Ricoh multifunction printers (MFPs) are powerful tools that can do more than just print—they also allow you to scan documents directly to email. This feature is especially useful in offices where digital documentation and quick communication are essential.
In this guide, we’ll walk you through the simple steps to set up and use the Scan to Email function on a Ricoh MFP.
What You Need Before You Start
Before scanning to email, make sure the following is ready:
The printer is connected to the network (LAN or Wi-Fi).
SMTP (email sending) settings are configured on the printer.
You know your email server details (SMTP server, port, authentication, etc.).
You have access to the printer’s admin settings.
Step 1: Access the Admin Settings
On the Ricoh touch screen, press the Home button.
Select User Tools or System Settings.
Choose Administrator Tools (you may need a login password).
Step 2: Configure SMTP Server Settings
Go to Email Settings or SMTP Settings.
Enter the following details:
SMTP Server Address (e.g., smtp.gmail.com)
Port Number (e.g., 587 for TLS, 465 for SSL)
Authentication Method (enable SMTP authentication if needed)
Email Address (the default sender email)
Login Credentials (if your email server requires login)
Enable SSL/TLS if required by your email service provider.
Save the settings and exit.
Tip: If you’re using Gmail, you may need to enable “Less secure app access” or create an “App Password” from your Google Account.
Step 3: Register Email Addresses (Optional)
You can register frequently used email addresses in the address book:
Go to Address Book Management.
Add a new contact with a name and email address.
Save the contact for easy selection during scanning.
Step 4: Start Scanning to Email
Place your document on the scanner glass or in the document feeder.
Press the Scanner or Scan button on the home screen.
Choose Scan to Email as the destination.
Select the recipient:
Choose from the address book, or
Manually enter the email address.
Adjust scan settings if needed (resolution, file type, color).
Press Start to begin scanning.
Step 5: Confirm Email Is Sent
Once scanning is complete, the printer will send the scanned file to the selected email address. You may see a confirmation on the screen.
If there’s an error, double-check the SMTP settings and network connection.
Final Tips
Make sure your firewall or antivirus isn’t blocking outgoing email from the printer.
Keep your SMTP credentials updated if your email provider changes settings.
You can scan in different formats like PDF, JPEG, or TIFF depending on your needs.
By using the Scan to Email function on your Ricoh MFP, you can streamline your document handling and send important files quickly without needing a computer. This feature is a game-changer for busy offices that rely on fast digital communication.
1. Paper Jam
Problem: One of the most common printer issues is a paper jam. It can be caused by misaligned paper, worn rollers, or using paper that doesn’t meet the printer’s specifications.
Solution:
Gently open the printer covers and trays.
Follow the printer’s display instructions to locate and remove jammed paper.
Ensure paper is properly loaded, not wrinkled, and within the recommended weight range.
Clean the feed rollers if jams occur frequently.
2. Poor Print Quality (Faded, Streaky, or Blurry Prints)
Problem: Prints come out with streaks, faded text, or smudges.
Solution:
Check toner levels and replace low or empty cartridges.
Run the internal cleaning or calibration function from the printer menu.
Make sure you are using the correct paper type for your print job.
Inspect the drum unit or fuser for wear or damage.
3. Printer Not Responding or Offline
Problem: The printer is not showing up on the network or isn’t responding to print jobs.
Solution:
Make sure the printer is powered on and connected to the network (via Ethernet or Wi-Fi).
Check for any error messages on the printer screen.
Restart the printer and your computer.
Verify the correct printer driver is installed and up-to-date.
On Windows, go to “Devices and Printers,” right-click the Ricoh printer, and ensure it’s set as default and not paused/offline.
4. Slow Printing
Problem: Documents take too long to print.
Solution:
Reduce print resolution if high-quality printing is not needed.
Avoid printing large image-heavy documents in standard mode.
Check for network issues that may be slowing communication.
Ensure the printer’s memory (RAM) isn’t overloaded — restart the device if necessary.
5. Scan to Email or Network Fails
Problem: Scan to email or folder function isn’t working.
Solution:
Check the SMTP settings for scan-to-email: verify server address, port, authentication, and SSL/TLS settings.
For scan-to-folder, confirm the shared folder’s path is correct and the printer has proper permissions to access it.
Test the connection by scanning to another email or device.
Ensure firewall or antivirus software isn’t blocking the connection.
6. Toner Cartridge Not Recognized
Problem: After installing a new toner, the printer says it’s missing or not recognized.
Solution:
Reinstall the toner and make sure it’s seated properly.
Use genuine Ricoh toner to avoid compatibility issues.
Restart the printer after installation.
If the issue persists, check for firmware updates.
Final Tips:
Always keep your Ricoh printer’s firmware up to date.
Clean the machine regularly and use recommended supplies.
Refer to the printer’s user manual or Ricoh’s support site for model-specific troubleshooting.
Conclusion
By understanding these common Ricoh printer problems and their solutions, you can minimize downtime and keep your workflow running smoothly. Most issues can be fixed with a few simple steps — and when in doubt, Ricoh’s support and documentation are always good resources to turn to.