Tech Sutra

Office 365 SMTP server details of Multifunction Devices or third-party service

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If you are working in Office 365 environment, you may come across a situation where you may need to use any connector or Office 365 SMTP server details. Usually when you try to configure a multifunction device or a printer to send emails using an Office 365 account.

Here are the details that you need handy:

Office 365 SMTP server details:

Settings for direct send:

Enter the following settings on the device or in the application directly.



If these server settings do not work for you, please try with your office 365 mail server hosted on Microsoft environment.

Follow the below steps to find your office 365 mail server address:

• Login to Office 365 Admin portal or M365 Admin Center.
• Navigate to Show All > Settings >Domain.
• Select your domain > DNS records.
• Check MX record for your domain

Under 'value' you will see your mail server URL hosted on the Microsoft end.

Your MX endpoint or mail server hosted with Microsoft will look like domain-com.mail.protection.outlook.com

For more details about setting up a multifunction device or direct send, please refer How to set up a multifunction device or application to send email using Microsoft 365 or Office 365

Below is a brief of multifunction device and direct send client:

Multifunction Device (MFD):

A multifunction device, often abbreviated as MFD, is a piece of office equipment that combines several functions into a single unit. These functions typically include printing, scanning, copying, and faxing, and in some cases, they may also include email capabilities, document storage, and more. MFDs are commonly used in offices and businesses to streamline document-related tasks and reduce the need for multiple separate devices. They are cost-effective, space-saving, and can enhance productivity by simplifying document management processes.

Key features of a multifunction device:

Printing:
MFDs have built-in printers that can produce documents in various formats, including black and white and color.
Scanning:
They can scan documents, photos, and other materials, converting them into digital files that can be stored, emailed, or printed.
Copying:
MFDs can create duplicates of physical documents quickly and efficiently.
Faxing:
Some MFDs have fax capabilities, allowing users to send and receive faxes directly from the device.
Document Management:
Many modern MFDs offer document storage and retrieval features, making it easier to organize and access digital files.
Network Connectivity:
MFDs can be connected to a network, allowing multiple users to access the device and share its functions.

Direct Send Client:

A direct send client, in the context of email communication, is software or a component that allows a user to send email messages directly to an email server without going through an intermediate email client or webmail service. It is often used in automated systems or applications that need to send email notifications, reports, or alerts without manual intervention.

Key features of a direct send client:

SMTP (Simple Mail Transfer Protocol):
Direct send clients use SMTP to connect to an email server and send emails. They interact directly with the email server's SMTP service, bypassing the need for a full-fledged email client.
Automated Sending:
Direct send clients are commonly used for automated and programmatic email sending. They can be integrated into software applications, scripts, or devices that need to send emails automatically.
Authentication:
Many direct send clients support SMTP authentication, ensuring that only authorized users or systems can send emails through them.
Bulk Email:
Direct send clients are often used for sending bulk emails, such as newsletters or marketing campaigns, where large volumes of email need to be dispatched efficiently.
Configuration:
Users or administrators configure the direct send client with the necessary email server settings, such as the server's hostname, port number, and security protocols.
Error Handling:
Direct send clients may provide error handling and logging capabilities to track the status of sent emails and troubleshoot any delivery issues.

Overall, direct send clients are a valuable tool for systems that need to automate email communication while maintaining direct control over the sending process. They are commonly used in applications like automated notifications, server monitoring, and transactional email delivery.