Xerox Document Centre 555 Setup Manual

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“Simple”

Scan to Email

Setup Guide

Document Centre 555/545/535

Dc04cc0336

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Simple Scan to Email Setup Guide

May 2004

Scan to Email

Scanning to email from a Xerox DC 555/545/535 requires the support of external email
services on a network. These services may be provided by your own email server and
supported by your IT department. Or, you may be using email services

provided and

supported by your ISP (Internet Service Provider). Configuring the DC 555/545/535 to
email your scanned documents requires information about the email server, and may
require network administrator access as well. You will need to determine the correct
source of information before you begin this setup.

Detailed Online Support information can also be found at the Xerox Website by going to

www.xerox.com

and then choosing Support & Drivers Multifunction

→

DC 555/545/535

DC 555/545/535 5XX Multifunction System

→

Online Support.

Xerox can provide a

fee-based onsite service to completely configure scan to email; call Xerox Customer Support at 1-800-

821-2797 to obtain this service. The configuration information in this document is provided to assist your network
administrator, IT department, or ISP.

XEROX ®, The Document Company ®, the digital X ®, and all Xerox product names are trademarks of XEROX CORPORATION. Other
trademarks belong to their respective owners.

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Simple Scan to Email Setup Guide

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Information you will need before you begin

Before proceeding with email installation and system configuration, each DC 555/545/535 site
must determine the options it wishes to utilize and verify that compatible components are
available. The following sections provide general specifications.
The following sections discuss general information you will need before you begin the
installation.

Email Server Environment

Check with your Email Administrator or your Internet Service Provider (ISP), if they are
providing your email administration services, to determine if you have a compatible
environment for using the DC 555/545/535’s email function.

SMTP Server Compatibility

At minimum, to use the DC 555/545/535 email function you must have an email server to
which the DC 555/545/535 communicates using SMTP (RFC 821 SMTP over IP - Ethernet).
The following list contains other important compatibility information related to the email SMTP
server. The DC 555/545/535:

Uses SMTP, the most widely used protocols for sending and receiving Internet
messages and supported by most email servers.

Uses MIME encoding (RFCs 2045-2049) to transfer email image files. Includes multi-
part MIME encoding to support message body text.

Supports a configurable e-mail message size limitation (20 MB maximum). If an email
message (with large attachment files) exceeds message size limits, the DC
555/545/535 splits the job into segments based on System Administrator settings.

The DC 555/545/535 has tested with the following servers

MS Exchange v5.5

and Exchange 2000

Lotus Domino v4.5 (SMTP only), 4.6 (SMTP & LDAP), and 5.0 (on WinNT4.0,
Win2000, servers).

GroupWise 5.5 and 6.0.

If your email environment is not compatible, call Xerox Customer Support at
1-800-821-2797 to determine if you will be able to set up scan to email.

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LDAP Server Compatibility

To use your company's internal address book requires an LDAP server. The following list
contains other important compatibility information related to the LDAP server. The DC
555/545/535 supports:

LDAPv2 (RFCs 1777, 1778, 1779, 1960, 1823, 2247)

LDAPv3 (RFCs 2251, 2252, 2253, 2254)

The DC 555/545/535 has been tested with the following:

MS Exchange v5.5 LDAP (v3.0) Internet protocol service (on WinNT4.0, Win2000
servers)

Lotus Domino v5.0 LDAP services (on WinNT4.0, Win2000 servers)

Netscape Directory Server v4.11 (on WinNT4.0, Unix servers)

Windows2000 Active Directory Services

Novell NDS (LDAP on Novell 4.x, 5.x, 6.x)

GroupWise 5.5 and 6.0.

Do you plan to use Network Authentication?

Authentication Environments

If you wish to enable authentication, your network must support one of these protocols:

Windows NT 4.0 native Domain Login (SMB authentication)

Windows 2000 (SMB authentication)

Windows 2000 (Kerberos, RFC1510)

Unix (Kerberos, RFC1510)

Novell v4.x, 5.x, 6.x (NDS)

Network authentication is intended to limit use of the
DC 555/545/535 to authorized network users.

