# Email
Device Management > Configuration > Device Settings > Email

Configure the necessary settings for sending and receiving email.

Note

- Settings configured here relate to the following interfaces:
  Ethernet and wireless LAN.
- Settings on this page can be changed by the following administrators and users:
  - Network Administrator (Email Reception Interval, Max. Reception Email Size, Email Storage in Server, SMTP Server Name, SMTP Port No., POP3 Reception Port No., and IMAP4 Reception Port No.)
  - Machine Administrator (Items other than Email Reception Interval, Max. Reception Email Size, Email Storage in Server, SMTP Server Name, SMTP Port No., POP3 Reception Port No., and IMAP4 Reception Port No.)
  - Login users (all items), if:
    User authentication is enabled on the device and users are permitted to make changes to administrator's setting items.

### Administrator Email Address

Enter the email address of administrator using up to 128 characters. Email notification may fail if the item is not specified.

Note

- To apply S/MIME encryption, the administrator email address must be specified and it must match the email address specified for the device certificate.
  You can check the email address specified for the installed device certificate on the Device Management - Configuration - Security - Device Certificate page.

### Auto Specify Sender Name

Specify whether or not to specify a sender name when sending email.

## Create Email Signature

### Signature

Enter the signature that is included at the end of every sent email. The signature can contain up to 1,024 characters.

### Image of Signature

You can attach an image in the signature field of an e-mail.
To specify or change the signature image, click Change.

For details about the Editing Your Signature Image page

### Signature Image Preview

The signature image that you set on the Editing Your Signature Image page is displayed. If the image is not uploaded, a "Not uploaded" message appears.

## Reception

### Reception Protocol

Specify whether to receive emails, and if yes, select the protocol used for email reception. The default is POP3.

### Email Reception Interval

Specify whether to poll the email reception server at a specified interval to receive a new email. When On is selected, enter the polling interval in the box below. You can enter a value between 2 and 1440 (min.). The default is 15.

Note

- The value entered here is enabled only when POP3 or IMAP4 is selected in the Reception Protocol list.

### Max. Reception Email Size

Enter the maximum size of incoming email. You can enter a value between 1 and 50 (MB). The default is 2.

### Email Storage in Server

Specify whether to leave emails on the server after reception. When Errors only is selected, only reception error condition emails are left on the server. The default is Off.

## SMTP

### SMTP Server Name

Enter the IP address or host name of the SMTP server using up to 127 characters.

Note

- When the SMTP server host name is specified, a DNS server must be set up so the IP address can be obtained from the host name (forward lookup).

### SMTP Port No.

Enter the port number used when sending email to the SMTP server. Enter a value between 1 and 65535. The default is 25.

### Use Secure Connection (SSL)

Specify whether or not to apply SSL encryption when sending email to the SMTP server.

### SMTP Authentication

Specify whether to log in to the SMTP server using SMTP AUTH when sending email. The default is Off.

### SMTP Auth. Email Address

Enter the email address used when SMTP Auth. Password is set to On, using up to 128 alphanumeric characters.

### SMTP Auth. User Name

Enter the SMTP account name used when SMTP Authentication is set to On. To specify the realmID, enter the SMTP authentication user name followed by "@realmID", using up to 191 single-byte (or 95 double-byte) characters.

### SMTP Auth. Password

To set or change the password for SMTP AUTH, click Change. When the Change SMTP Auth. Password page appears, enter the password to be used.

For details about the Change SMTP Auth. Password page

### SMTP Auth. Encryption

When SMTP Authentication is set to On, specify whether or not to encrypt the password. Encryption takes place automatically according to the SMTP server setting when Auto Select is selected. The default is Auto Select.

## POP before SMTP

Specify whether to log in to the POP3 server before sending email. The default is Off.

### POP Email Address

Enter the email address used when POP before SMTP is set to On, using up to 128 alphanumeric characters.

### POP User Name

Enter the POP account name used when POP before SMTP is set to On. Use up to 191 alphanumeric characters.

### POP Password

To set or change the POP password, click Change. When the Change POP Password page appears, enter the password to be used.

For details about the Change POP Password page

### Timeout setting after POP Auth.

When POP before SMTP is set to On, enter the time available before connecting to the SMTP server after logging in to the POP server.
The entry range is 0 to 10000 milliseconds. The default is 300.

## POP3/IMAP4

### POP3/IMAP4 Server Name

Enter the email reception server IP address or host name. Specify the POP3 or IMAP4 server according to the protocol selected in the Reception Protocol list. Use up to 127 alphanumeric characters.

Note

- When the reception server host name is specified, a DNS server must be set up so the IP address can be obtained from the host name (forward lookup).

### POP3/IMAP4 Encryption

Specify whether to encrypt the password or not when logging in to the email reception server. Encryption takes place automatically according to the server (POP3 or IMAP4) setting when Auto Select is selected. The default is Auto Select.

## Email Communication Port

### POP3 Reception Port No.

Enter the port number for accessing the POP3 server. You can enter a value between 1 and 65535. The default is 110.

### IMAP4 Reception Port No.

Enter the port number for accessing the IMAP4 server. You can enter a value between 1 and 65535. The default is 143.

## Fax Email Account

Fax Email Account appears only if the machine supports the fax function.

### Fax Email Address

Enter the device's email address for receiving Internet faxes. Up to 128 alphanumeric characters can be entered.

Note

- You cannot set an address that is the same as that entered in the Email Notification E-mail Address, or whose user name portion is the same as that entered in Email Notification User Name.

### Receive Fax Email

Specify whether to use the Receive Fax Email function.

### Fax Email User Name

Enter the user name for transmitting or receiving Internet faxes. Up to 191 characters can be entered.

Note

- You cannot set a user name that is the same as that entered in Email Notification User Name, or is the same as that in the address entered in Email Notification E-mail Address.

### Fax Email Password

Enter the password for transmitting or receiving Internet faxes. Up to 128 characters can be entered.

For details about the Change Fax Email Password page

## Email Notification Account

### Email Notification E-mail Address

Enter the email address of the device, using up to 128 alphanumeric characters.
This address must be entered to allow users to identify the email sender.

Note

- You cannot set an address that is the same as that entered in Fax Email Address, or is the same as that in Fax Email User Name.

### Receive Email Notification

Specify whether to use the Receive Email Notification function. If you select On, replies are sent to request email received from users. The default is Off: no reply is sent to request email received from users.

### Email Notification User Name

Enter the administrator's name as the Notification Email sender (using up to 191 alphanumeric characters).

Note

- You cannot set an address that is the same as that entered in Fax Email Address, or is the same as that in Fax Email User Name.

### Email Notification Password

Set or change your Email Notification password by clicking the Change button. When the Change Email Notification Password page appears, enter the password you want to set.

For details about the Change Email Notification Password page

## Buttons

### Refresh

Click to update the currently displayed information.

Note

- Before making the settings, click Refresh to obtain the machine's current status.

### OK

Click to apply the settings.

### Cancel

Click to cancel the settings.

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