Thursday, September 8, 2016

Office 365- Options to Send email from Device or Application

In this post will see how we can send email from any device such as printers/scanner and any business applications when all mailboxes are in Office365. If our all mailboxes are in Office 365 and some Exchange servers  are in on-premises such as hybrid deployment than we can use our device or applications in local network and route the email via on-premises Exchange server as we can set the receive connector for receive the email from a device or an application.

If your all mailboxes are in Office 365 than there are three option to send email to recipients :

1. SMTP client submission.
2. Direct Send.
3. SMTP Relay.

SMTP client submission

Each device/application must have the authentication to Office 365 and have the own sender address such as to send email using SMTP client submission. Mailbox from outside of the Office 365 are not supported.

SMTP client submission can allows to send email to internal as well as external recipients. Also you can send email from any location or IP address and bypass the most spam checks from email sent to internal which will help to protect company IP addresses from being blocked.

                                   Diagram Courtesy from Microsoft

Basic Requirement

Must have the user name and password to send email on the device.
Office 365 license must be assigned to mailbox.
Must enabled TLS.
Port 587 or 25 is unblocked on firewall/network.
Domain must be verified and accepted domain for Office 365.
Smart host for third party hosted application

Direct Send

In Direct Send as name implies, the device or application  will handle send all email directly and Office 365 is not use to send the email. In this case Office 365 will not relay the any email for external and will deliver to hosted mailboxes only.

We can use the direct send where device/application  is not using SMTP client to send email one of the simplest method is direct send in this there is no Office 365 configuration required.
Direct send allows each users  to send email using there own email address.
You can also use Direct Send when device/application does not support the TLS.
When you are sending the bulk email via SMTP client submission Office 365 does not allow in this case you can use the Direct Send methods.
Windows SMTP can provide the direct send routing capability if some device /application does not support the direct send methods.
                                        Diagram Courtesy from Microsoft

Basic Requirement

Port 25 must unblocked on network.
Static IP address recommended for avoid the spam.

SMTP Relay

This method of relaying messages allows Office 365 to handle email delivery on mailbox behalf by authenticating using  public IP address or a certificate.  Device/ Application can send email as any email address within owned and verified domains. The email address does not have to resolve to an Office 365 mailbox. However, if the email address doesn’t exist, then recipients that reply to the emails will receive a Non-Delivery Report (NDR). If the device or application is used to send spam or bulk email against the Office 365, the email address and/or IP may be blocked by Office 365. If device/application supports or requires authentication, you may want to consider the Client SMTP Submission method instead.
Office 365 connector for authentication of the device/application with using the Office 265 IPs, device/application can send the email using any addresses (address uses one of the office 365 domain), the email address does not required to associated with any mailboxes, you can send email such as mailbox.

SMTP relay does not require Office 365 license on mailbox to send emails.
                                       Diagram Courtesy from Microsoft

Basic Requirement

Static IP address for devices/applications.
Connector must be configure between Office 365 and device/application.
Port 25 must be open in network.
Only Office 365 licensed user can send email to SMTP relay.

For Troubleshooting and Configuration click here

References :

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