If you don’t use an LDAP internal address book, you can skip this section.

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Other Network Details you need

You will be able to perform the scan to email installation process when the following items are
in place for the DC 555/545/535.

TCP/IP enabled –

You can check for this on the configuration report in the section shown in the

illustration. Note that this must be enabled before proceeding. For instructions on enabling TCP/IP refer to
the Admin CD.

Network access –

If you can print to the DC 555/545/535 from your workstation, the network

connection is working properly. If not, you will have to configure printing before proceeding.

Scanning Option enabled –

The Local User Interface (LUI) on the DC 555/545/535 will have a

“Scan” tab if scanning is enabled. If not, you will have to configure scanning before proceeding (refer to
the Scan Kit for instructions). Note that the Scan Kit contains a unique Code number that you must enter.

A workstation on the network so that you can complete the setup using CentreWare
Internet Services and your favorite Web browser.

Domain Name or DNS configured (if used in your organization) –

Check with your Email

Administrator or your ISP’s Email Administrator to determine whether the Domain Name System server is
required.

1. Select

Machine Status

from the control panel on the DC 555/545/535.

2. On the touch screen, press

Print Reports

3. On the Print Reports screen, press

Print System Configuration Report

The following example points out where you can find some of the information on a
configuration report.

To Print a Configuration Report follow these simple steps:

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Is TCP/IP Enabled?

TCP/IP address

Is HTTP Enabled?

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Here’s a list of information to gather before you begin Scan to

Email Setup:

Data Required for TCP/IP

1. DC 555/545/535 Domain Name

Required to connect to the SMTP Server

Example

: If your email address is

Sam@123.com

, your domain name will be

123.com

Data to Set Up Basic Email –

You can find

information for this section

on the configuration report or obtained it from your Email Administrator or

your ISP’s Email Administrator.

2. DC 555/545/535 IP address

This information can be found on the
configuration report ( see page 6)

3. SMTP server IP address OR Host name:

When finding out about the SMTP server, you
should ask if there are routing restrictions on
the server. If so, give the DC 555/545/535
routing access on that server.

4. SMTP Port (default is 25):

5. DC 555/545/535 email address:

We recommend you establish a valid address
on the SMTP server to use as part of Internet
Services Properties. In some instances this
address appears in the email's From field,
which in turn can become a Reply To
address. You can monitor this address to
retrieve such replies (which includes invalid
delivery messages).

6. Maximum message size:

Determine the maximum email message size
that the SMTP server will process (for
example: 10240 KB).

OPTIONAL: Record data only if you intend to use an LDAP server
to access your company's internal address book. –

You can obtain

information for this section from your Email Administrator or your ISP’s

Email Administrator.

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7. LDAP server IP address OR Host name

(if

different from SMTP server)

8. LDAP Port

(default is 389)

(OPTIONAL)

Alternate LDAP server IP

address OR Host name

10. Login Name and Password to access the

LDAP server. Only needed if login required.

11. Root directory to start the LDAP searches.

If the LDAP search should not start at the top
of the LDAP tree, define what root to use.
Searches will not go outside of that root.

OPTIONAL: Supply this data only if you intend to use the Public
address book

12. Name of a CSV format file that lists user ID

and email address

refer to the section later in

this guide: “Using CentreWare Internet Services
to set Up a Public Address Book.” Make sure to
place this file in a location you can browse to
from the workstation you will be using to set up
email. You will not be able to import a CSV file
with a blank name or email field.

OPTIONAL: Record data only if you intend to enable
authentication on the DC 555/545/535 –

You can obtain the

information in this section from your Network Systems Administrator, or

call Xerox at 1-800-821-2797 about Network Support Services.

