Direct Guest Email Printing

Last Updated: February 26, 2026

With Direct Guest Email Printing, a guest can send or forward an email directly to a printer where it is released. Unlike Email Printing, Direct Guest Email Printing does not hold the job or require user authentication.

Requirements

Complete all the Closedgeneral requirements.

  • Create an email account.

    For more details refer to the following knowledge base articles: Create subdomain in Office 365 for PrinterLogic Direct Email Printing and How to set up Direct Email Printing using Gmail.

  • Turn on Internet Message Access Protocol (IMAP), unless you are using Office 365 or Microsoft Exchange, which require Open Authorization (OAuth).
  • Note the mailbox username, password, and IMAP, OAuth, or Simple Network Management Protocol (SNMP) connection information.
  • Set a subdomain as the internal relay.
  • Create and assign a Service Client object to run the Email Printing service.
  • To print attachments, we recommend installing LibreOffice on the device designated as the Service Client.

  • Email Printing requires a pull printer. For more details refer to Pull Print.

    Pull Print is a Secure Release Print mechanism and requires additional licensing.

Aliases might not work properly with Office 365 or Microsoft Exchange. Refer to the Troubleshooting Help section at the end of this topic for help.

Process Overview

You perform these high-level procedures:

  1. Configure the Service Client.
  2. Connect the Email Account.
  3. Configure Attachment Settings.
  4. Turn On Direct Guest Email Printing.
  5. (Optional) Configure Public Key Infrastructure (PKI) Encryption.
  6. Confirm That the Email Printing Service Is Running.
  7. Configure Domain & Default Settings.
  8. Configure Printer Email Prefix & Printer-Specific Settings.

1. Configure the Service Client

Follow these steps:

  1. In the Admin Console, select the Service Client.
  2. Select the Email Printing tab.

  3. Select the checkbox for Enable Email Printing.

    Admin Console showing Enable Email Printing checkbox.

  4. Select the None Selected button. Then browse and select a pull printer.

    Admin Console showing None Selected button.

  5. In the Pull Printing Email Address field, assign an email address to the pull printer. This email is the address of the account created in the Requirements section above.
  6. In the Incoming Mail (IMAP) Settings section, complete the Server and Server Port fields.
  7. Complete the Authentication Type field depending on which email service you use.
  8. Configure the Outgoing Mail (SMTP) Settings:
    1. Complete the Server, Server Port, Username, and Password fields.
    2. From the Security dropdown menu, select from SSL, TLS, or None.
    3. Select the checkbox for Test SMTP Connection on next Check-in.

Admin Console showing Service Client's Email Printing tab.

2. Connect the Email Account

The authentication type that you select for the Incoming Mail (IMAP) Settings depends on which email service you use. For IMAP configurations, follow the IMAP Configuration steps below. For Office 365 and Microsoft Exchange configurations, follow the OAuth 2.0 Configuration steps below.

IMAP Configuration

Follow these steps:

  1. From the Authentication Type menu, select Username/Password.
  2. Enter the IMAP email account's username and password in their respective fields.
  3. From the Security menu, select from SSL, TLS, or None.
  4. (Optional) Select the Ignore security certificate warnings checkbox.

Admin Console showing Service Client's Email Printing tab and Authentication Type menu.

OAuth 2.0 Configuration

Configure OAuth 2.0 in the Entra ID (Azure AD) portal before completing the steps below. If you are not the Entra ID (Azure AD) admin for your organization, do the following:

  1. Send the admin the link to Configure Open Authorization (OAuth) 2.0.
  2. The steps in the 4. Collect Application & Directory IDs section explain where to find the application and directory IDs that you need.
  3. Define the email to use, which is used in step two below. The email must have access to Entra ID (Azure AD). You need to log in using that email in step eight below.

