SMTP relay not sending to external addresses
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Sending emails from a scanner or web application can always be challenging. You don’t want to use a mailbox (with username and password) for this, but preferable an SMTP server that sends the mail for you. This is where we can use SMTP Relay in Office 365. Show
The problem with SMTP Authentication these days is that we want to use MFA on all our Office 365 accounts. When we create a dedicated mailbox for sending emails, we still can’t authenticate (and secure) it properly. This is also the reason that Microsoft doesn’t support SMTH AUTH anymore for new tenants created after 2020. SMTP Relay, on the other hand, allows applications and devices to send email through your Exchange Online mail server. Protection is done based on your public IP Address(es), allowing only applications and devices from your network to use the SMTP Relay connection. In this article, I will explain how you can set up an SMTP Relay in Office 365 and the difference between Direct Send and SMTP Relay. SMTP Relay vs Direct Send in Office 365Before we take a look at how to set up SMTP Relay in Office 365, I first want to explain to you the difference between SMTP Relay and Direct Send. Because both use the MX endpoint as an SMTP server address, but they both have their own use case. Direct Send in Office 365 is used to deliver email to only your internal mailboxes. This means that you can’t scan a document and email it directly from the scanner to an external email address. You will need to scan it to your own mailbox, and in Outlook forward it to the external contact. But the advantage is Direct Send is that you can use it also for third-party applications and it doesn’t require a static IP address for authentication. SMTP Relay on the other hand can be used to send emails directly to external contacts, but only from networks (public IP addresses) that you have defined.
To set up an SMTP Relay we first need to know the public IP Address of the network where the device is located. If you want to use SMTP Relay for your local multifunctional (scanner), then just open the browser and visit myip.com. Note the IP Address, we will need that later.
To use the connector we will need to look up the MX record for your Office 365 tenant. The value of the MX record is used as SMTP Server Address in your device.
The format of the value is pretty standard: # MX Record structure Use this address in your scanner or application as SMTP Address. Update your SPF RecordTo prevent the mail from ending up in the spam folder, we will need to edit the SPF record. The SPF record identifies which endpoints (servers) are allowed to send emails on behalf of the domain. By default your SPF Record looks like this: v=spf1 include:spf.protection.outlook.com ~all We are going to add our Public Ip Address to it: v=spf1 ip4:10.11.12.13 include:spf.protection.outlook.com ~all # or for mutliple IP Addresses: v=spf1 ip4:10.11.12.13 ip4:20.21.22.23 include:spf.protection.outlook.com ~all Keep in mind that DNS changes can take a couple of hours to apply. But after that, you should be able to send emails using your newly created SMTP Relay Connection. Edit SMTP Relay ConnectionYou can use one SMTP Relay connection to send emails from multiple IP Addresses. So you don’t need to create a connection for each branch office that you have for example. To add an IP Address to an existing connection, we can simply open an existing one:
Using PowerShell to create SMTP Relay ConnectionYou can also use PowerShell to create an SMTP Relay connection in Office 365. This is especially useful when you need to create the same SMTP Relay connection in multiple tenants or if you just love to use PowerShell. Make sure that you are connected to Exchange Online. You can read more about connecting to Exchange Online in this article. There are a couple of parameters that we need to set:
You can find all parameters with their description in these Microsoft docs. So to create the SMTP Relay connector in Office 365 with PowerShell we can use the following code: New-InboundConnector -Name "SMTP Relay POSH" -ConnectorType = 'OnPremises' -SenderDomains * -SenderIPAddresses 10.11.12.13 -RestrictDomainsToIPAddresses $true Or a bit more readable: # Set the parameters
$parameters = @{
Name = 'SMTP Relay POSH'
ConnectorType = 'OnPremises'
SenderDomains = '*'
SenderIPAddresses = '10.11.12.13','20.21.22.23'
RestrictDomainsToIPAddresses = $true
}
# Create the SMTP Relay connector
New-InboundConnector @parametersWrapping UpKeep in mind that you can’t SMTP Relay or Direct send for bulk emails. Microsoft applies reasonable limits to the connection and throttling to protect Microsoft 365 services. Make sure that you configure the SPF records correctly because this will prevent your emails from ending up in the spam folder. I hope you were able to create your SMTP Relay connection in Office 365 with this guide. If you have any questions, just drop a comment below. Can Office 365 SMTP relay work with external address?To send email using Microsoft 365 or Office 365 SMTP relay, your device or application server must have a static IP address or address range. You can't use SMTP relay to send email directly to Microsoft 365 or Office 365 from a third-party hosted service, such as Microsoft Azure.
Why is my SMTP server not sending emails?Check whether there is network access from CSO to the SMTP server. Check whether the firewall is blocking SMTP traffic to SMTP server or whether the ports are blocked. If the server settings and authentication settings are correct, check whether the firewall is blocking port 587 and 465 and SMTP traffic.
What is an external SMTP relay?An SMTP relay is a mail server or “MTA” (Message Transfer Agent) that is directed to hand off your message to another mail server that can get your message closer to its intended recipient - the finish line. An SMTP relay service is simply an SMTP relay that is run “in the cloud” rather than your own data center.
Can a shared mailbox be used for SMTP relay?For SMTP relay, we can use an unlicensed account such as shared mailbox.
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