Copier email is easier to support when the underlying mail-flow concepts are clear. Microsoft 365 offers several ways for devices and applications to send email, and they do not all solve the same problem.
Why this matters
Direct Send can be useful for internal delivery but has recipient and routing limitations.
Authenticated client submission is tied to a mailbox identity and can support modern authentication.
Keep the copier simple
The copier is usually the hardest component to update and the least pleasant place to troubleshoot identity. Where possible, keep the device-side configuration limited to ordinary SMTP settings and move modern authentication, token refresh, policy, and detailed logging into a service designed to handle them.
Practical points to consider
- SMTP relay through a connector may fit environments with stable public IP addresses and centralized mail flow.
- A cloud relay service can hide provider complexity from devices that only know traditional SMTP.
- Choose based on external-recipient needs, public IP availability, authentication capability, and operational complexity.
What a supportable setup looks like
A good Scan-to-Email design should be understandable months after it is installed. IT should know which device is sending, which cloud connection is being used, which destinations are permitted, and where to look when delivery fails.
That usually means using a dedicated or clearly owned sender identity, encrypted credentials or tokens, modern TLS on the cloud side, useful logs, and a documented reconnect process. It also means avoiding broad permissions simply because they are easier to configure.
Where CM Relay fits
CM Relay is designed as the compatibility and policy layer between copiers or other SMTP devices and modern cloud services. The copier can continue using a familiar SMTP workflow while CM Relay handles OAuth-based delivery, connection health, logging, and policy controls such as sender and destination restrictions.
That approach lets an organization modernize the email path without turning a copier replacement project into the only security option.
Further reading
- https://learn.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-microsoft-365-or-office-365
- https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/authenticated-client-smtp-submission
Next step
If your organization is still relying on old SMTP credentials, inconsistent copier settings, or manual workarounds, start by documenting the current Scan-to-Email path. From there, you can decide which parts need to be modernized without disrupting the user experience.
https://cmrelay.com/features/ or https://cmrelay.com/contact/ to discuss your environment.