Ricoh scan to email setup — SMTP settings via Web Image Monitor

Q: Large scans time out

Increase Max. E-mail Size under the same page, or reduce scan resolution. Scanhive accepts up to 50 MB per scan.

These are working scan-to-email settings for Ricoh MP, IM and SP series MFPs (also Savin and Lanier equivalents). They point the printer at Scanhive instead of at Gmail or Microsoft 365, so the device no longer needs a mailbox password and isn't affected by either provider withdrawing basic authentication.

The settings

SMTP server	`smtp.scanhive.net`
Port	587 (or 25 on older devices)
Encryption	STARTTLS if offered — plain works for older firmware
Authentication	SMTP AUTH (LOGIN or PLAIN)
Verify server certificate	Off — see the note below
Username	from your dashboard, e.g. `prn_ab12cd34`
Password	shown once when you add the printer (rotate any time)

Turn “verify server certificate” off. Your scan is still encrypted over STARTTLS. That setting only asks the printer to check our certificate against its built-in list of authorities, and Ricoh firmware ships with old, un-updatable lists that often don't recognise modern certificates — so leaving it on makes some devices refuse to connect.

Step by step on a Ricoh device

Configure this from Web Image Monitor — browse to the device IP and log in as Administrator. The panel can usually do it too, but the browser interface is far quicker and lets you paste the password.

Go to Device Management → Configuration → E-mail (under Device Settings).
Set SMTP Server Name to smtp.scanhive.net and Port No. to 587.
Set Use Secure Connection (SSL) to On if your firmware offers STARTTLS on 587; older firmware should leave it off and use port 25.
Set SMTP Authentication to On, then enter your Scanhive username in SMTP Auth. E-mail Address / user name and the password below it.
Set Administrator's E-mail Address to any valid address — it becomes the device's sender.
Apply, then test with Scanner → Send E-mail on the panel.

Common Ricoh problems

The auth field expects an email address

Ricoh labels the SMTP auth user as an e-mail address on some firmware. Enter the Scanhive username exactly as issued (prn_…) regardless of the label — it is not an address.

Error code 'Transmission failed' with no detail

Check Port No. actually saved. Ricoh's e-mail page silently reverts the port when Secure Connection is toggled after the port is set — set the encryption option first, then the port.

Large scans time out

Increase Max. E-mail Size under the same page, or reduce scan resolution. Scanhive accepts up to 50 MB per scan.

Where the scan goes next

Once the printer can send, Scanhive decides what happens to each scan: deliver it to one or more verified email recipients, file it into encrypted storage, push it to Dropbox, Google Drive, OneDrive, SharePoint, S3 or SFTP, or post it to another system. That's configured once in the dashboard under Routes and applies to every scan from the device.

Don't have a Scanhive account yet? Create one free — adding a printer takes about a minute and gives you the username and password for the steps above.