OKI MB472, MB492 and MB562 Cannot Send Scans to E-mail: SMTP, Gmail and Microsoft 365 Setup

Last Updated on 16.08.2026 by DriverNew

If an OKI MB472, MB492 or MB562 scans a document but does not send it by e-mail, reinstalling the driver on the computer usually will not help. When using Scan to E-mail, the MFP creates the e-mail itself, connects to the SMTP server and sends the file to it. The computer, TWAIN/WIA driver and ActKey do not participate in this operation.

To resolve the problem, check the network, DNS, date and time, sender address, SMTP server, port, encryption and authentication method in sequence. An additional complication with this series is the age of its mail client: the MFP supports standard SMTP authentication with a user name and password, but OAuth is not available in its accessible settings. Therefore, older instructions that use a normal Gmail password no longer work, while a similar Microsoft 365 configuration is only a temporary solution.

Models covered by this guide

This configuration procedure applies to the following monochrome MFPs:

• OKI MB472dn and MB472dnw;
• OKI MB492dn;
• OKI MB562dnw;
• OKI ES4172LP MFP, ES4192 MFP, ES5162 MFP and ES5162LP MFP.

The names of some items may differ slightly depending on the firmware version and interface language. All of the listed models use the fields SMTP Server, SMTP Port, SMTP Encryption, Authentication Method, SMTP User ID, SMTP Password and the From sender address.

How to determine what to check

What happens	What to check first
The MFP reports a DNS error	DNS Server, Default Gateway and the spelling of the SMTP server name
An SMTP error appears before the file is requested or transferred	Server, port, encryption, internet access and TLS compatibility
The server rejects login or authentication	Full user address, app password, SMTP AUTH permission and From
Only recipients inside the organization receive e-mails	Direct Send or restricted SMTP server limitations
One page is sent, but a multi-page document is not	Attachment size, resolution, format and compression
The control panel shows completion, but no e-mail arrives	Spam, quarantine, mail server log, From, SPF and relay rules
Sending stopped after the password was changed	The password saved in the MFP and the mail service login rules

Programs and files you need

You do not need to install anything on the computer for normal Scan to E-mail configuration. The MFP’s built-in web page can be opened in a browser. The latest Firmware Update Tool may additionally be required only if the installed firmware is outdated or a secure SMTP connection cannot be established.

Do not install Scanner Driver, ActKey or Configuration Tool specifically to fix SMTP. Configuration Tool can change the same settings, but the web interface allows you to configure them without additional software.

Step 1. Check copying and the network connection

1. Place one page on the platen glass and make a normal copy from the control panel.
2. If the copy is produced, the scanning mechanism is working.
3. On the MFP, press SETTING.
4. Open Reports > Configuration and print the configuration.
5. Find the MFP’s IPv4 address, for example 192.168.1.50.
6. On a computer connected to the same network, open a browser and enter this address:

http://192.168.1.50

7. If the device page does not open, restore the Ethernet or Wi-Fi connection first. It is too early to troubleshoot SMTP.
8. If the page opens, write down the IP address, subnet mask, Default Gateway and DNS Server from the configuration.

Local printing does not confirm that the MFP has internet access. The printer can receive jobs within the local network even if the Default Gateway or DNS is missing.

Step 2. Correct the gateway, DNS, date and time

If the SMTP server is specified by name, for example smtp.gmail.com, the device must resolve this name to an IP address. A working DNS server is required for this. A Default Gateway is required to access destinations outside the local network.

1. On the control panel, press SETTING.
2. Open Easy Setup > Network Setting.
3. Check Default Gateway. This is usually the local address of the router.
4. Check DNS Server (Primary). When DHCP is used, the router usually provides this address.
5. Do not enter a random DNS server if the organization uses internal name servers or traffic filtering.
6. Open the date and time settings.
7. Set the correct date, time and time zone, or configure an available SNTP server.
8. Save the settings and wait for the network section of the device to restart.

Incorrect time can cause certificate validation to fail. Do not use a Gmail or Microsoft 365 IP address instead of the server name: cloud addresses change, and the certificate is issued for the domain name.

Checking DNS and the port from a computer

The commands below show whether the service is reachable from your network. They do not verify the password, From address or the TLS version used by the MFP.

