Scan to email works when your printer can sign in to a mail server and send a message on its own. Setting it up means giving the device four things: an SMTP server name, a port, an encryption method and a sender account that is allowed to send. Get those four right, add a sender address and a test recipient, and a scanned page arrives in an inbox a few seconds later. Get one wrong and the scanner simply reports a failure. This guide walks through the settings for Microsoft 365 and Gmail, the steps on the device, and the checks to run when a scanner is not sending to email.
TL;DR
- Scan to email needs an SMTP server, a port, encryption, a sender address and a working sign-in, all entered in the printer’s web interface.
- For modern mail services, port 587 with STARTTLS and authentication switched on is the safest first choice. Port 25 is often blocked or rejected.
- Gmail accounts with 2-Step Verification need an app password on the printer, and Microsoft 365 is moving away from password-only SMTP sign-in.
- Always run the printer’s built-in test, then scan a real page. Most failures come down to the server name, the port, the credentials or old firmware.
- Older devices that cannot meet current sign-in rules usually need a relay arrangement, which is where your IT partner earns its keep.
Table of Contents
- How scan to email actually sends a document
- What to gather before you start
- The SMTP settings that matter
- Setting up scan to email, step by step
- Microsoft 365 scan to email
- Gmail and Google Workspace scan to email
- Testing the setup properly
- Scanner not sending to email: what to check
- Keeping scan to email secure
- When to bring in your IT partner
- Need scan to email running reliably?
- FAQ
- Sources
How scan to email actually sends a document
A multifunction printer does not use your Outlook or your browser. When you press Scan, the device creates a PDF or image file, opens a connection to an outgoing mail (SMTP) server, signs in, and sends an email with the file attached. From the mail server’s point of view, your printer is just another device sending a message.
On a typical HP LaserJet Pro MFP, once Scan to Email is configured in the Embedded Web Server, the user places the page on the glass, chooses Scan, then Scan to E-mail, then Send an E-mail, selects the From address, picks a recipient, adds a subject and touches Scan. HP’s support page for the LaserJet Pro MFP describes that sequence, and other manufacturers follow much the same pattern with different menu names.
That explains why the setup has two halves. The first half is the connection to the mail server, which an administrator does once. The second is the address book and sender profile that staff use every day. Most problems live in the first half.
What to gather before you start
HP’s guidance is that the person setting up Scan to Email needs access to the printer and the SMTP details: the server, the port and the authentication requirements. Before you open the printer’s settings, have these ready:
- The printer’s IP address, so you can open its web interface from a browser on the same network.
- The administrator login for the printer.
- The outgoing mail server name and port for your email platform.
- A mailbox for the printer to send from, ideally a dedicated one such as a scanner mailbox rather than a named person’s account.
- The password, app password or other sign-in method that mailbox will use.
- A test recipient who can confirm the message arrived.
Using a dedicated mailbox matters more than it looks. If the printer signs in with a named employee’s account, a password change or a departure will silently stop scanning across the whole office.
The SMTP settings that matter
Every printer brand labels these fields slightly differently, but the content is the same. The table below gathers the common values for the two platforms most Irish offices use.
| Setting | Microsoft 365 | Gmail or Google Workspace |
|---|---|---|
| SMTP server | smtp.office365.com | smtp.gmail.com |
| Port | 587 | 587 (STARTTLS) or 465 (SSL) |
| Encryption | STARTTLS, TLS 1.2 or later | STARTTLS on 587, SSL/TLS on 465 |
| Authentication | On | On |
| Username | Full mailbox address | Full email address |
| Password | Mailbox password or approved modern sign-in | App password where 2-Step Verification is on |
The common values for Microsoft 365 and Gmail on port 587 or 465 are consistent across manufacturer guides. For Gmail, Epson’s Irish support FAQ confirms that Gmail SMTP needs TLS or SSL, with port 465 for SSL and 587 for TLS, and that the username is the full Gmail address.
Why port 587 is the sensible default
If your scanner was configured years ago, there is a good chance it is set to port 25. That port is often blocked by internet providers and is frequently rejected by cloud email services unless it is used through a managed relay. The practical advice is to switch an old device to port 587 with encryption and authentication on, unless your IT team has a specific relay design that uses port 25.
The sender address
Most devices ask for a From or Reply address as well as a sign-in username. Lexmark lists the settings its MFPs need as the primary SMTP gateway, its port, a reply address and the SSL/TLS option. With Microsoft 365 and Gmail, the sender address should match the mailbox you sign in with, otherwise the server may refuse to send.
