March 11, 2024

Email-to-Print Security: What You Need to Know

Email-to-Print makes printing easier. You can print by sending an email to a special printer address. No extra software is needed. This is great for printing from phones or other personal devices.

To use Email-to-Print, you send an email with what you want to print attached. Users need to know their printer’s unique email address. Once the email is sent, our PaperCut software takes over. It makes sure your document is printed. This setup works well with any kind of device and file.

But, we also know how important security is. PaperCut lets you protect your print jobs and data. You can add user verification and make sure only the right people can print. Keep your print jobs safe by setting up the system right.

Setting up Email to Print

To set up Email to Print, you need to make a few changes. First, in the PaperCut admin console, configure the server and mailbox. This allows Email to Print to work on your network.

SMTP Server Configuration

Begin by entering the SMTP server details. This means users will get updates on their print jobs fast. You can do this in the admin console by adding the server address, port, username, and password.

Mailbox Setup

Then, make a mailbox on your email server for all Email to Print emails. This mailbox is crucial for managing print job requests. You can create the mailbox with your email server’s tools.

Now, you can link email addresses to printers using different methods. Choose what works best from dynamic aliases, server-side aliases, or email forwarding.

Email Alias Configuration

After setting up the mailbox, give a unique email alias to each printer. These aliases let users send print requests to specific printers. You can do this in the admin console.

Make sure every user’s PaperCut account has a working email address. This ensures testing and using Email to Print goes smoothly.

Verification and Customization

After setting up, test by sending emails with attachments to the printer emails. This makes sure Email to Print works. PaperCut also lets you customize for sender, guests, and error emails. This makes the experience fit for your organization.

Following these steps and configuring PaperCut will help you set up Email to Print. This will make printing easier and improve productivity on your network.

Best Practices for Email-to-Print Security

Adding Email to Print makes things easier for companies. But, keeping print jobs and data safe is key. Organizations must focus on ensuring that only the right people can access and print their documents.

User verification through sender verification is vital. Users must first click a link to prove their print job is really theirs. This step stops anyone else from printing their work.

Only allow guests to print without signing in when truly needed. Set up checks to control who can print. This keeps print jobs safe from those who shouldn’t access them.

Make sure your email server and printers are protected. Use strong encryption and keep everything up to date. This way, you’re less likely to be hacked.

Use secure features like hold/release queues or Find-Me Printing for added safety. With these, users must prove they’re allowed to print before picking up their documents. This keeps sensitive info out of the wrong hands.

Tell your team why secure printing is important. Ask them to use strong passwords and protect their email well. This builds a culture where everyone cares about keeping data safe.

Following these steps, organizations can make their email-to-print process more secure. This protects important information and keeps you in line with privacy laws.