Setting up an office printer, copier, or scanner (such as Ricoh, Canon, HP, Xerox, or Brother) to send scanned documents directly to an email address is a fast, paperless way to share files.
Because printers only send outbound messages and do not need to download an inbox, they connect using outgoing settings (SMTP).
1. Outgoing Settings for Your Printer
Log into your printer’s web administration dashboard by entering its IP address into an internet browser. Locate the Email, Scan to Email, or SMTP Server section and enter these details:
-
Outgoing Mail Server (SMTP):
smtp.internic.ca - Port:
587
- Encryption / Security: STARTTLS (sometimes listed as "TLS" or "Auto")
- Authentication: Enabled / On (select Password)
- Username: Your full Internic email address (e.g.,
scan@yourdomain.ca)
- Password: Your email mailbox password
- Sender / "From" Address: Must match your full email address above
Tip for Regular Email Apps (IMAP Only): If you are configuring a computer, tablet, or phone where you also need to read incoming mail, our platform uses IMAP:
imap.internic.ca(Port993, SSL/TLS)smtp.internic.ca(Port587, STARTTLS)
2. Troubleshooting Connection & Scan Errors
If your scanner was working and stopped, or displays an error like "SSL Negotiation Failed" or "Cannot connect to server", check these common causes:
- Verify the Port and Encryption: Ensure the device is configured for Port 587 with STARTTLS. Older configurations using Port 465 or unencrypted connections will be refused by the server.
- Match the "From" Address: Outgoing security checks confirm that the sender address matches the logged-in user. If your printer uses a generic admin address in the "From" line, update it to match the mailbox username.
-
Check with Your Printer Technician (TLS 1.2 / 1.3 Support): To protect your business communication, our email platform requires modern internet security standards (TLS 1.2 and TLS 1.3). Older copiers and printers may use legacy communication methods that modern mail servers no longer allow.
- If a technician is servicing your machine, ask them to confirm the printer's firmware is up to date and that the network controller supports TLS 1.2 with modern secure ciphers (ECDHE and AES-GCM). A manufacturer firmware update typically solves this immediately.
3. Contacting Internic Support
If your settings are entered correctly and the scanner still fails to send, our technical support team can review the server connection logs to pinpoint what happened during the handshake.
Please contact our team with:
- Your Office Network IP: Visit my-ip-address.network from any computer connected to the same office internet.
- Timestamp: The date, time, and time zone of a recent test attempt that failed.
- Printer Make & Model: (e.g., Ricoh MP C5503).
- Error Message: The exact wording or code shown on the printer screen.
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