How To

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

April 19, 2014 by Paulie 4 Comments

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:

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

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

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”.

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.

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.

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

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

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

Office 365:Outlook rule to show which alias an email was sent to

April 19, 2014 by Paulie 1 Comment

When you have multiple email aliases associated with your Exchange or Office 365 based email account, it can be useful to know which email address it was sent to. However Outlook does not show this information.

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

Use an Office 365 transport rule to modify the message subject so that emails sent to a particular email address can be easily recognised.
Use an Outlook rule to examine the message header and display an alert or perform some other action when an email to an alias is received.

The 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 because mobile devices or other clients will not execute any rules.

There are a couple advantages of using Outlook the Outlook method:

Greater flexibility over what you want to do with the message.
No need for Office 365 administrator rights to set up.

As the transport rule method has already been documented, this post is 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

1. Go to File and then “Manage Rules and Alerts” and then click on “New rule”.
2. Click on “Apply rule on messages I receive” from the “Start from a blank rule” section and click Next.
3. Choose “with specific words in the message header”.
4. In the “Step 2” section at the bottom of the page, click on the “specific words” link:
5. Type in the email address that you want to identify and click on “Add” and then click OK.
  (Note: You can add multiple email addresses here to use this rule for multiple aliases.)
6. You will drop back to the main rule creation dialog box, click next.
7. On this page you have lots of options about what to do with the identified message, the options are quite self explanatory.
8. I am going to choose “display a specific alert in the New Item Alert window” as below:
9. This means that when I receive an email to the alias specified, Outlook will show an alert to inform me.
10. Finish creating the rule with any other options or exceptions that you require.
11. You should get an alert when messages are sent to the alias:

I hope this post was helpful, if you did, I would really appreciate it if you rated it 😀

Office 365: Recover deleted email from a shared mailbox

April 9, 2014 by Paulie Leave a Comment

If you have hard deleted (Shift-delete) a message or mail-item from a shared mailbox you may notice that the option to recover deleted items is greyed out and you cannot select it.

Hard deleted items can be restored from your deleted items folder quite easily but this option is not available in certain circumstances or for certain folders, including folders in shared mailboxes. The default deleted item retention in Office 365 is 30 days.

Recover deleted items greyed out

You can use the DumpsterAlwaysOn registry in order to be able recover deleted items

Setting the DumpsterAlwaysOn registry value

As stated above, if you find that the “Recover Deleted Items” option is grayed out then you need to set the DumpsterAlwaysOn Registry value.

Key for 32-bit Outlook on a 32-bit version of WindowsHKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Exchange\Client\Options
Key for 32-bit Outlook on a 64-bit version of Windows
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Microsoft\Exchange\Client\Options
Key for 64-bit Outlook on a 64-bit version of WindowsHKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Exchange\Client\Options

Create a new DWORD value with the name of DumpsterAlwaysOn and set the value to 1.

On my own system (Windows 7 64-bit with Outlook 2013) the “Options” key was not present and I had to create it first before adding the DumpsterAlwaysOn DWORD.

After you have made this change you need to restart Outlook for the changes to take effect and then you should see the option become available:

Recover Deleted Items for non-mail folders in Outlook 2010

Even though the Recover Deleted Items feature works for all non-mail folders in Outlook 2010, the feature is not available by default on the Folder tab for these type of folders. So if you have deleted a task or a calendar appointment and need to recover it, here is how to do it.

Go to File, then Options
Choose “Quick Access Toolbar”
Change the “Choose commands from” list to “All Commands”
Select “Recover Deleted Items…” from the list
Click on the “Add > >” button.
Click OK.

You should then have a new option on your quick access ribbon that will enable you to recover deleted items from any folder that contains items that can be recovered.

Microsoft have some more information and a “Fix it for me” procedure on their website:

http://support.microsoft.com/kb/246153/en

Using an Office 365 Transport Rule rule to determine which email address a message was sent to

March 24, 2014 by Paulie 9 Comments

In an Office 365/Exchange environment it is possible to have many email aliases associated with your account and receive email on all of those addresses.

However sometimes it can be useful to determine which of those email addresses was used when the message is received and this information is not presented by default.

One way to achieve this is to use a transport rule on the message to modify the message in some way as to make the email address that the message was sent to easily identifiable.

Create an additional email alias to receive the mail

The first step in this process is to ensure the mailbox that you are going to be sending the message to has got an additional email address that you want to receive messages on. I used “[email protected]”.

Once you have created the alias and ensured you can receive email on it we can create the transport rule which will enable us to identify when messages are sent to that address.

Create an Office 365 Transport Rule to modify the message subject to make it identifiable

The next step is to create a transport rule to examine the message header so that the subject is modified to make the alias that the email was sent to easy to recognize.

Login to your Office 365 Admin portal and go to Exchange administration.
Go into the “Mail Flow” section.
Click the add button and select the option to create a new rule.
The new transport rule window will be displayed.
1. Give your transport rule an appropriate name
2. Click the “more options” link at the bottom of the window.
3. Under the “Apply this rule if…” option, select “A message header…” and then “Matches these text patterns”
4. Click on the “Enter text…” link and and enter the word “to” (without brackets) in the specify header name field and click OK.
5. Click on “Enter text patterns…” and enter the email address for the messages that you are trying to identify and click the plus symbol to add it, then click “ok”.
6. From the “Do the following” menu option choose “Prepend the subject of the message with…”
7. Enter the text that you would like prepend to the message subject line. e.g.
8. Add any additional conditions that you would like to apply and then click “ok”.
Save the transport rule.
Send an email to the address that you are trying to identify and you should see that the subject line has been amended to reflect your newly created rule.

You may find that when you send an email to the specified address immediately after creating the rule that it is not applied. I found that I had to wait for a few minutes before it started working.

Office 365, Windows XP and Office 2010 availability

March 21, 2014 by Paulie Leave a Comment

Windows 7 is a requirement for Office 2013, so what if you want to connect a Windows XP or Vista user to Office 365?

You may have come up against the problem of signing up or wanting to sign up to Office 365 but having some users stuck on Windows XP or Vista. As Office 2013 is not supported on Windows XP or Vista you may feel like you are stuck.

Office 2010 does work with Windows XP and Vista but it can be difficult to get hold of and buying an old version of Office if you can even find it is not ideal.

This has been a small stumbling block for me with a few customers until recently when I realized that Office 2010 is actually available to download and install from the Office 365 portal!

Download Microsoft Office 2010 for Windows XP or Vista from the Office 365 portal

This option is actually quite well hidden. To download Office 2010 from Office 365 do the following:

Login to the Office 365 Admin Center at https://portal.microsoftonline.com
Click on “service settings”
Click on “User Software” and you under the section “software for PC” you should see a “previous versions” heading.

Although support for Windows XP is ending soon, this may still be very useful for some environments. This option enables users in mixed environments to connect to 365 platform during the transition to newer operating system platforms. This is a very handy feature which is too well hidden in my opinion and actually very useful.