Scan to webmail - RICOH MFP Feature

Scan to webmail is a Ricoh scanner feature, enabling documents to be scanned and sent directly from a multifunction product (MFP) to email.

Scan to webmail is very secure and cost effective—there’s no need to purchase additional software or hardware.

How does it work?

Scan to webmail—also known as SMTP over SSL—is supported when using Scan to email via an SMTP server. The SSL encryption via the SMTP server secures the email being sent, and protects against unauthorised access to the mail server.

Setting the SSL for SMTP connection is specified by the administrator who sets up email using SMTP over SSL from the operation panel of the MFP.

Supported file formats

Scan to webmail 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.

Need additional security?

With Scan to webmail, the administrator and users’ username and password can be encrypted. Usernames, passwords, and internet printing protocol (IPP) authentication can be made more secure by using IPsec, SNMP v3, and SSL simultaneously. When SMTP over SSL is enabled, Internet fax will be disabled—Ricoh devices with a GW controller don’t support SSL reception

When using IPsec or SSL functions on Ricoh MFPs with a GWNX controller, AES 256-bit and SHA-2 advanced encryption algorithms can be applied.

Scan to webmail also allows users to add a digital signature to their communications.

These security features are particularly useful for customers that communicate with government departments requiring a high level of information security.

Benefits for the customer

• Mobility—Scan to webmail provides users with convenient access to their scanned information—ideal for users working offsite or travelling
• Secure transmission—users can securely Scan to webmail, protecting both the email and the information on their mail server
• Secure retrieval—unlike fax transmissions, scanned documents are sent directly to the intended recipient’s email account and are not left on a fax machine awaiting collection
• Cost effective—securely scan documents to email without the cost of additional software or dedicated hardware