Scan to SharePoint from any printer, with no vendor app

Most printers cannot talk to SharePoint Online. All of them can send email. SMTP-365 turns that into scan-to-SharePoint: each destination folder gets an email address on a private pseudo-domain, and anything scanned to that address lands in the folder as a PDF.

How it works

1. On the appliance, add a route: pick a name such as accounts, choose the SharePoint site's document library and folder from the built-in picker.
2. The address accounts@sharepoint.local is live immediately. Add it to the printer's address book like any other contact.
3. A user scans to "Accounts" on the printer. The scan is converted to PDF if it arrived as images, uploaded through Microsoft Graph into that folder, and named after the file the printer sent (or the email's subject line when the file has no name). If a file of that name already exists, the new one is numbered rather than overwriting it.
4. If a scan is sent to a name with no route yet, it is held on the appliance and the administrator is emailed; create the route and re-queue with one click.

What you get

• Works with every brand of MFP and any firmware: the printer only sends email.
• The appliance holds a permission on one SharePoint site (Sites.Selected), not the whole tenant, so no other SharePoint site is reachable. Its mail permissions (Mail.Send and, for attachments over 3 MB, Mail.ReadWrite) are a separate matter: they cover every mailbox until you apply the Exchange scope the setup page gives you, which limits them to your scanner mailbox.
• Scans go from the printer to the appliance to your tenant. No third party, no cloud scanning service.
• Combine with email: the same printer scans to colleagues' inboxes and to SharePoint folders, from the same address book.
• Large files are uploaded in chunks; failures are retried and never silently dropped.

Compared with the print vendors' own scan-to-cloud

Canon uniFLOW Online, Xerox Workplace Cloud, Konica Minolta's marketplace apps, Ricoh Smart Integration and PaperCut all offer scan-to-SharePoint with OCR and workflows, priced per device or per user, for that vendor's machines. If you need OCR and workflow, use them. If you need scans in the right folder from a mixed fleet at a fraction of the cost, and the UPS and NAS fixed at the same time, SMTP-365 does that on one licence.

Setting it up

The setup wizard connects the appliance to Microsoft 365 with one administrator sign-in and creates the application with up to three permissions: Mail.Send, Sites.Selected and, only if you tick large attachments, Mail.ReadWrite (Microsoft requires it for email attachments over 3 MB). Routes are added on the SharePoint page. The installation guide covers it step by step.

Updated 2026-10-10. Menu names and screens vary between models and firmware versions; if yours differs, look for the same fields under the device's email, SMTP or notification settings. Corrections welcome at helpdesk@smtp-365.com.