Test Scan to Email on a Ricoh Copier

Check that your Ricoh copier can send scans by email: send a scan to one of our free test addresses and see it online in a minute or two. This guide gives the settings for Ricoh IM and MP models (also sold as Savin and Lanier), on the control panel and in Web Image Monitor, the copier's own web page.

Our fax numbers are also email addresses. Use one of our fax numbers, digits only, followed by @faxbeep.com.

How to test scan to email on your Ricoh

Follow these four steps to check that your Ricoh can send scans by email.

1. Copy a test address

Use one of our fax numbers, digits only, followed by @faxbeep.com.

2. Send from your Ricoh

Press Scanner, then Scan to Email, type the address, and scan 2 or 3 pages as one PDF.

3. See the result

Your scan appears on our home page in a minute or two, marked "Received by email".

4. Check the quality

Look at the orientation, the clarity and the page count.

Before you send: check these settings

Fix this first: your Ricoh IM splits scans into several emails. From the factory, Maximum Email Size is on at 2048 KB (2 MB), and Divide & Send Email is Yes (per Page). A scan above 2 MB goes out as several emails, and each email arrives here as a separate test with only part of the scan.

To fix it, go to Settings > Scanner Settings > Sending Settings > Email (Size). Raise Maximum Email Size to 7168 KB, or turn it off. Set Divide & Send Email to Off.

Then scan 2 or 3 pages, not one. With 3 pages, you can see at once if the copier sends one file for each page. Use PDF at 200 dpi, in black and white or color.

Watch for Auto Detect. With [File Emailing Method] set to Auto Detect, the copier sends a small scan as an attachment and a large scan as a link. A link email gets "No attachment found." So a 1-page test can pass while a real 10-page scan fails. Set Attach to Email.

On older MP models, the size setting is Max. E-mail Size, also on at 2048 KB from the factory. A multi-page PDF is not divided on these models, so raise Max. E-mail Size or turn it off.

Send the test from the control panel

You do not need to add our address to the address book. Type it in.

1. On the Home screen, press Scanner, then Scan to Email.
2. Press the destination (+) key, then Enter Using Keyboard.
3. Type the test address and confirm.
4. Check that File Type is PDF (Multi-page).
5. Put 2 or 3 pages in the feeder and start the scan.

The copier needs a sender for each email. If it asks for one, choose a sender, or ask the administrator to turn on Auto Specify Sender Name.

Set up the outgoing mail server (SMTP)

The copier sends the scan through your mail server. Open Web Image Monitor: type the copier's IP address in a web browser. The factory login is admin, with a blank password.

1. Go to Device Management > Configuration > Email.
2. Enter SMTP Server Name and SMTP Port No.. The port is the number of the connection on the mail server. Microsoft 365 and Gmail use 587.
3. Set Use Secure Connection (SSL) if your mail server needs an encrypted connection (TLS).
4. Turn on SMTP Authentication and enter the login.
5. Fill in Administrator's Email Address.
6. Save, then send a test scan to one of our addresses.

For Gmail, use smtp.gmail.com, port 587, and an app password. An app password is a separate password that Google makes for one device, when 2-Step Verification is on.

Testing a client's copier from far away? You cannot press Scan from your desk, but you can see the result from anywhere. Ask someone at the copier to scan 2 or 3 pages to the test address, then watch our home page. You see the scan, the page count and the masked sender, without a call back.

What you can send

TIFF, PDF or JPEG. One file, up to 20 pages and about 5 MB. No PDF passwords.

If your printer makes one JPEG file for each page, set the file format to PDF or TIFF. Then all pages arrive in one file.

What the result tells you

This test checks two things: that your machine can send email, and how the scan looks when it arrives. It does not test a phone line.

What each result means on a Ricoh:

For other printers and copiers, see the scan to email test.

Messages we send back

We do not send a reply email. If we cannot accept your scan, we refuse the email with a short message. Your mail server reports the message, and many printers show or print it.

Ricoh error messages

These messages come from the copier, not from us. They mean that the email did not leave your machine.

After the Microsoft 365 change

Microsoft plans to turn off password sign-in for sending mail from devices (SMTP AUTH with basic authentication) by default for existing Microsoft 365 tenants at the end of December 2026. A machine that sends through smtp.office365.com with a user name and password can stop sending on that date. Change it to the Microsoft sign-in (OAuth), or to a relay, then send a test to one of our addresses.

OAuth is the Microsoft sign-in, which gives the copier a token in place of a stored password. Ricoh added it to IM models in firmware from July 2025. In Web Image Monitor, go to Device Management > Configuration > Email, and under OAuth 2.0 Authentication press Start Authentication. The sender must be the account that signs in. Ricoh says: "If the email sender and the verified email address do not match, email sending will fail." So set Administrator's Email Address to the same account, and turn on Auto Specify Sender Name. TLS 1.2 must be on.

See Recent Test Results