Scan to email

Scan to email allows files to be scanned and sent to email addresses directly from supported Ricoh printers or multifunction products (MFPs).

How does it work?

Documents are scanned on the platen glass or the document feeder. When the Scan to email function is selected, the scanned document is sent to one or more email addresses over the internet or the intranet, via the mail server. 

A maximum number of email addresses per job is dependent on the device’s specifications. Many Ricoh devices allow users to combine Scan to email and Scan to folder destinations in the same job. 

No dedicated server or software is required to enable Scan to email.

 

Emailing files from the document server

Several files can be sent at one time directly from the document server. A time limit on how long the files will remain available can also be specified.

Accessing the scanned files

Scanned files are accessed as an email attachment.  

Alternatively, users can send scanned documents stored in the document server and include a URL in the email. This allows the recipient to retrieve the document from the document server while reducing network traffic—especially if they don’t need to download the document.  

Supported file formats

Scan to email supports single-page TIFF, JPEG, PDF, PDF/A, and high compression PDFs, as well as multi page TIFF, PDF, PDF/As, and high compression PDF file formats.

Enlarging or reducing scans

Ricoh MFPs with a GWNX controller allow users to automatically reduce or enlarge the size of their scan to a different supported paper size.

For example, an A4 size document can be scanned to A5 paper size. This is ideal to save both storage space, and paper, if the document will be printed in the future. 

Note: The reduce/enlarge scan size feature doesn’t support the high compression PDF file format.

Address storage and retrieval

Email addresses can be selected from the local address book or LDAP server, or entered manually at the operation panel. The address book can be easily managed via Ricoh’s Web Image Monitor. 

Is it secure?

Scan to email supports SMTP and POP before SMTP authentication, to prevent unauthorised access to the mail server. Users can also add a digital signature using the Scan to Digitally Signed PDF feature.

And to ensure the emails are only sent to authorised destinations, the administrator can configure these settings at the device:

• Disable the manual entry of email addresses—restricting the user to enter email addresses from the device address book only
• Restrict users from adding to or changing the address book.

 

Ricoh MFPs with a GWNX controller allow users to automatically reduce or enlarge the size of their scan to a different supported paper size.

 

Target customers

Anyone who needs to scan and email documents securely—either to their own, or to another email address. 

Benefits for the customer

• Cost savings—transmission costs are less than sending faxes, because documents are sent via the internet or intranet
• Security—more secure than fax transmissions because scanned documents are sent directly to the intended recipient’s inbox with the option of adding a digital signature
• Convenience—email addresses can be stored at the device for quick retrieval