Setting up scan to email, step by step
The exact menus differ between HP, Epson, Lexmark and other makes, but the order of work does not. Epson’s Irish guide describes the same route most devices use: log in to the printer’s web interface, open the email server settings, enter the details, run a connection test and add contacts to the address book.
- Open the web interface. Type the printer’s IP address into a browser on the office network and sign in as administrator.
- Find the email or SMTP section. It may sit under Network, Email Server, Scan, Digital Sending or Email Setup.
- Enter the server and port. Use the values from the table above for your platform.
- Choose the encryption. Select STARTTLS or TLS on port 587, or SSL/TLS on port 465.
- Turn authentication on and enter the full mailbox address and its password or app password.
- Set the sender address to the same mailbox.
- Run the connection or outgoing email test and send it to a real recipient.
- Add contacts to the device’s address book so staff do not type addresses on a small touchscreen.
- Scan a real page from the control panel and confirm it arrives with the attachment intact.
One extra step is worth taking on shared office devices. HP recommends creating a PIN for the email profile, which has to be entered on the control panel each time the profile sends a scan. That adds access control on top of the SMTP sign-in.
Microsoft 365 scan to email
For a Microsoft 365 tenant, the standard route is smtp.office365.com on port 587 with STARTTLS and a licensed mailbox as the sender. The complication is authentication. Microsoft recommends modern sign-in (OAuth) and is retiring password-based SMTP sign-in, so a device whose firmware cannot use OAuth may fail with a generic send or authentication error, as explained in this scan to email guide.
If your printer cannot do OAuth, the same guide lists the realistic options:
- Update the firmware to a version that supports OAuth, which some newer models offer.
- Send without signing in, using Microsoft 365 direct send or an SMTP relay connector.
- Route the device through a service that signs in with OAuth on its behalf.
Choosing between these is a design decision rather than a settings tweak, because a relay connector changes how your mail flow is secured. If you are weighing it up, our business email security guide for Irish firms and our note on what an email security audit should check cover the mail-side questions. If the scanning account sits behind multi-factor authentication, our Microsoft 365 MFA migration checklist explains how to roll it out without breaking devices like printers.
Gmail and Google Workspace scan to email
Google offers two routes, and the right one depends on the size of the office.
The first is the Gmail SMTP server itself. Google Workspace Help says that with smtp.gmail.com the sending limit is 2,000 messages per day, and the device must authenticate with a full Google Workspace email address and an app password, using port 465 for SSL or 587 for TLS. That is plenty for a small office scanning invoices and contracts.
The second is Google’s SMTP relay service at smtp-relay.gmail.com, which Google recommends as the way to send email from a printer. It accepts ports 25, 465 or 587, and each user can relay messages to up to 10,000 recipients a day. It suits larger offices, or devices that cannot store an app password.
The app password matters. If the account has 2-Step Verification on, Google states that an authentication error appears when the printer signs in directly, and the fix is to create an app password. Generate it in the Google account, copy it once, and paste it into the printer’s password field in place of the normal password.
If you are deciding which platform suits your business in the first place, our comparison of Microsoft 365 and Google Workspace sets out the differences.
Testing the setup properly
Most printers include a test function. On HP Officejet Pro X devices, for example, the Outgoing Email Test lets you add a destination address and click Save and Test, and HP notes that if the test fails you should make sure the printer’s network configuration has a DNS address. That one detail catches many failed installations: a printer with no DNS entry cannot find smtp.office365.com or smtp.gmail.com, however correct the name is.
A complete test has three parts:
- Run the printer’s own SMTP test and note the result.
- Scan a one-page document from the control panel to a colleague and ask them to open the attachment.
- Scan a larger multi-page document, because attachment size limits only show themselves on bigger files.
Scanner not sending to email: what to check
When a device that used to work stops sending, something upstream has usually changed: a password, a security policy, a firewall rule or a mail platform setting. HP’s Irish support guidance for SMTP connection failures follows a sensible order: check the connection to the email server, the scanner’s IP address, the email address and message size, then the SMTP server and authentication settings, and finally retest. The same page notes that most SMTP configuration failures come from incorrect server information or network problems.
The error message on the printer’s screen or log is your best clue. The common ones map to causes like this.
| Error message | Likely cause | What to do |
|---|---|---|
| SMTP server not found | Wrong server name or DNS failure | Check the spelling and add a DNS address to the printer |
| Connection timed out | Blocked port or firewall | Switch to port 587 and check the firewall allows it |
| Authentication failed | Wrong credentials or blocked sign-in | Re-enter the full address and password, or create an app password |
| TLS negotiation failed | Old firmware or encryption mismatch | Update firmware and match the encryption to the port |
These common error messages and their causes are a reliable shortcut when the printer gives you only a short code.
