Using Microsoft 365 to print and scan
RICOH Smart Integration (RSI) Package for Microsoft 365 is a suite of applications developed on the RICOH Smart Integration platform. It enables you to easily scan and print documents from Microsoft 365 storage and also enables you to send scanned documents using your Outlook email address on the printer’s operation panel.
Application | Feature(s) supported | Feature(s) description |
OneDrive for Business print applications | Print from Microsoft OneDrive (Auth) for Business | Print directly from a specific folder in Microsoft OneDrive for Business. The administrator for your organisation will have already specified the folder. ‘Auth’ application is an access-controlled folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Print from My Microsoft OneDrive for Business | Print directly from a specific folder in your Microsoft OneDrive for Business. | |
OneDrive for Business scan applications | Scan to Microsoft OneDrive (Auth) for Business | Scan directly to a specific folder in Microsoft OneDrive for Business. The administrator for your organisation will have already specified the folder. ‘Auth’ application is an access-controlled folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Scan to My Microsoft OneDrive for Business | Scan directly to a specific folder in your Microsoft OneDrive for Business. | |
Outlook Online print applications | Print from Outlook Online (Auth) | Print emails from Outlook Online. The administrator for your organisation will have already specified the Outlook Online account. You can print both email body and email attachment. ‘Auth’ application is an access-controlled email account which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Print from My Outlook Online | Print emails from your personal Outlook Online account. You can print both email body and email attachment. | |
Outlook Online scan applications | Scan via Outlook Online (Auth) | Send scanned documents from Outlook Online email address. The administrator for your organisation will have already specified the sender’s email address. You choose the recipient. ‘Auth’ application is an access-controlled email account which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Scan via My Outlook Online | Send scanned documents from your Outlook Online account using the printer’s operational panel. The sender email address is your Outlook Online address. You can select the recipient. | |
SharePoint Online print applications | Print from SharePoint Online (Auth) | Print directly from SharePoint sites and subsites. These will have been specified by the administrator for your organisation. ‘Auth’ application is an access-controlled folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Print from My SharePoint Online | Print directly from SharePoint sites and subsites you have access to. | |
SharePoint Online scan applications | Scan to SharePoint Online (Auth) | Scan directly to various SharePoint sites and subsites. These will have been specified by the administrator for your organisation. ‘Auth’ application is an access-controlled folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Scan to My SharePoint Online | Scan directly to various SharePoint sites and subsites you have access to. | |
Microsoft Teams print applications | Print from Microsoft Teams (Auth) | Print directly from Files in Teams. The destination will have been specified by the administrator for your organisation. ‘Auth’ application is an access-controlled folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Print from My Microsoft Teams | Print directly from Files in Teams. | |
Microsoft Teams scan applications | Scan to Microsoft Teams (Auth) | Scan directly to Files in Teams. The destination will have been specified by the administrator for your organisation. ‘Auth’ application is an access-controlled folder which will be gated with a login. To access this, you’ll need to log in. If you cannot access, you do not have access rights. |
Scan to My Microsoft Teams | Scan directly to Files in your Teams. |
Get started with Microsoft to print and scan
You’ll receive a registration email from info@eu.smart-integration.ricoh.com once an administrator has registered you.
Follow the link in the email to confirm your User ID and set your password.
If you use your Microsoft 365 account as your RICOH Smart Integration credential, select Sign in with Microsoft 365 account.
Select which account you want to sign in with and complete authentication to log in, if applicable.
Select Accept for the necessary permissions.
If a Need admin approval error message appears, contact your administrator as they need to adjust the Microsoft 365 settings.
Set up OAuth for Microsoft to print and scan
You need to set up authentication to give permissions to Microsoft.
Go to the login page.
Enter your User ID and password.
Select Application Settings (General Users) icon
On the left-hand navigation, select External Service Connections.
Go to the Microsoft 365 row and select Configure.
Select the Microsoft account you wish to use from the list.
If the Microsoft account does not appear in the list, select Use another account and enter the details.
Select Allow to grant the necessary permissions.
Return to My Page and check the Microsoft 365 row now says Configured.
Configure settings for Microsoft to print and scan
Go to the login page.
Select the Application Settings (General Users) icon.
Select Application List from the left-hand navigation.
Select RSI Package for Microsoft 365.
The apps you can configure settings for will appear.
You can only adjust the settings when printing or scanning from your personal accounts (for example Print from My Microsoft Online). With organisation-led applications (for example Print from Microsoft Online or Scan to Microsoft OneDrive for Business), your administrator will have set certain settings, for example the default root folder. You cannot adjust this.
Configure settings for Microsoft scan applications
You can configure many settings for scan applications. Some useful ones are:
Enter an email notice (subject heading) in the Failure notice Email Subject box. This is the email address which will be automatically notified if the scan function does not work.
Set a default root folder (the administrator may have pre-selected the default root folder).
If you are adjusting the settings for a scan application, you’ll be able to amend the OCR (optical character recognition) setting and language. If enabled, OCR will automatically extract any text or images in a PDF.
Print using Microsoft applications
Before you can use Microsoft to print, you must have:
Confirmed your User ID and password.
Set up OAuth for Microsoft applications.
Configured settings – including which folder to print from.
Once you have completed the prerequisites above, you are ready to print.
Go to RICOH Smart Integration MFP BrowserNX or the Bookmark cloud icon on the printer’s operation panel.
If this is the first time the MFP is being used, the administrator will need to log on to the MFP using Tenant ID or User ID and Password, or Email address and password. (Once an administrator has logged in to a Tenant on MFP, an administrator from another tenant cannot login to the same MFP).
The administrator will enter the login details.
Select the application you want to print from on the printer’s operation panel.
If you are selecting a ‘My’ type application (for example, Print from My Microsoft OneDrive for Business), you will need to log in.
You have the option of logging in with your Tenant ID and User ID, or with your email address.
Optionally, your administrator may have set up login methods such as PIN code or an external service (O365).
Select the file you want to print. The maximum file size to print is 40MB.
Follow the operation panel screen to adjust settings for your print application (for example, number of copies to print).
Some settings might be unavailable to adjust, depending on how the administrator has calibrated the package.
Select the green Start button at the bottom right.
Scan and upload using Microsoft applications
Prerequisites for using Microsoft to scan
Before you can use Microsoft to scan, you must have:
Confirmed your User ID and password.
Set up OAuth for Microsoft applications.
Configured settings – including which folder to scan to.
Once you have completed the prerequisites above, you are ready to scan.
Go to RICOH Smart Integration MFP BrowserNX or the Bookmark cloud icon on the printer’s operation panel.
If this is the first time the MFP is being used, the administrator will need to log on to the MFP using Tenant ID or User ID and Password, or Email address and password. (Once an administrator has logged in to a Tenant on MFP, an administrator from another tenant cannot login to the same MFP).
The administrator will enter the login details.
Select the application you want to use to scan on the printer’s operation panel.
If you are selecting a ‘My’ type application (for example, Scan to My Microsoft OneDrive for Business), you will need to log in.
You have the option of logging in with your Tenant ID and User ID, or with your email address.
Optionally, your administrator may have set up login methods such as PIN code or an external service (O365).
Select the file you want to scan. The maximum file size to scan is 40MB.
Follow the operation panel screen to adjust settings for your scan application (for example, the file name or whether to enable OCR).
The maximum file name length is 200 characters. Do not use the following characters: ~"#%&*:<>?/\{|}
Select the green Start button at the bottom right.