1. Press Win + R.
2. Enter powershell and press Enter.
3. To check DNS, run:

nslookup smtp.gmail.com

4. To check port 587, run:

Test-NetConnection smtp.gmail.com -Port 587

• If nslookup does not return an address, correct the DNS settings.
• If TcpTestSucceeded : False is shown, the port is being blocked by the network, router, internet provider or firewall.
• If both checks succeed, proceed to the MFP settings.

Step 3. Prepare the mail settings

Before logging in to the web interface, write down the information provided by your mail provider or administrator:

• the exact SMTP server name;
• port;
• encryption mode: SMTPS, STARTTLS or None;
• authentication method: SMTP or None;
• full user name;
• account password or app password;
• the permitted From sender address;
• a recipient address for testing.

If the mail belongs to an organization, do not determine the server only from the part of the address after the @ symbol. The organization may use its own relay even if its mailboxes are hosted in Google Workspace or Microsoft 365.

Step 4. Open Mail Server Setup

1. Enter the MFP’s IP address in a browser.
2. Click Administrator Login.
3. In the User Name field, enter root.
4. Enter the current MFP administrator password.
5. Click Log In.
6. If the initial wizard page opens, click SKIP.
7. At the top of the page, open Admin Setup.
8. On the left, select Network > Mail Server.

Step 5. Fill in the SMTP settings

The values depend on the mail service, but the purpose of the fields is the same:

OKI field	What to enter
SMTP Server	Server name without https:// and the port number, for example smtp.gmail.com
SMTP Port	25, 465 or 587 — only the value specified for the selected configuration
SMTP Encryption	SMTPS for a secure connection from the beginning, STARTTLS to switch to TLS after connecting, or None for an approved local relay
Authentication Method	SMTP when logging in with a user name and password; None for a relay that recognizes an approved IP address
SMTP User ID	Usually the full e-mail address, including the part after @
SMTP Password	Password, app password or a value specifically provided by the administrator
Receive Setting	Disable if the MFP should only send scans and should not receive e-mail

1. Enter the settings for one selected configuration.
2. Click Submit.
3. Wait until the settings are saved.
4. Open E-mail > Receive Settings.
5. If receiving and printing e-mail attachments is not used, select Disable.
6. Save the change.

Leave the POP3 Server, POP User ID and POP Password fields empty unless the administrator specifically instructed you to use POP before SMTP. Gmail and Microsoft 365 do not require this outdated authentication method.

Step 6. Specify the From sender address

Even with the correct password, the server may reject the message if the sender address is missing or does not belong to the authenticated account.

1. On the control panel, press SETTING.
2. Select Admin Setup and press OK.
3. Enter the administrator password.
4. Open Scanner Setup > E-mail Setup > From / Reply To.
5. Open From.
6. Enter an address that the mail server permits you to use.
7. For a normal Gmail or Microsoft 365 login, enter the same address used in SMTP User ID.
8. Save the setting and return to the Home screen.

If From must be different from the login account, the administrator must grant permission to send from that address. In Microsoft 365, this usually requires Send As permission. Simply changing From on the MFP does not grant that permission.

How to match the port and encryption correctly

Port	OKI setting	Typical use
465	SMTPS	A secure connection is established immediately; used by Gmail and some SMTP providers
587	STARTTLS	Standard authenticated sending; used by Gmail and Microsoft 365
25	None or STARTTLS	Corporate SMTP relay, Microsoft 365 connector or restricted sending; the port is often blocked by internet providers

If port 465 with SMTPS does not work and the provider allows port 587, change both the port to 587 and encryption to STARTTLS. Do not disable encryption when sending a password over the internet.

Setting up a regular Gmail account

Signing in with a normal Google password is no longer considered a suitable method for an older mail client. A separate app password is used for a direct MFP connection.

SMTP Server	smtp.gmail.com
Option 1	port 465, SMTP Encryption — SMTPS
Option 2	port 587, SMTP Encryption — STARTTLS
Authentication Method	SMTP
SMTP User ID	full Gmail address
SMTP Password	16-character app password without separator spaces
From	the same Gmail address

Creating a Google app password

1. Sign in to the Google account that will be used by the MFP.
2. Open Security.
3. Enable 2-Step Verification if it is not already enabled.
4. Open App passwords.
5. Create a separate password with a clear name, for example OKI Scanner.
6. Copy the displayed 16-character password.
7. Enter it in SMTP Password on the MFP instead of your normal Google password.
8. Save the settings and immediately perform a test.

