Multi-Function Device Setup

Last Updated: 08/16/2018

The following setup instructions and best practices are recommended for the successful setup of a Xerox or Konica Minolta multi-function device (MFD) on the CU Boulder campus. For help, please contact the IT Service Center at help@colorado.edu or call 303-735-4357 (5-HELP from a campus phone).

Scan to Email

OIT recommends using a shared or department-wide email account for MFDs. The same account can be used for all department MFDs. If you need to request an email account, contact the IT Service Center (help@colorado.edu or or 303-735-4357).

*Note: Do not use personal email accounts for MFD authentication due to the potential for abuse.

Server Configuration

To make changes on scan to email settings, either configure on the device directly, or enter your multi-function device’s static IP into a browser. From there, login to the device administration page with your device’s unique credentials.

*Note: Your department may or may not have admin credentials to administer the printer. If your department has an IT Practitioner, they should configure SMTP settings. If your department does not have an ITP, please contact customer support for your printer brand for assistance accessing the device admin page. 

All MFDs at CU Boulder using scan to email functionality should have the same server configuration:

  • Server: smtp.colorado.edu
  • Authentication: STARTTLS
  • Port: 25 or 587 (both work on campus)
  • Username: AccountLoginName for the shared/department email
  • Password: AccountPassword for the SMTP Server Address

Xerox Setup

  1. Go to Properties
  2. On Configuration Overview, choose Settings for Email
  3. Click the Edit link for SMTP (E-mail)
  4. Enter the server configuration: 
    • Server: smtp.colorado.edu
    • Authentication: STARTTLS
    • Port: 25 or 587 (both work on campus)
    • Username: AccountLoginName
    • Password: AccountPassword for the SMTP Server Address​​​

Contact Xerox Customer Service for troubleshooting assistance or request a Xerox Support Portal login.

Konica Minolta Setup

  1. Choose Network
  2. Go to Email Setting on the left hand menu
  3. Choose Email TX (SMTP)
  4. Enter the server configuration information:

    • Server: smtp.colorado.edu
    • Authentication: STARTTLS
    • Port: 25 or 587 (both work on campus)
    • Username: AccountLoginName
    • Password: AccountPassword for the SMTP Server Address

Contact Konica Minolta Customer Service for troubleshooting assistance.

Troubleshooting 

  • If smtp.colorado.edu is not connecting, confirm the DNS settings are populated. Visit the IP Address and Hostname Management page for DNS settings. 
  • If authentication is not supported, either in full or in part, (i.e. STARTTLS not an option), we will support creating a relay exception. Request a static IP address (Request must be made by a Telecommunications Liaison or Computer Support Representative). The IT Security office will need to approve the exception and the IT Service Center can assist with set up. 

Scan-to-Folder functionality

  • If the file server is in the campus Active Directory (e.g. files.colorado.edu), you must request a secondary account in the AD. Contact your DDS Technician or the IT Service Center for help to build a folder and network share structure for fax and scan to folder functionality.
  • If in files.colorado.edu, contact IT Service Center (help@colorado.edu or 303-735-4357).

Best Practices

If the new MFD is replacing another printer or MFD, it is recommended to keep both devices for a short time to allow for a successful transition to the new device.

Transition plan should include:

  • Ample time to train users
  • At least two weeks advance scheduling of desktop support assistance to provide desktops with necessary print drivers, network share configurations, etc.