I'm looking for some guidance on a project at my workplace, where we're currently struggling with Scan-to-Email features. We manage around 50 properties, each equipped with different types of scanning machines—from full-size scanners to standard HP devices. Recently, we've encountered numerous issues with Scan-to-Email, and we're considering more modern solutions like Scan-to-SharePoint. However, we're concerned that authentication with Microsoft might pose a challenge. Another option we're considering is using an SMTP Relay. Could anyone share their experiences or recommendations for replacing Scan-to-Email? What systems have worked well for your company or business that were also easy to set up? Thanks for the help!
4 Answers
I've had positive experiences with SMTP2Go. Just a heads-up: using Scan-to-SharePoint can be a bit clunky and slow, especially with the built-in integration options I've seen so far.
Honestly, I'm not a fan of Scan-to-Email anymore—there are just too many phishing scams out there pretending to be things like voicemail or e-fax notifications. If you have access to PaperCut MF, you could consider features like scan-to-home folders or directly to OneDrive instead.
I'd recommend going with an SMTP relay, to be honest. We transitioned from SMB scanning to NAPS2 and then settled on using an SMTP relay. We mainly use Lexmark devices, which have a cloud service that works pretty well for scanning and printing needs. Still, we're thinking of sticking with Scan-to-Email for now because it works okay for us.
I've encountered similar challenges in real estate/property management. We opted for an SMTP relay as well, and there are a lot of good providers out there. Given the varied use cases—like legal documents for HOA managers or receipts for accounting—this approach has helped. It allows users to manage their own documents via email and upload them to file shares as needed, which keeps things simpler.
Yeah, SMTP2Go seems to be the go-to solution for many, if I remember correctly.