There can be multiple reasons why scan to email may not be working receiving the following errors - Here are the things that should be checked on the printer.
Date & Time
Ensure the date & time on the printer is correct - In order for the printer to successfuly authenticate to the SMTP the date & time must be correct. To adjust the date & time on the printers please follow below
HP: General > Date/Time Settings
Lexmark/Xerox: Device > Date and Time
DNS
If you are not using scan to folder you can use Google DNS. For scan to folder printers you will need to use the local DNS which can be found by following instructions below.
How to find DNS:
1. Open CMD
2. Type ipconfig /all
3. The DNS server will be listed under DNS Servers
Where to find DNS Settings:
HP: Networking > Network Identification
Lexmark/Xerox: Network/Ports > TCP/IP
Gateway
The printer must be using the local gateway to achieve an outbound internet connection - It can be found by following below.
How to find Gateway:
1. Open CMD
2. Type ipconfig
3. The gateway will be listed as “Default Gateway”
HP: Networking > TCP/IP(v4)
Lexmark/Xerox: Network/Ports > TCP/IP
Emails Getting Blocked
If there is a problem with scanning to email on the printers side you should receive an error code or the mail gets stuck in the outbound queue on the printer. If no error is present, more than likely the scans are getting blocked on the receiving end.
It is best to consult your IT to check if mail is getting blocked or redirected to junk folders.
From Address
If the printer is using RBC's SMTP2GO server the from address MUST have the domain of @scan2me.com.au. RBC's SMTP2GO cannot spoof external domains leading to the mail being blocked.
HP: Scan/Digital Send > Default From:
Lexmark/Xerox: Email > Reply Address