Provide data for one Authentication Type listed in items 11 -14.
13. Kerberos (Solaris)

IP address OR Host name

Authentication Port (default is 88)

Realm
Backup IP address OR Host name

Alternate IP address OR Host name (maximum 2)

Alternate Realm (maximum 2)

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14. Kerberos (Windows 2000

) IP address OR Host

name

Authentication Port (default is 88)

Domain
Backup IP address OR Host name

Alternate IP address OR Host name (maximum 2)

Alternate Domain (maximum 2)

15. NDS (Novell 4x, 5x, 6x)

NDS Directory Context

NDS Directory Tree

Alternate Directory Contest (maximum 2)

Alternate Directory Tree (maximum 2)

16. SMB (Windows NT 4 and Windows 2000)

Default Domain

Primary Domain Controller IP address OR Host
name

This information is required if the primary

domain controller is located on a different subnet
than the DC 555/545/535.

Alternate Domain (maximum 2)

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Now you are ready to Set Up Scan to Email

The set up process is modular. After performing steps to set up the basic email function, you
will then continue the process required to set up the options you choose.

For basic email you must set up the following:

Enable HTTP and Email on the DC 555/545/535

Use CentreWare Internet Services to Set Up SMTP

Use CentreWare Internet Services to Set Up Email

For additional options, use the following sections:

Use CentreWare Internet Services to Set Up the LDAP Directory

Use CentreWare Internet Services to Set Up a Public Address Book

Use CentreWare Internet Services to Set Up the Authentication Server

Verify Authentication Enabled on the DC 555/545/535

NOTE:

This section only addresses installation information specific to email. Other setup

information such as TCP/IP data (for example TCP/IP domain name) required to install the DC
555/545/535 on a network, must be in place before email can function properly.

BASIC EMAIL SETUP

Enable HTTP, Scan to Email on the DC 555/545/535

NOTE:

If you have already enabled HTTP and Scan to Email at the DC 555/545/535,

proceed to the next section. You can check this on the Configuration Report (see page
6).
1. On the DC 555/545/535 control panel, press

Access

2. Use the keypad, to enter

1111

or the current password. Press

Enter

on the touch

screen.

3. If the Internal Auditron is not enabled press

Go to Tools

button. If the Internal

Auditron is enabled press the

Tools Pathway

button. Wait for the screen to refresh.

4. If you do not need to enable HTTP, continue with the next step. To enable HTTP, on

the touch screen:
a. Press

Connectivity and Network Setup

b. Press

Network Setup

c. Press

TCP/IP

d. Press

HTTP/IPP

e. Press

Enable

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f. Press

Save

g. Press

Close

three times.

5. To enable Scan to Email, on the touch screen:

a. Press

More

b. Press

Configuration and Setup

c. When the warning screen displays, press

Close

d. Press

Optional Services

e. Press

Scan to Email

f. Press

Enable

g. Press

Save

6. Press

Exit Tools

Verify the touch screen displays the E-mail button.

Use CentreWare Internet Services to Set Up TCP/IP Domain and SMTP

1. At a workstation on the network, open the Internet browser.
2. Enter the IP address of the DC 555/545/535 you recorded for item 2 in the "Installation

Information" section earlier in this document, and press

Enter

on the keyboard.

When the DC 555/545/535's home page is displayed, select the

Properties

tab. Expand

the

Connectivity

and

Protocols

folders and select

TCP/IP

3. Enter the Domain Name in the

Domain Name

box.

NOTE:

If the DC 555/545/535 is set up for dynamic addressing, the Domain Name will

not be accessible. If you need to change it, click on

Static

from the IP Address

Resolution pull down list and enter the Domain Name. You will then need to return this
setting to it original selection.

4. If you are going to use the Hostname for the SMTP server, you will need to enter the

Preferred DNS server IP address at this time

5. Click on

Apply New Settings

6. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field.

