Setting up Google Workspace for a small business – part 7

Email for the servers and scanners

As well as user accounts we have emails being sent from servers and scanners. Google have a help page that says how to do this through SMTP relay. However, I also want to be able to see what has been sent. Up until now we’ve set the scanner to use the shared email account which means if someone replies to a scanned email we see the reply – useful for when we send orders to suppliers. (yes, we still scan paper. I’ve yet to work out an all electronic process that works as well. Maybe when I replace our MS Access database).

I’m not sure if the SMTP relay service will keep the sent email in the shared mailbox but I’ve time to experiment so I’ll try SMTP relay first, and if that fails I’ll have to setup the scanner to used the shared email with an app password.

Solved – activate Comprehensive mail storage “When you have the SMTP Relay service enabled, user mailboxes will keep a copy of the message in the sent folder  (for example, when sending mail from a scanner) if comprehensive mail storage is enabled. This might cause accounts to exceed storage limits if your account’s edition has storage limits”

SMTP relay needs a static IP Address, which we have. When we change ISPs (maybe once every 5 years) I’ll have to remember to update the IP address here.

This took me about 1 hour to get the scanner working. It was a typical error of one setting being wrong – I forgot to change the “sender address” from @rkbb.co.uk to @roots.uk on the scanner.

After that, another hour setting and testing the various servers that send emails.

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