After configuring OAuth in Entra ID (Azure AD) and collecting the IDs, follow these steps:

  1. From the Authentication Type menu, select OAuth 2.0
  2. In the OAuth 2.0 Settings section, enter an email address with access to the Entra ID (Azure AD) portal in the Username field.
  3. Copy the Entra ID (Azure AD) Directory (tenant) ID, and paste it in the Admin Console Tenant Id field.
  4. Copy the Entra ID (Azure AD) Application (client) ID, and paste it in the Admin Console Client Id field.
  5. Select the Generate Code button, and copy the provided code.
  6. Select the Authenticate button.

  7. In the Microsoft window, paste the code, and then select Next.

    Microsoft window.

  8. Sign in with the same account that is connected to the email you entered in the Username field.
  9. Select the Consent on behalf of your organization checkbox, and then select Accept.

  10. In the Admin Console below the Activate button, confirm that activation succeeded, and then select Save.

    Admin Console showing Service Client's Email Printing tab and success message.

Admin Console showing Service Client's Email Printing tab and OAuth 2.0 Settings section.

3. Configure Attachment Settings

The Closedsupported formats for printing email attachments depends on whether you have LibreOffice installed on your server.

Without LibreOffice Installed

The following formats are supported:

  • BMP, GIF, HTM, HTML, JPG, PDF, PNG, and TXT.

With LibreOffice Installed

The following formats are supported:

  • Document: DOC, DOCX, DOT, DOTX, ODT, and PDF.
  • Spreadsheet: ODS, SXLSX, XLS, XLSM, XLT, and XLTX.
  • Presentation: ODP, POT, POTX, PPT, and PPTX.
  • Text: RTF and TXT.
  • HTML: HTM and HTML.
  • Image: BMP, GIF, JPEG, JPG, PNG, TIF, and TIFF.

The following steps guide you through configuring Email Printing with attachments:

  1. Select the checkbox for Enable Office-type File Attachment Printing.
  2. (Optional) Select Only Print Attachments. This option ignores the email body and prints only files that are attached to the email.
  3. Leave LibreOffice selected in the Select your office suite field.
  4. In the Path to LibreOffice Executable field, enter the path to the executable file. For example, C:\Program Files\LibreOffice.
  5. Select Save.

Admin Console showing Enable Office-type File Attachment Printing checkbox.

4. Turn On Direct Guest Email Printing

Even if you are only configuring Direct Guest Email Printing, first turn on the Direct Email Printing setting. Follow these steps:

  1. On the Service Client's Email Printing tab, select the checkbox for Enable Direct Email Printing.
  2. Select the checkbox for Enable Direct Email Guest Printing.
  3. (Optional) Select the checkbox for Permit each guest to print up to (x) pages per 24 hour period, and enter a value for (x).
  4. (Optional) Select the checkbox for Force guest print jobs to be black and white.
  5. Select Save.

Admin Console showing Service Client's Email Printing tab and Direct Email Printing settings.

5. (Optional) Configure PKI Encryption

The last section on the Service Client's Email Printing tab is for PKI encryption. Follow the steps below if you want to configure PKI encryption for Email Printing in your environment.

PKI Encryption

Install Win32 OpenSSL v3.2.2 on the Windows Service Client device:

  1. On the Service Client device, go to https://slproweb.com/products/Win32OpenSSL.html.
  2. Select the EXE link to download the file.
  3. Run the downloaded file, and complete the installation process.
  4. Add OpenSSL to the Path variable:
    1. Select the Windows Start menu, and type "path."
    2. Select Edit the system environment variables.
    3. On the Advanced tab, select the Environment Variables button.
    4. In the System variables section, select Path, and then select Edit.
    5. Select Edit in the window.
    6. Double-click the next available empty line, and enter the path to the OpenSSL bin folder. For example, C:\Program Files (x86)\OpenSSL-Win32\bin.
    7. Select OK.
  5. After you install OpenSSL, restart the device.
  6. After the device restarts, go to the Service Client's Email Printing tab in the Admin Console.
  7. Select the Enable PKI Encryption checkbox.

  8. Copy the certification key, and paste it in the Certificate and Private Key field.

    Admin Console showing Service Client's Email Printing tab and Enable PKI Encryption checkbox.

