Skip to content
Digissential

Scan-to-Email that works in Stellenbosch offices: Gmail & Microsoft 365 SMTP checklist

Scan-to-Email not working in Stellenbosch? Fix SMTP with Gmail & Microsoft 365 — ports, MFA, SPF records, and POPIA-safe routing.

· Digissential Team · 2 min read

scan to emailstellenboschsmtpgmailmicrosoft 365

TL;DR: If Scan-to-Email fails in Stellenbosch, check SMTP settings: Gmail (smtp.gmail.com:587, TLS, app password) or Microsoft 365 (smtp.office365.com:587, STARTTLS). POPIA requires encrypted routing.

Why Scan-to-Email fails

Stellenbosch SMEs often hit issues during setup:

  • Printers don’t support MFA prompts.
  • Wrong SMTP ports (25 blocked by most ISPs).
  • No TLS/STARTTLS enabled.
  • DNS SPF records missing, causing emails to land in spam.

SMTP settings that work (2025)

Gmail

  • Server: smtp.gmail.com
  • Port: 587 (TLS)
  • Auth: Full Gmail address + app password (if MFA enabled).

Microsoft 365

  • Server: smtp.office365.com
  • Port: 587 (STARTTLS)
  • Auth: Licensed M365 mailbox account.
  • Note: Ensure SPF record includes spf.protection.outlook.com.

DNS & compliance notes

  • SPF records: Add your mail provider to prevent scan emails being flagged as spoofed.
  • POPIA compliance: Route through official accounts; don’t send confidential scans to unauthorised addresses.
  • Audit trail: Use shared mailboxes or designated service accounts for SMEs.

When to stop DIY

  • If printer firmware doesn’t support modern TLS.
  • If DNS/SPF changes are beyond your scope.
  • If POPIA-sensitive data is being scanned and mailed externally.

Digissential handles these securely, with full logging and compliance.

Realistic costs in Stellenbosch (ZAR)

  • Printer setup (Scan-to-Email): from R250.
  • Printer troubleshooting: from R350.
  • Cybersecurity hardening (MFA, SPF, POPIA): from R500.
  • Remote support session: from R350/hr (min 30 min).

Book help in minutes

FAQs

Q: Why isn’t Scan-to-Email working in my office?
A: Usually misconfigured SMTP: wrong port, no TLS, or blocked by MFA. Printers can’t prompt for MFA, so app passwords or service accounts are needed.

Q: Can I use Gmail with Scan-to-Email?
A: Yes. Use smtp.gmail.com, port 587 with TLS. If MFA is enabled, generate an app password in your Google account.

Q: How do I set up with Microsoft 365?
A: Use smtp.office365.com, port 587 with STARTTLS. The account must have a mailbox license and correct DNS/SPF records.

Q: What about POPIA compliance?
A: Always route scans through secure, encrypted connections. Avoid sending to personal accounts unless authorised.

Q: Which printers are common in Stellenbosch offices?
A: Canon, HP, and Kyocera MFPs dominate. All support SMTP, but firmware updates may be needed for modern TLS.

Compliance & trust:

External references:

Updated on 2025-09-05.