Summary

Many modern copy machines and scanners have the ability to email a document to a user.  Additionally, many software packages (PowerSchool for example) need to send mail for reports and updates.  In order to get these devices and software packages to work with WebMailPRO, you need to setup and configure a WebMailPRO account appropriately, and configure the device or software.

Applies To

WebMailPRO, Networked Copy Machines & Scanners (such as Xerox, Canon, Ricoh, Sharp, Samsung, etc)

More Information

In order for the device or software to send mail, it needs to authenticate with the mail server just like a user that uses Outlook would.  To do this, you first need to create an account for it to use (for example, OfficeCopier@school.org).  You create the account by going to “Manage Users” -> “Create Users”.

After the user is created, you need to give it access to use POP3.  To do this, go to “Manage Users” -> “Edit User Properties”.  Search for and select the user you just made.  On the user properties page, check the box for “Use POP3 Access”, then click on “Save Changes” at the bottom of the page.

Lastly, you need to setup the device or software itself.  The username you want to connect with is the one you just created (OfficeCopier@school.org for example), use the password you specified when you created the account.  The SMTP server is “smtps.k12us.com”.  If the device or software supports SSL encryption, use port 465.  If it does not, use port 25.

If the device or software does not support SMTP authentication (PowerSchool for example), it can not connect to WebMailPRO directly and you need to setup an on-site relay server that supports SMTP authentication to relay the messages through.  There are instructions on how to setup hMailServer as a relay server at http://kb.k12usa.com/Knowledgebase/Setting-Up-An-Authenticated-Relay-Server .