Configuring devices and applications to use the SMTP relay service


Introduction

This article describes how to properly configure your device (e.g., printer, scanner, copier device, or any other hardware or software used to send small to moderate amounts of email) for sending outbound (SMTP) email using the Virginia Tech Google SMTP relay service.  

Instructions

Devices that need to send outbound email via SMTP should be configured to use the Google SMTP relay service as follows: 

IP address 

  • Your sending devices must be in an allowed range of static internet protocol (IP) assignments that include IPv4 static ranges from Blacksburg campus: 
    • 198.82.0.0/16 
    • 128.173.0.0/16 
    • 45.3.64.0/18 
    • We also have allowed ranges of several smaller networks of remote campus locations (ex. Northern Virginia Center, Richmond, Hampton Roads) 
  • For IPv6 static assignments, you must provide an IPv6 range of /114 or smaller  

To confirm or add your static range to the Google SMTP allowlist, please submit your request via 4Help with full details of your business use case and IPs/range. 

Sender address 

  • The FROM address must be of the vt.edu domain and not a primary address or alias of a vt.edu account with Gmail enabled. Options available: 
    • Use a VT PACE account address as the sender FROM address. If you do not have an available PACE account, you may request one using the VT PACE Accounts Service Catalog entry.  
    • Use a departmentally managed -g Google group as the sender FROM. 
  • Do NOT use the exchange.vt.edu subdomain as the FROM address. While it may work due to a special Google configuration unrelated to mail relay services, it should not be used because: 
    • Google is not authorized to send mail on behalf of exchange.vt.edu and that is likely to cause delivery issues. 
    • The setting that allows this to work may be deprecated in the future. 

SMTP Server/Host:

smtp.vt.edu 

Port:

587; Where 587 is not a configurable option, port 25 may be used without encryption. 

Security:

Use TLS for security (optional). SSL over port 465 should be considered deprecated. It is recommended to update legacy devices that do not offer TLS support. 

Authentication:

Do NOT use authentication or anonymous password configurations. This does not exclusively apply to print/scan/copy devices, but may also include application software, network hardware or other devices needing to send small to moderate volumes of email (less than about 5,000 messages daily). These devices should not be sending with the FROM address of Exchange Online-routed users. 

If your device is configured using a GAE account, it will work. However, this is not a valid use case for continued exception of the GAE account. Expect this to be deprecated soon. 

Devices with larger campus mailing needs (approx. 5,000+ daily recipients) should use the on-premises mail relay service by submitting a request to add a host to the SMTP Relay Allow List.  If the department is sending email directly (not using the relays) they should choose “Yes” for option 3 on the above catalog item. This will lift the port 25 border block. 

If sending directly (not through either mail relay service) with vt.edu email FROM addresses, your server must be on a static IP within the following ranges, or it will fail SPF authentication causing delivery issues: 

  • 128.173.0.0/16 
  • 198.82.0.0/16 
  • 2001:468:c80::/48 
  • 2607:b400::/40 

Other items to consider

Bulk/mass emailing

If sending bulk email such as newsletters or other campaign style or subscription-based mailings, use the Adobe Campaign email service. Adobe Campaign is the official bulk email system for Virginia Tech. For more information on Adobe Campaign, see Email Campaign (Adobe Campaign). 

Best practices

  • Always abide by best email practices such as avoiding spammy signatures and content, keep fonts and formats simple, and do not use links generated by URL-shorteners. 
  • Honor unsubscribes and removal requests as appropriate. 
  • Abide by all university policies. 
  • Do not violate Federal or State policy or law such as the CAN-SPAM Act. 
  • Failure to follow these guidelines may result in degraded service or delivery problems. 
  • Service owners and providers may shut down service for accounts or IPs due to service abuse. 

Troubleshooting 

The most common invalid configurations that will result in emails being blocked or other delivery issues include 

  • Devices using the internet message access protocol (IMAP) to send as a VT Gmail-enabled user utilizing a Google App Password for SMTP. IMAP sending is unsupported; please transition to using the Google SMTP relay service (smtp.vt.edu). 
  • Devices sending via Google SMTP relay service AND using a VT Gmail-enabled account address or alias as the sender (FROM) address. See “Sender address” section herein.