{"id":13736,"date":"2026-08-12T22:38:35","date_gmt":"2026-08-12T20:38:35","guid":{"rendered":"https:\/\/www.dopartners.be\/?p=13736"},"modified":"2026-08-12T22:38:35","modified_gmt":"2026-08-12T20:38:35","slug":"xerox-scan-to-email-without-smtp-a-secure-solution-for-versalink-altalink-and-primelink","status":"publish","type":"post","link":"https:\/\/www.dopartners.be\/en\/blog\/xerox-scan-to-email-without-smtp-a-secure-solution-for-versalink-altalink-and-primelink\/","title":{"rendered":"Xerox scan to email without SMTP: a secure solution for VersaLink, AltaLink and PrimeLink"},"content":{"rendered":"

[vc_row css=”.vc_custom_1670599957277{margin-bottom: 10vh !important;}” el_class=”txt_service” woodmart_css_id=”639355100c58c” responsive_spacing=”eyJwYXJhbV90eXBlIjoid29vZG1hcnRfcmVzcG9uc2l2ZV9zcGFjaW5nIiwic2VsZWN0b3JfaWQiOiI2MzkzNTUxMDBjNThjIiwic2hvcnRjb2RlIjoidmNfcm93IiwiZGF0YSI6eyJ0YWJsZXQiOnt9LCJtb2JpbGUiOnt9fX0=” mobile_bg_img_hidden=”no” tablet_bg_img_hidden=”no” woodmart_parallax=”0″ woodmart_gradient_switch=”no” woodmart_box_shadow=”no” wd_z_index=”no” woodmart_disable_overflow=”0″ row_reverse_mobile=”0″ row_reverse_tablet=”0″][vc_column 0=””][vc_column_text css=”” woodmart_inline=”no” text_larger=”no”]Scan to email without SMTP is a solution that lets you send a scanned document straight from a multifunction printer without having to configure an SMTP server in the machine’s settings. Instead of a traditional SMTP setup with authentication, TLS and an email account, the Xerox printer uses a cloud service to send the emails.<\/p>\n

Scanning to email has become an essential feature in every modern business. Today, every user wants to be able to scan a document from a Xerox multifunction printer and send it by email immediately, without having to understand a complex SMTP configuration or change advanced technical settings. Yet in many companies across Belgium, setting up scan to email on a Xerox VersaLink, AltaLink or PrimeLink remains a source of problems, SMTP errors and wasted time for IT teams.<\/p>\n

At D&O Partners<\/a>, a Xerox dealer based in Brussels and active throughout Belgium, we work every day with organisations looking for a simple way to scan to email without configuring an SMTP server in their Xerox printer’s settings.<\/p>\n

Why scan to email with SMTP causes problems<\/strong><\/h2>\n

Traditionally, configuring a Xerox printer for scan to email means defining several technical parameters in the machine’s ConnectKey web interface. The administrator has to create a complete SMTP configuration including an SMTP server address, a user account, authentication, a TLS rule, a secure port, a sending email address and a server verification.<\/p>\n

In most cases, companies use smtp.office365.com with Microsoft 365<\/a> or Gmail with Google Workspace<\/a>. However, this SMTP configuration is becoming increasingly difficult to manage because of the new security policies from Microsoft and Google<\/a>.<\/p>\n

An incorrect setting can trigger an immediate SMTP error on the printer’s screen. Scanning to email may then stop working, prevent a PDF document from being sent or block the scanning function altogether.<\/p>\n

Xerox SMTP error: a common problem in business environments<\/strong><\/h3>\n

Today, the SMTP error is one of the most common issues on Xerox multifunction printers. Many companies contact us after trying to configure their SMTP server themselves through the web administration panel of their VersaLink, AltaLink or PrimeLink machine.<\/p>\n

In some cases, the scanner can no longer send an email, the document ends up in spam, authentication fails, the TLS protocol is rejected or the Microsoft 365 account is blocked. Gmail may also refuse the connection if the security settings are not correct.<\/p>\n

The user then looks for quick help to resolve the issue, check the SMTP details and get everything working again.<\/p>\n

Microsoft explains the new requirements around SMTP authentication and Exchange Online security on this official page: Microsoft 365 and Exchange Online SMTP configuration<\/a><\/p>\n

The Xerox solution: scan to email without an SMTP server<\/strong><\/h3>\n

To simplify the use of scan to email, Xerox now offers a modern cloud solution that lets you use the feature without configuring a local server in the machine’s settings.<\/p>\n

Thanks to the applications available through the Xerox App Gallery<\/a>, the printer can connect directly to a Xerox cloud service that handles the sending of emails.<\/p>\n

The principle is simple: the user opens the app on the touchscreen of their Xerox VersaLink, AltaLink or PrimeLink printer, scans the document, enters an email address and starts the send. The Xerox cloud service then sends the email without going through smtp.office365.com or any other internal server.<\/p>\n

Xerox also presents this feature in its official documentation: Xerox Scan to Cloud Email App<\/a><\/p>\n

Why use Xerox cloud scan to email?<\/strong><\/h2>\n

This solution offers several major advantages for Belgian companies that want to secure their printing infrastructure and reduce SMTP headaches.<\/p>\n

First, it completely removes the manual SMTP configuration from the printer’s settings. The administrator no longer needs to create a dedicated account or regularly update Microsoft 365 or Gmail credentials.<\/p>\n

Second, the system significantly improves security thanks to secure cloud management of the exchanges and TLS settings. This reduces errors caused by certificates, expired passwords or Microsoft’s security rules.<\/p>\n

Finally, this feature makes it possible to scan to email quickly and easily, even in a multi-site environment with several Xerox printers spread across Belgium.<\/p>\n

Xerox VersaLink, AltaLink and PrimeLink: full compatibility<\/strong><\/h3>\n

The Xerox cloud scan-to-email solution is compatible with the main Xerox ConnectKey multifunction ranges:<\/p>\n