I'd like to add something to Joe's excellent reply as I have already had this problem in the field. If your machine doesn't have any authentication and/or encryption in the smtp setting, you could try to put one before going anywhere else.
As Joe said, you will need an authenticated user and password from your domain and you will need to identify which port and encryption if needed. Be sure that the 'Device E-mail address' and the 'From' address (they should be the same) are valid addresses from your domain. Here's some pictures to show you:
You may need to add your domain name before the user: your_domain\valid_user_name
Make sure that it is the same address that you put in 'Device E-mail Address', see the first picture.
Some SMTP Server setup will only permit sending mail without authentication inside the domain. In doubt, telnet your smtp server from a workstation, it will tell you what it needs.
Hope it's helpful.
Hope you success!
All of it is done on the SMTP server itself.
Basically you created the from address for the device on a mail server somewhere.
That from address (lets call it Xerox@company.com) needs to be set to relay (Forward) emails to the outside world (Outside of company.com's domain)
For each type of server there are slight variences, but typically it is that you associate the from address to an IP address (Printers) and allow it to relay.
Typically this happens when the device is set to a server that does not support sending outside of the domain (one listed above for example with Gmail) or when there was an issue with authentication, so email was setup via port 25.
So I need to setup the relay on the Xerox itself thru the web interface? Or do I need to setup on each domain that we will be sending scan email too? Trying to get a clear understanding, as I am learning as I go along.
It is unlikelyto be the firmware, the firmware doesn't care at all where the scan is going, so as long as you can email internally, the machine is working fine.
95% chance you need to set up a relay on the SMTP server side for the device. Even if on the PC side you don't need to.
There are also many servers that do not allow it at all.
For instance, if using the gmail smtp server aspmx.l.google.com you will not be able to send outside of the Gmail, or google apps domains ever.
The relay depends on the server, usually you need to link the printer to an account and enable it to relay email outside the domain.
go to general setup>configuration report and view your software version. the most recent software version should be 072.010.004.09100.
That could very well be the root of the problem. Feel free to direct message me if you have questions about upgrading or cloning. its pretty straight forward.
I checked the security and the domain filtering is turned off.
As a test I enabled it and added a few domains to the Allowed List, and that didnt work.
I am just logged onto the Xerox thru the web interface using IE11
Another setting worth looking at. I
Make sure domain filtering is off, i found a random printer when i first started at my company that i couldnt get email to work on and it was because the person previous to me added our domain as the only allowable domain.
If you have a similar model it might not be a bad idea to create a clone file and install it on the machine that is giving you issues.
Just curious, what software version are you running?