  9. Select Save.
  10. Restart the Service Client.

6. Confirm That the Email Printing Service Is Running

After saving the Email Printing configurations, confirm that the PrinterLogicServiceEmail.exe service is running. The steps below explain how to check the service on a Windows Service Client device:

  1. On the Service Client device, open the Task Manager.
  2. Select the Processes or Details tab.
  3. Search for "printer."
  4. Confirm that the following services are running:
    1. The three Vasion Print Client services: PrinterInstallerClient.exe, PrinterInstallerClientInterface.exe, and PrinterInstallerClientLauncher.exe.
    2. The Service Client's PrinterLogicServiceManager.exe service.
    3. The Email Printing's PrinterLogicServiceEmail.exe service.

Services for other active features on the Service Client object also appear.

Task Manager showing Details tab and services running for Client, Service Client, and Email Printing.

7. Configure Domain & Default Settings

The following settings help you customize the Direct Guest Email Printing user experience. Follow the steps in the Default section to turn on Direct Guest Email Printing for all printers, or follow the steps in the Printer Specific section to turn it on for specific printers.

In the Admin Console, go to Tools then Settings then Printing, and scroll down to the Direct Email Printing section.

Here is an overview of the settings:

Direct Email Address Domain
Enter the email domain of the email address that you want to use for the printer. This domain appears after the direct email address in the Direct Email Printing section on the printer object's Printing tab.
Default per-printer "Direct Email Printing" setting
Select this checkbox to let authenticated users email print jobs directly to printers.
Default per-printer "Direct Email Guest Printing" setting
Select this checkbox to let guests email print jobs directly to printers.

Admin Console showing Printing Configuration settings and Direct Email Printing section.

Default

Follow these steps:

  1. In the Direct Email Address Domain field, enter the email address domain.
  2. In the Default per-printer "Direct Email Guest Printing" setting section, select the checkbox for Allow print jobs to be emailed directly to this printer from guests.
  3. Select Save.

Admin Console showing "Allow print jobs to be emailed directly to this printer from guests" checkbox selected.

Printer Specific

Follow these steps:

  1. In the Direct Email Address Domain field, enter the email address domain.
  2. Leave the default settings deselected.
  3. Select Save.

Admin Console showing Direct Email Printing section with default settings deselected.

8. Configure Printer Email Prefix & Printer-Specific Settings

Default

Follow these steps:

  1. Go to the printer object's Printing tab, and scroll down to the Direct Email Printing section.

  2. In the Direct Email Address field, enter the email prefix for the printer.

    Gmail handles aliases using the plus sign (+). For example, if the pull printer email address assigned on the Email Printing tab is printercloud@gmail.com and the printer object's name is "reception," then the direct email address is printercloud+reception@gmail.com. For more details refer to How to set up Direct Email Printing using Gmail.

  3. Confirm that the following settings are selected:
    1. Use default Direct Guest Email Printing setting.
    2. Allow print jobs to be emailed directly to this printer from guests.
  4. Select Save.
  5. Repeat these steps for any additional printer objects.

Print jobs sent to the printer object's direct email address now print at that device using the default settings.

Admin Console showing printer object's Printing tab and Direct Email Printing section.

Printer Specific

Follow these steps:

  1. Go to the printer object's Printing tab, and scroll down to the Direct Email Printing section.

  2. In the Direct Email Address field, enter the email prefix for the printer.

    Gmail handles aliases using the plus sign (+). For example, if the pull printer email address assigned on the Email Printing tab is printercloud@gmail.com and the printer object's name is "reception," then the direct email address is printercloud+reception@gmail.com. For more details refer to How to set up Direct Email Printing using Gmail.

  3. Select Use printer-specific Direct Email Guest Printing setting.
  4. Select the checkbox for Allow print jobs to be emailed directly to this printer from guests.
  5. Select Save.
  6. Repeat these steps for any additional printer objects.

Print jobs sent to the printer object's direct email address now print at that device using the printer's settings.

Admin Console showing printer object's Printing tab and Direct Email Printing section.

Troubleshooting Help