7. Click

8. Select the

SMTP Server

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9. Select

IP Address

Host Name,

and enter the IP address or host name of the SMTP

server you recorded for item 2 in the "Installation Information" section earlier in this
document.

10. See item 4 recorded in the "Installation Information" section earlier in this document. If

you entered a port other than 25, change the default to match the port number you
recorded.

11. Enter the DC 555/545/535 email address in this field:

DC 555/545/535 E-mail Address

See item 4 recorded in the "Installation Information" section earlier in this document.

12. Enter the

Maximum Message Size.

This value represents the largest message size

including an attachment. If a job exceeds the maximum message size, it splits into jobs
with smaller attachments. A typical value is 10240 KB.

13. Enter the

Maximum Number of Fragments.

This value represents the greatest number

of times the DC 555/545/535 can split a job into fragments. If you don't want the job to
split at all, enter 1.

14. Enter the

Total Job Size.

This value represents the largest job or job fragment allowed

on the network. The maximum allowed by the DC 555/545/535 is 300MB.

15. Click

Apply New Settings

16. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field and click

You have now completed the steps for basic email setup. You will need to
reboot the DC 555/545/535 for all of the settings to apply. For additional
options you may proceed to the following sections before re-booting:

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Use CentreWare Internet Services to Set Up the LDAP Directory

NOTE:

If you do not wish to set up the LDAP directory so you can use your company's

internal address book, proceed to the next section.

When the DC 555/545/535's home page is displayed, select the

Properties

link.

Expand the

Connectivity

and

Protocols

folders and select

LDAP Directory

1. Select

IP Address

Host Name

and enter the IP address or host name of the LDAP

server. Use the information in item 5 recorded in the "Installation Information" section
earlier in this document. Use the information in item 2 if item 5 is blank.

NOTE:

While entering LDAP Directory settings, click

Restore Settings

to cancel

changes and return to the previous values.

2. See item 6 recorded in the "Installation Information" section earlier in this document. If

you entered a Port other than 389, change the default to match the port number you
recorded.

NOTE:

Windows 2000 Active Directory environments generally use port 3268.

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3. If your network includes an alternate LDAP server and you wish to indicate it as a

backup for access to your internal address book, enter item 7 recorded in the
"Installation Information" section earlier in this document.

4. In the

Optional Information

section, enter any or all of the following:

Search Directory Root

. To restrict the search to a designated section of the LDAP

structure, enter a directory root where the search begins.

Login Name

. The LDAP server login name (case sensitive), if required.

Password

and

Retype password

. The password that corresponds to the LDAP

server login name (case sensitive).

Maximum Number of Search Results

Search Timeout

. Select

Wait LDAP Server Limit

to use the server's timeout setting

or select

Wait [5-100] seconds

5. Select the

Search Name Order

you wish to use,

Common Name

Surname and

Given Name

NOTE:

This selection reflects the way data is entered in your LDAP directory. Lotus

Domino and Netscape generally use Surname and Given Name.

6. Click

Apply New Settings

7. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field and click

8. For first time setup up you will automatically receive a popup window to enter the LDAP

directory. Otherwise, Select the

Edit LDAP Mappings

option.

9. Enter a name you know exists in the LDAP directory.
10. Choose the type of LDAP server used.

NOTE:

If the server type you used is not in the list, instead of Other, select

Netscape

11. Select

Search

12. Examine the list of LDAP attributes displayed based on the name entered. The terms in

the left column represent searched items for the LDAP fields listed in the middle
column. Search results appear in the right column. If any of the values are not correct,
use the dropdown boxes in the middle to choose an alternate LDAP field for the DC
555/545/535 to use when performing a search. When the dropdown menus are correct,
select the

Test

button. Continue this process until all values are as desired. You can

also enter a new name if the LDAP search yields no results. You can choose

Mappings Selected

for any item without a corresponding LDAP field.

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Use CentreWare Internet Services to Set up Email

1. When the DC 555/545/535's home page is displayed, select the

Properties

link.

