Ricoh IM5000 Scan to Email
Posted by One_Lime3561@reddit | sysadmin | View on Reddit | 6 comments
Hi everyone,
I’m about to set up scan-to-email on a Ricoh IM5000 and just want to make sure I’m not missing anything before I start.
Here’s what I’ve already done:
- Created a Gmail account
- Enabled 2-step verification
- Generated an App Password
- Planning to use Gmail SMTP (smtp.gmail.com, port 587, STARTTLS)
The copier is connected to the network and internet.
Before I go into the admin settings and configure SMTP, I wanted to ask:
- From your experience, is there anything else I should prepare or check?
- Any common things people miss?
- Do I need to configure anything besides SMTP (like DNS, certificates, or anything else)?
- I saw some references to “file transfer” settings — is that relevant for scan-to-email or not?
If anyone has done this on a Ricoh or similar device, I’d really appreciate any tips or steps.
Thanks!
1d0m1n4t3@reddit
Everyone is going to tell you to use Smtp2go
siedenburg2@reddit
Yep, everything else sounds ok, except for installing the newest firmware.
Sometimes and with encryption you can get weird errors with an older firmware.
Also, why smtp over gmail? Normally you have an internal mailserver, or an smb server or similar that can be used instead.
ExceptionEX@reddit
10 years I would agree with you, but tons and tons of businesses have gone 0 local infrastructure, with all those traditional elements being replaced with cloud services.
siedenburg2@reddit
Don't forget that printers are also mostly 10yr+ old tech, so it fits.
The question was because some doesn't play nice with newer technology like oauth or newer ciphers. And you could think that a cloud first company has every document digital or a dedicated system to get everything digital.
ExceptionEX@reddit
Yeah, I haven't really dealt with a company with 10 year old printers. But there are lots of ways of handling that.
Microsoft cloud print for example, in the worse case scenario you can put a little mini PC connected to a dumb printer and it will handle the communications.
But in general printers are so shitty now they rarely last more than 6 years so replacing them with something that can communicate directly hasn't been that big an issue.
That_Lemon9463@reddit
few things people miss with gmail SMTP for MFP scan-to-email:
daily send cap of 100 messages on free gmail (2000 on workspace). scan-heavy environments hit that surprisingly fast. attachment cap of 25MB outgoing too, multi-page PDFs at high DPI exceed it quickly so set the Ricoh to compress or split.
the From address gets rewritten to whoever the authenticated user is. printers that try to set From: scanner@yourdomain end up showing as randomgmail@gmail.com to recipients, which confuses people and trips spam filters on the receiving end.
if you're on workspace, use smtp-relay.gmail.com instead of smtp.gmail.com. it's the official path for MFP/relay traffic. no per-user sending limit, IP allowlist auth, SPF/DKIM alignment works properly when From is on your domain. that's the right answer for any production scan-to-email.
on free gmail, smtp2go or mailgun is a cleaner fit than gmail itself.
file transfer settings on the ricoh are for SMB/FTP scan destinations, separate from scan-to-email. ignore them unless you also want scan-to-folder.