Update 2018. I had the same problem with scan to email. The Email settings for google are:at email form check like your email to be correct. SMTP Server (IP Address or DNS Name): aspmx.l.google.com; SMTP: 25. Email Authentification Type, choose No Authentication. Save Changes. Very IMPORTANT!
Even this is correct will not work without the right TCP/ IP settings.
This settings you will find in Protocols, then TCP/IP
IP Mode, let as is selected IPv4
Host Name: you may let as it is or fill in a new name.
IPv4> Get IP Adress: choose *Manual. Then IP Adress, Network Masn, Router should be already there, because to connect to setting you need already for an IP. But as an exemple:
IP Adress : 192.168.1.89 (1 should be the same as your wifi or router - to connect to network).
Network Mask: 255.255.255.0
Router/Gateway Address: Has to be the connection to your wifi or router, e.g. : 192.168.1.1 (depends on each type of wifi or router). Use cmd and ipconf. to check your internet settings.
Very important here: DNS Domain Name: here was the problem for me and this why I got an error first. I used the same ip as up: 192.168.1.89 and it worked. It needs a DNS Domain Name and this can be your server (if you have one), if not you can use the same ip as your default printer. For DNS Server Address I used: 188.8.131.52.
The rest I left empty, and didnt enabled anything.
Also check SSL from Security
Encryption Strength: *128 bit or Higher
Port Number: 443
LDAP - SSL/TLL Communication: Enabled
SMTP - SSL/TLS Communication: select *STARTTLS (if available)
Verify Remote server: dont enable
I made a video also with this settings. https://www.youtube.com/watch?v=zgxnZ1Yzt2M
I hope it helps. Check all stepts from video.
If it is set to Gmail there is absolutely going to be authentication unless they are using aspmx.l.google.com, and if they are using that Server they can only send inside of the Gmail, or the internal domain.
They also have smtp-relay.gmail.com but that requires you to register the printer by specific IP address for authentication, and this is a paid server, so you can't just type it in and make it work. (Could be why the message gets displayed in this case)
Lastly there is smtp.gmail.com and that requires login per send.
GMAIL SMTP settings and limits per server
You might need to look into message body and subject lines for email as they would be different for Alerts, Fax Forward and email. 2 could be filtered or listed as spam.
More clarity is required, I don't know what their email is and I don't know what yours is or the printers.
The email address the alerts are going to, is it the same one you are trying to mail to from the UI?
How about if the IT team places their email address as the from address, what happens then?
Is there any sort of authentication done at the machine?
If your IT can do a wireshark trace of the failed email transaction Xerox 2nd level can analyze it and tell you exactly what is happening. Obviously you don't want to post a wireshark trace on this forum so you would need to initiate the call on your end.
Just to update. I went and put my email address in to receive mail alerts and I received an alert about low toner just now.
It sounds like from what you are saying that it can only email to internal addresses and not external, if that is the case you need to setup a relay for the printer on the SMTP server side.
I have a user who purchased a Workcentre 6605 and wants to scan to email and also have an email sent when a fax arrives. There are other machines on the network that are using this function. When trying to scan to email, I immediately get an error that states "There is an unauthorized address" and when recieving a fax, the fax will come through then the same error is displayed. However the printer will send mail alerts without an issue. I can't seam to find much info on this exact error.