Expand the

Services

and

Internet Messaging

folders and select

E-mail Settings

NOTE:

While entering E-mail Settings, click

Restore Settings

to cancel changes and

return to the previous values.
2. Select a resolution for

Default Scan Resolution

. This is the resolution at which the DC

555/545/535 scans email documents unless changed at the DC 555/545/535 user
interface.

3. Select a file format for

Default Attachment Type

. This is the format used to save

scanned email documents unless changed at the DC 555/545/535 user interface.

4. Select

Enable

to automatically send a copy of the email to the address in the From

field.

NOTE:

The Auto Send to Self occurs only when the address in the From field is derived

from authentication or entered manually.

5. Enter text in the

Default Subject

box. This text appears in the subject line of email sent

from the DC 555/545/535, unless changed at the DC 555/545/535 user interface.

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6. The

Message Body

area shows the information that appears in the message body of

all email jobs. You cannot change or exclude the short paragraph at the top. You can
check the box(s) to indicate additional information you want shown. It is recommended
that you always check the user information.

7. Enter text in the

Default Signature

box. This text appears at the end of an email sent

from the DC 555/545/535. You can only use Internet Services to change this text.

8. When complete click

Apply New Settings

9. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field and click

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Use CentreWare Internet Services to Set Up a Public Address Book

NOTE:

If you do not wish to set up the public address book feature, proceed to the next

section.
1. In

Services>Internet Messaging

, select

Public Address Book

2. Click

Browse

and locate the CSV file (listed in item 12 in the "Installation Information"

section earlier in this document) to use for the public address book.

3. Select the CSV file and click

Open

4. Click

Import Now

5. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field and click

NOTE:

You cannot import a CSV file with a blank name or email field.

6. To identify which headings in your CSV file contain the name and addresses to use in

the public address book, select

Map Existing Address Book.

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NOTE:

If the CSV file only contains names and email Internet fax addresses, the file

may map automatically.

7. Use the

Imported Heading

drop down menu to select the heading that corresponds to

the data you wish to use as

Display Name

in the public address book. The

Imported

Sample

box shows you the data you selected.

8. Use the

Imported Heading

drop down menu to select the heading that corresponds to

the data you wish to use as

E-mail Address

in the public address book. The

Imported

Sample

box shows you the data you selected.

NOTE:

If your file does not contain a heading row, the Imported Heading drop-down

menus contain information from the first line of data in the file. For correct public
address book operation, the Display Name must map to a user name and the email and
Internet fax addresses must map to an SMTP format email address.

9. Click

Apply New Settings

NOTE:

The

Clear All Addresses

button removes all entries from the current public

address book (disabling the feature). The

Import New Address Book

link allows you to

select a different CSV file.

10. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field and click

11. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field and click

Use CentreWare Internet Services to Set Up the Authentication Server

NOTE:

If you do not wish to set up authentication for the DC 555/545/535 you can skip this

section.
1. When the DC 555/545/535's home page is displayed, select the

Properties

link.

Expand the

Authentication Server

folder and select

General

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Select the

Authentication Type

your authentication server uses. The bottom portion of

the page changes to accommodate data related to your choice.

2. Enter the information in the following table that applies to the authentication type you

selected. Click

Restore Settings

at any time to return all settings to their previous

values.

Kerberos
(Solaris)

Select

IP Address

Host Name

and enter the data

you recorded for item 12 in the "Installation
Information" section earlier in this document.

Kerberos

(Windows 2000)

Select

IP Address

Host Name

and enter the data

you recorded for item 13 in the "Installation
Information" section earlier in this document.

NDS (Novell 4, 5)

Enter the data you recorded for item 14 in the
"Installation Information" section earlier in this
document.

SMB (Windows
NT 4 and
Windows 2000

Enter the data you recorded for item 15 in the
"Installation Information" section earlier in this
document.
If the primary domain controller is located on a
different subnet than the DC 555/545/535, enter the
data you recorded for Primary Domain Controller IP
address OR Host name.

