Is your Ricoh affected?
In Web Image Monitor (the copier's IP address in a browser), sign in as administrator and open Device Management, then Configuration, then Email under Device Settings. On the copier itself it's usually under User Tools, System Settings, File Transfer.
If the SMTP server is smtp.office365.com (usually port 587) and the copier signs in with a Microsoft 365 email address and password, it's affected. Menu names vary by model; your dealer can also check over the phone. Or answer three quick questions and see.
What Ricoh offers
Many recent Ricoh IM models can sign in to Microsoft 365 with OAuth after a firmware update. Older MP series machines generally can't. Ask your dealer whether your exact model and firmware can do it: if it can, that's the cleanest fix.
If your Ricoh can't use OAuth
- Scan to a folder or OneDrive instead of email, if your staff don't mind the change.
- A Microsoft 365 connector, if your office has a static public IP address and someone to set it up.
- A local relay. Scan Relay, which I make, runs on any always-on office PC. You point the Ricoh at that PC instead of smtp.office365.com, and it passes each scan on to Microsoft 365 with modern sign-in. No firmware update, static IP or DNS changes. Free for 14 days, then $99 once per office.
Setting up the Ricoh for Scan Relay
- Install Scan Relay on a PC that stays on and sign in with the Microsoft 365 mailbox scans should come from.
- In the Ricoh's email settings, set the SMTP server to that PC's address (Scan Relay shows it), port 25, no SSL/TLS. Leave any username and password; Scan Relay ignores them.
- Send a test scan.
Test before the end of December, while the old way still works as a fallback. More detail is in the full guide. Copier dealers and IT providers can buy wholesale licenses.