How to set up scanner

Dear Nicole Harris,

When moving from Google Workspace to Microsoft 365, multifunction printers and scanners that send documents via email often stop working because they were configured to relay through Google’s SMTP servers. Microsoft 365 requires using its own SMTP endpoint smtp.office365.com on port 587 with TLS enabled, and the device must authenticate with a valid Microsoft 365 mailbox account. Many scanners only support basic SMTP without modern authentication, so if your device cannot handle TLS with username and password, you will need to configure an SMTP relay connector in Exchange Online that allows the device to send through your organization’s tenant.

The first step is to check whether the scanner supports SMTP with TLS and authentication. If it does, configure it with smtp.office365.com, port 587, and the credentials of a licensed mailbox. If it does not, set up an Exchange Online connector that allows relay from the scanner’s IP address, and point the device to your organization’s MX record instead. This ensures mail is accepted securely and routed through Microsoft 365. If you are unsure which option your device supports, reviewing the scanner’s manual or firmware release notes will clarify, and from there you can decide whether direct SMTP or relay connector is the correct path.

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Best regards,

QQ.

Follow these steps on a Windows device to get the scanner working again with Microsoft 365:

1. Check how the scanner is connected
   • If it uses USB, make sure the cable is firmly connected and the scanner is powered on.
   • If it is network/wireless/Bluetooth, make sure it is powered on and connected to the same network as the Windows PCs.
2. Install or add a local (USB) scanner
   1. Make sure the scanner is plugged in via USB and turned on.
   2. Select Start > Settings > Devices > Printers & scanners. Or use this shortcut if available: Open Printers & scanners.
   3. Under Add printers & scanners, select Add a printer or scanner.
   4. Wait while Windows searches for scanners.
   5. When the scanner appears in the list, select it and choose Add device.
   6. After installation, confirm it appears under Printers & scanners.
3. Install or add a network, wireless, or Bluetooth scanner
   1. Ensure the scanner is turned on and connected to the network (or Bluetooth enabled).
   2. On the Windows device, select Start > Settings > Devices > Printers & scanners (or Bluetooth & devices > Printers & scanners on newer Windows). You can also use Open Printers & scanners.
   3. Under Add printers & scanners, select Add a printer or scanner.
   4. Wait while Windows searches for network scanners.
   5. Select the scanner from the list and choose Add device.
   6. If the scanner does not appear, select The printer that I want isn’t listed and follow the wizard to add it manually.
4. Verify Windows sees the scanner
   • On Windows 10: Start > Settings > Devices > Printers & scanners.
   • On Windows 11: Start > Settings > Bluetooth & devices > Printers & scanners.
   • Confirm the scanner (or the multifunction printer) is listed.
   • If it is a multifunction printer, select it and choose Manage (or open its device page). If Windows also detects a scanner, either:
     • A drop-down entry prefixed with Scanner: appears, or
     • Scanner settings appears as an option on the printer’s page.
5. Test scanning
   • Once the device is installed and visible under Printers & scanners, use the scanning software on the PC (for example, Windows’ built-in scan tools or the manufacturer’s app) to test a scan.

If the scanner does not appear at all in Printers & scanners, check the scanner’s own network settings (IP address, Wi‑Fi connection, etc.) and reinstall any manufacturer drivers, then repeat the steps above.

References:

• Install and use a scanner in Windows