Configure Email and Email Settings
- Product support for
- AltaLink B8145 / B8155 / B8170 Multifunction Printer
- Article ID
- KB0029357
- Published
- 2020-02-27
Configuring Email
Configure email settings in the Embedded Web Server, on the Email Setup page. Email settings apply to other apps that use SMTP.
In the Embedded Web Server, click Properties→Apps→Email→Setup.
To configure settings, on the Email Setup page, select tabs as needed:
To configure the required settings for email messages, click the Required tab. For details, refer to Configuring Required Settings below.
To configure the information that you want to appear in email messages sent from the printer, click the General tab. For details, refer to Configuring General Email Settings below.
To determine the source of user email addresses, or to enable and configure the Network Address Book, click the Smart Card Policies tab. This tab is available only when Smart Card Authentication is enabled. For details, refer to Configuring Smart Card Policies below.
To select an address book, edit address book information, and set address book policies, click the Address Books tab. For details, refer to Configuring Address Book Settings below.
To configure the default settings for scanning to email, click the Defaults tab. For details, refer to Configuring Default Email Settings below.
To select the compression settings for sending scanned images from the printer by email, click the Compression tab. For details, refer to Setting File Compression Options.
To configure the security settings below, click the Security tab. For details, refer to Configure Email Security Settings.
Note: If you are unsuccessful in setting up email, try the following:Use the SMTP configuration test to verify if the login credentials have changed and need updating.
If you are using a cloud-based SMTP server, for assistance, refer to the Xerox Customer Support Forum. See the Related Content for a link to the forum.
Note: To complete these instructions, you will need to log in to the Embedded Web Server as an administrator. For details, refer to Log in to the Embedded Web Server as a System Administrator.
Configuring Required Settings
Use the Required Settings page to access configuration settings for the Email and Scan To features.
In the Embedded Web Server, click Properties→Apps→Email→Setup.
On the Email Setup page, click the Required Settings tab.
To configure SMTP settings, for SMTP, click Edit. For details, refer to SMTP Server.
To configure the From field settings, for From Field, click Edit.
Configuring From Field Settings
Use the From Field page to specify default text in the From field and to determine who can edit the From field.
To configure From field settings:
For Default From Address, type the email address that you want sent from the printer.
To always use the default email address, for Always use default From address, select Yes.
Select the LDAP search result conditions in which authenticated users are allowed to edit the From field.
To allow users to edit the From field without authentication, for Edit From field when authentication is not required, select Yes.
To use the email sender name with the email address, select Add sender's name to email address.
Click Save.
Configuring General Email Settings
Use the General settings page to specify the information that you want to appear in email messages that are sent from the device.
In the Embedded Web Server, click Properties→Apps→Email→Setup.
On the Email Setup page, click the General tab.
In the Message Body area, select the information that you want to appear in the body of email messages:
To include a user name or email address in the message body, for User, select User Name, Email Address, or both.
To include attachment information in the message body, select Number of Images, Attachment File Type, or both.
To include information about the printer in the message body, for Multifunction printer System, select the details that you want to include.
For Signature, type the information that you want to appear at the end of email messages.
To add the email address of the sender to the To field, for Auto Add Me, select Enabled.
Click Apply.
Configuring Smart Card Policies
Use this page to determine the source from which the printer gets user email addresses. You can enable and configure the Network Address Book for acquiring email addresses.
In the Embedded Web Server, click Properties→Apps→Email→Setup.
On the Email Setup page, click the Smart Card Policies tab.
Note: The Smart Card Policies tab is available in Email Setup when Smart Card Authentication is enabled.To select the source from which the printer gets the email address for a logged-in user, in the Policies area, select an option:
Auto: This option instructs the printer to attempt to acquire the email address of the user from the smart card. If an email address is not associated with the smart card, the printer searches the network address book. If an email address is not found, the printer uses the
email address that is specified in the From field.
Note: You can review the From field setting on the Required Settings tab.Only Smart Card: This option instructs the printer to retrieve the email address from the smart card.
Only Network Address Book (LDAP): This option instructs the printer to retrieve the email address of the user from the network address book. If the From field is not configured, click From Address Not Configured.
To configure LDAP server settings, in the Server Configuration area, for Network Address Book (LDAP), click Edit.
To enable or disable the Personalization feature, in the Feature Enablement area, for Acquire Email from Network Address Book, click Enable Personalization or Disable Personalization.
Click Apply.
Configuring Address Book Settings
Use the Address Books page to select an address book, edit address book information, and set address book policies.
In the Embedded Web Server, click Properties→Apps→Email→Setup.
On the Email Setup page, click the Address Books tab.
To configure the address book settings that are stored in the device, for Device Address Book, click Edit.
To use a network address book, configure the LDAP server settings. For Network Address Book, click Edit.
If you configured Device Address Book settings, for Use Device Address Book, select options as needed:
To allow users to access the address book, select Yes.
To show Favorites as the initial view when entering the address book, select View Favorites on App Entry (Email and Scan To).
Note: This option requires that the device address book contains at least one contact with a valid email address.
To restrict users from accessing the address book, select No.
If you configured Network Address Book settings, for Use Network Address Book, select an option.
To allow users to access the address book, select Yes.
To restrict users from accessing the address book, select No (Hide).
Note: When no LDAP server is configured, the Use Network Address Book option does not appear.
To set the policy for creating and editing contacts on the device touch screen, for Create / Edit Contact from Touch Screen, select an option:
To allow all users to create and edit contacts on the device touch screen, select All Users.
To restrict creating and editing contacts on the device touch screen to system administrators, select System Administrators Only.
To return settings to factory-default values, click Apply Factory Settings.
To save settings, click Apply.
Configuring Default Email Settings
Use the Defaults page to configure default settings for scanning to email.
Note: For more information about specific scanning settings, refer to Help in the Embedded Web Server.
In the Embedded Web Server, click Properties→Apps→Email→Setup.
On the Email Setup page, click the Defaults tab.
For Subject, type the text that you want to appear in the subject line of emails that are sent from the printer.
To edit default scan settings, for Scan to Email, click Edit.
Note:Enabling Preview instructs the printer to create a multiple-step process for scanning a job. This process allows you to review the scanned images before you send the job.
If Output Color is set to Black & White, the JPEG option is not available as a file format.
To edit default Image Options, Image Enhancement, Resolution, and Quality / File Size settings, for Advanced Settings, click Edit.
To edit default Original Orientation, Original Size, Edge Erase, and Blank Page Management settings, for Layout Adjustment, click Edit.
To edit default File Format and Filename Extension settings, for Email Options, click Edit.
For Confirmation Sheet, select an option:
Errors Only: This option instructs the printer to print a confirmation sheet only when a transmission error occurs. The confirmation sheet lists error information and indicates that the job has reached the SMTP server. The confirmation sheet does not indicate that the email
message was delivered.On: This option instructs the printer to print a confirmation sheet.
Off: This option instructs the printer not to print a confirmation sheet. You can find status about a job in the job log.
Note: To see the job log, at the control panel touch screen, touch Jobs→Completed Jobs.
Setting File Compression Options
On the Email Setup page, click the Compression tab.
Select .tiff, .pdf, and .xps compression settings as needed. For details, refer to the Help in the Embedded Web Server.
Click Apply.