3. When complete, click

Apply New Settings

4. When prompted, enter

admin

(lower case) in the

User Name

field. Enter

1111

or the

current password in the

Password

field and click

NOTE:

When you complete authentication set up using the Internet Services, network

authentication on the DC 555/545/535 automatically activates. Follow the procedure in the next
section to verify that authentication is set up on the DC 555/545/535, or to enable Guest
Access.

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Authentication Set Up on the DC 555/545/535

NOTE:

If you do not use either type of authentication skip this section.

1. On the DC 555/545/535 control panel, press

Access

2. Use the keypad, to enter

1111

or the current password. Press

Enter

on the touch

screen.

3. On the touch screen, press

Go to Tools

. Wait for the screen to refresh.

4. On the touch screen:

a. Press

More

until

Service Access Control

is displayed.

b. Press

Service Access Control

. The

Authentication

screen is displayed.

c. Verify that

Network Authenticated Access

is enabled and/or press

Guest Access

If you press Guest Access, follow the instructions on the screen to set up a guest
passcode.

d. When complete, press

Next

e. Press

Save

5. Press

Exit Tools

on the touch screen.

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If you have tried to use the email feature, and it is not

working…

Testing and Troubleshooting Scan to Email

This is a method that provides a simulation of scan-to-email using a Telnet session. To run this
test, you will need to know the SMTP server's IP address and the email address used by the
DC 555/545/535 (

both of these should be on your checklist that was filled out before set-up

1. To begin the simulation, bring up a DOS Command prompt in MS Windows, or

command shell in other operating systems.

2. In MS Windows, select

Start

Run.

3. In the Run dialog box, enter the word

COMMAND

in the Open box, then select

. This

action will bring up the Command Prompt window.

4. At the Command Prompt, enter the following telnet command, substituting your

SMTP/email server's IP address for the example shown. There should be a space after
the IP address, followed by port number 25.

telnet 192.168.1.10 25 (substitute your SMTP Server IP address)

You should see a response similar to:

220 exch_server.MY_DOMAIN ESMTP Server (Microsoft Exchange Internet Mail Service 5.5.2653.13)
ready

You probably have the wrong IP address if you get a response similar to:

Connecting To 192.168.1.10 . . . Could not open a connection to host on port 25 : Connect failed

5. If you received a response back from the mail server that says send in helo/ehlo first

then you must enter a line similar to the following example before you enter the mail
from: line, substituting your domain name for domain_name.

ehlo domain_name

helo domain_name

6. You are now in a telnet session with the email server. In this session you will input

several more lines to produce an email. You may not see the lines you type in unless
you have Local Echo enabled (this is not critical). Press the Enter key following each
command.

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7. Type in the line below, substituting the DC 555/545/535’s email address for

dc_email_address@my_domain.com
Remember that what you are typing in may not be visible on the screen.

mail from: dc_email_address@my_domain.com

If sucessful, you should see a reply similar to:

250 OK - mail from <dc_email_address@my_domain.com

8. Type in the following line, substituting your real email address for

my_email_address@my_domain.com

rcpt to: my_email_address@my_domain.com

9. If successful, you should see a reply similar to:

250 OK - Recipient my_email_address@my_domain.com

10. Type in the word

Data

to begin your message:

Data

11. You should see a reply similar to:

354 Send data. End with CRLF.CRLF

12. Type in this line:

subject: Test

13. Now type in some text for the body of the message:

This is a test.
This is only a test.

14. End by typing in a single period on a line by itself.

You should see a reply similar to:

250 OK

15. Type in

quit

to close the telnet session:

quit

You should see a reply similar to:

221 closing connection

If this simulation succeeded, you will see the test message in your email inbox.
If the simulation failed, check the following:
* verify the email server IP address
* verify valid email addresses
* avoid typos

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