If App passwords is unavailable, it may be disabled by the administrator, unavailable with Advanced Protection, or unavailable with certain 2-Step Verification configurations. In this case, do not disable account security. For Google Workspace, use SMTP relay; for personal e-mail, choose another compatible SMTP service or an intermediate relay.

Google Workspace: SMTP relay is recommended

For an organization, a more suitable option is Google Workspace SMTP relay. It can recognize messages by an approved external IP address and does not require storing a user’s password in the MFP.

The configuration is performed by the Google Workspace administrator:

1. Determine the external IP address used by the office network to access the internet.
2. In the Google Admin console, open the Gmail settings and add an SMTP relay service rule.
3. Restrict permitted senders to the organization’s domain.
4. Add the office’s external IP address to the list of allowed sources.
5. Do not create a relay that accepts messages from any address on the internet.
6. On the MFP, enter smtp-relay.gmail.com.
7. Use the port and encryption allowed by the administrator: 25, 465/SMTPS or 587/STARTTLS.
8. If the relay recognizes the source by IP address, set Authentication Method — None and clear SMTP User ID and SMTP Password.
9. In the From field, enter an address from the permitted domain.

Google also provides the restricted SMTP server aspmx.l.google.com on port 25 without authentication, but it delivers messages only to Gmail or Google Workspace users. If the scan arrives inside the organization but does not arrive at external addresses on other mail systems, this may be a limitation of the selected method.

Microsoft 365: temporary setup using SMTP AUTH

For Client SMTP submission, use the following values:

SMTP Server	smtp.office365.com
SMTP Port	587
SMTP Encryption	STARTTLS
Authentication Method	SMTP
SMTP User ID	full address of a licensed mailbox
SMTP Password	account password if Basic Authentication is permitted
From	the same address; Send As permission is required for another address

Microsoft 365 requires TLS 1.2 or TLS 1.3. Port 465 is not suitable for Client SMTP submission. If the MFP offers STARTTLS, this alone does not prove that it supports a modern TLS version and compatible cipher suites.

What the Microsoft 365 administrator should check

1. Open the Microsoft 365 admin center.
2. Go to Users > Active users.
3. Open the mailbox used by the MFP.
4. Open Mail > Manage email apps.
5. Check Authenticated SMTP.
6. Check the organization policy, which may block Basic Authentication regardless of the mailbox setting.
7. If Security Defaults are enabled or a policy blocking legacy authentication is in effect, do not disable organization-wide security for the MFP. Use SMTP relay or another method.

Microsoft 365 SMTP relay through a connector

This option requires a Microsoft 365 administrator and a static external IP address for the organization. It does not use a mailbox password.

1. The administrator finds the MX address of the accepted domain, for example example-com.mail.protection.outlook.com.
2. In the Exchange admin center, open Mail flow > Connectors.
3. Create an inbound connector from the organization’s mail server to Microsoft 365.
4. Configure identification by the dedicated static external IP address.
5. Check that the internet provider and firewall allow outbound connections to port 25.
6. Add this IP address to the domain’s SPF record.
7. On the MFP, enter the organization’s MX address.
8. Set port 25.
9. Select STARTTLS if a modern TLS connection is supported by both sides and required by the connector.
10. Set Authentication Method — None.
11. Clear SMTP User ID and SMTP Password.
12. In the From field, enter an address from the organization’s accepted domain.

A detailed comparison of Client SMTP submission, SMTP relay and Direct Send is provided in Microsoft’s guide for multifunction devices. The connector must not turn the organization’s network into an open mail relay.

Microsoft 365 Direct Send — for internal recipients only

Direct Send connects to the organization’s MX address over port 25 without a user name or password. This method can deliver scans only to recipients inside that organization’s Microsoft 365 environment.

• SMTP Server: the domain’s MX address;
• SMTP Port: 25;
• SMTP Encryption: STARTTLS if used, or the value agreed with the administrator;
• Authentication Method: None;
• From: an address from the organization’s accepted domain.

If scans are successfully delivered to employees but not to Gmail, Outlook.com or an address in another organization, this is an expected Direct Send limitation, not an MFP malfunction.

Step 7. Perform a minimal test

The first e-mail should contain a small file. This prevents a message-size limit from hiding an SMTP error.

