and you don’t need Office 365/Exchange admin rights to set this up.

As the transport rule method has already been documented, this post is all about how to use an Outlook rule to determine which email alias an email was sent to.

Using an Outlook rule to determine which email alias an email has been sent to

I will be using Outlook 2013, but the same should work in Outlook 2010 also.

Go to File and then “Manage Rules and Alerts” and then click on “New rule”.  Now click on “Apply rule on messages I receive” from the “Start from a blank rule” section.

Outlook 2013 - Creating a blank rule on an incoming message

On the next page, choose “with specific words in the message header”.  We need to do this as only the message header contains the full information about what address the email was sent to.

Using an Outlook rule to examine message headers

In the “Step 2″ section at the bottom of the page, click on the “specific words” link:

Specifying specific words to search for in the message header of an Outlook message

Type in the email address that you want to identify and click on “Add”. Note that you could add multiple email addresses in here to use this rule for multiple aliases. After you have added the aliases that you are interested in, click ok.

Outlook 2013 rule - specifying search text

You will drop back to the main rule creation dialog box. Now click on next. On this page you have lots of options about what to do with the message and the options are quite self explanatory.

I am going to choose “display a specific alert in the New Item Alert window” as below:

Displaying a custom new item alert in Outlook 2013 when an email is received to an email alias

This means that when I receive an email to the alias specified Outlook will alert me letting me know that the message was received on this particular alias. Finish creating the rule with any other options or exceptions that you require.

I now get a custom email alert when messages are sent to the alias that I specified as below:

Outlook 2013 - New Mail Alert for message sent to a specific email address

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