1. Place one page in the ADF or on the platen glass.
2. Press SCAN.
3. Make sure E-mail is selected and press OK.
4. Open Add Destination.
5. Select To.
6. Select direct address entry.
7. Enter one recipient address and confirm it.
8. For the first test, select PDF format, a resolution of 200 or 300 dpi and monochrome mode.
9. Press the monochrome start button.
10. Wait until the operation is complete and write down the exact error message or code.

After each change, repeat the test using the same single page and the same recipient. Do not change the server, port, password and From at the same time: otherwise, you will not be able to determine which change solved the problem.

If the MFP cannot find the SMTP server

1. Check the spelling of SMTP Server.
2. Remove https://, spaces, a slash and the port number from this field.
3. Check DNS Server (Primary) and Default Gateway.
4. Restart the MFP’s network section after changing DNS.
5. Check the server name with the nslookup command on a computer.
6. Do not substitute a random IP address for a cloud SMTP server.

A correct value looks like smtp.gmail.com or smtp.office365.com. The port is entered in a separate field.

If the server is reachable but a secure connection cannot be established

1. Match the port with SMTP Encryption.
2. Check the date, time and time zone.
3. Check the port with Test-NetConnection from a computer.
4. Make sure the organization is not intercepting TLS using a certificate that the MFP does not trust.
5. Check and update the device firmware.
6. If the modern server requires TLS 1.2 or later and the MFP cannot negotiate the connection, do not disable encryption over the internet. Use a compatible local SMTP relay.

If a login or authentication error is displayed

1. Enter the full e-mail address in SMTP User ID.
2. Delete the saved password and enter it again.
3. Check character case and spaces.
4. For Gmail, enter an app password instead of the normal account password.
5. For Microsoft 365, check Authenticated SMTP and the organization’s policies.
6. Set Authentication Method to SMTP if a user name and password are being used.
7. Make sure From matches the login address or that Send As permission has been granted for it.
8. Check whether the password was changed after the initial setup.

If the server accepts only OAuth, entering the password again will not solve the problem. Use SMTP relay or another service compatible with the MFP’s capabilities.

If there is no error on the control panel but the e-mail is not received

1. Check the Spam and Junk Email folders.
2. For Microsoft 365, ask the administrator to check Message Trace and quarantine.
3. For Google Workspace, check Email Log Search.
4. Compare From with the address permitted by the server or relay.
5. First send the scan to an address inside the same domain, then to an external address.
6. If the internal address receives the e-mail but the external address does not, check the limitations of Direct Send or the restricted SMTP server.
7. When using a relay, check SPF and the rules for permitted senders.

A successful transmission message on the control panel means that the SMTP server accepted the e-mail. After that, the mail system may still place it in quarantine, reject it because of a domain rule or prevent delivery to an external recipient.

If a small e-mail is sent but a large scan is not

1. Set the resolution to 200 or 300 dpi instead of 600 dpi.
2. For text documents, select monochrome or grayscale mode.
3. Use PDF and suitable compression.
4. Split a large document into several e-mails.
5. Check the message-size limit on both the sending and receiving servers.
6. If large documents are scanned regularly, use Scan to Shared Folder, Scan to USB or scanning from a computer.

E-mail encoding additionally increases the size of the attachment. Therefore, a PDF that is already close to the server’s permitted limit may be rejected after it is added to the e-mail.

Updating firmware for TLS errors

Before configuring an intermediate relay, check the current firmware for OKI MB472dnw, OKI MB492dn or OKI MB562dnw.

1. Write down the current firmware version and network settings.
2. Select the exact model on the support page.
3. Use the latest Firmware Update Tool.
4. Connect the MFP and computer to a stable network.
5. Do not turn off the device or network equipment during the update.
6. After the restart, check SMTP Server, port, encryption, From and the minimal sending test again.

When an intermediate SMTP relay is required

A relay becomes necessary if correct settings do not help for one of the following reasons:

• the mail server accepts only OAuth;
• the MFP does not support the required TLS version or cipher suites;
• the organization blocks Basic Authentication;
• app passwords are prohibited by security policy;
• a user’s mailbox password cannot be stored in the MFP;
• several older devices need to be managed centrally.

A local relay should accept messages only from the MFP’s fixed IP address, allow only specified From addresses and forward e-mails to the modern service over a secure connection. Do not expose such a relay to the internet or allow anonymous sending from the entire local network.

If a secure relay cannot be configured, use Scan to Shared Folder, Scan to USB or ActKey/TWAIN. These methods allow you to continue working without weakening the security of the e-mail account.