Network and port problems
Confirm the printer has a valid IP address, a gateway and DNS. If it does but the connection still times out, a firewall may be blocking outbound traffic on the SMTP port. For a clear walk-through of testing a mailbox connection and spotting blocked ports and authentication failures, this mailbox connection guide is a handy companion. If the printer itself is dropping off the network, our guide to printer not connecting fixes for offices covers the network side.
Sign-in problems
Authentication is now the most common reason scanners stop sending. Check these in order: the username is the full mailbox address, the password has not been changed or expired, 2-Step Verification has not been switched on without an app password, and the platform still permits that kind of sign-in for devices. A scanner that worked for years and stopped after a platform security change is almost always in this category.
Encryption and firmware problems
Older devices may only support older TLS versions. HP’s page for the ScanJet Pro 4500 fn1 notes that the device only supports SSL 3.0 and TLS 1.2, and that for Gmail the port should be 465 with SSL enabled. If a device cannot negotiate with a modern mail service, update the firmware first. If no update exists, you are looking at a relay arrangement or a replacement.
Size and address problems
Check the recipient address for typos and the scan resolution. A 50-page colour scan at high resolution can exceed the attachment limit of the receiving mailbox. Lowering the resolution or choosing black and white usually fixes it.
Keeping scan to email secure
A scanner that can send to any address is also a route for sensitive documents to leave the building. PaperCut’s guidance on making scan to email safer is to check the device supports email encryption, require user authentication at the device, and keep audit trails so staff cannot send untraceable information to private addresses.
In practice, that means using a dedicated mailbox with the minimum permissions it needs, switching on encryption, changing default administrator passwords on the printer, and restricting who can send to external addresses. Our office printer security tips and the 30/60/90 printer security hardening plan set out the wider checklist for IT managers.
Our perspective on scan to email
We see the same pattern in offices across Ireland. Scan to email is set up once, on the day a printer is installed, by whoever was on site. It works for years, and then a mail platform changes its sign-in rules and it stops, usually on the busiest day of the month. By then nobody remembers which mailbox the printer uses or where the password is recorded.
Our view is that a printer should be treated as part of your network and your email environment, not as a stand-alone gadget. That means a dedicated sender mailbox, documented settings, encryption on, current firmware and a named person responsible. When we look after a client’s infrastructure under a managed support plan, the printer’s mail connection is part of what we monitor and document, so a change on the Microsoft 365 or Google side does not catch the office by surprise.
With 30 years of experience, as an HP Amplify Partner and a Microsoft Cloud Service Provider, we are used to joining up the hardware and the cloud side, which is exactly where scan to email problems sit. We would rather fix the design once than reset a password every few months.
Carl
When to bring in your IT partner
A single new printer on a simple Microsoft 365 or Gmail account is a job a confident office manager can complete in half an hour. It is worth calling in help when the setup involves several devices, a relay connector, multi-factor authentication on the sending account, firewall rules, or a printer too old to meet current sign-in standards.
We design and support these setups for organisations across Ireland, from our base in County Wicklow, through our managed services and support plans. Our printer, photocopier and multifunction repair and service team can also check the device itself, update its firmware and advise whether an older model is worth keeping. Our printer fleet management guide is useful if you run more than a couple of devices.
Need scan to email running reliably?
We set up, secure and support scan to email as part of our wider IT infrastructure and managed services, covering the printer, the network and your Microsoft 365 or Google environment together. If you are replacing devices, we also supply HP multifunction printers from our own range, configured before they reach your desk.
To discuss your setup, start with our managed services and support plans or contact us through lancast.ie. Pricing is agreed with you based on your offices, devices and the level of support you need.
FAQ
What is the SMTP server for my HP printer?
The printer uses the SMTP server of your email provider, not an HP one. HP’s guidance for Gmail is smtp.gmail.com on port 465 with SSL enabled. For Microsoft 365 the usual server is smtp.office365.com on port 587 with STARTTLS. Check which platform your business mail runs on before you enter anything.
Why is my scanner not sending to email?
The usual causes are a wrong server name, a blocked port, changed credentials, a missing app password or old firmware that cannot negotiate current encryption. Read the printer’s error message and match it to the table above. Then run the printer’s test function again after each change, one change at a time.
Can I use port 25 for scan to email?
Only in specific cases. Port 25 is often blocked by internet providers and is frequently rejected by cloud email services unless used through a managed relay. For most offices, port 587 with encryption and authentication switched on is the better choice. If your IT team has designed a relay that uses port 25, follow their settings.
Do I need an app password for Gmail?
Yes, if the account has 2-Step Verification on and the printer signs in directly. Google states that an authentication error appears otherwise, and that an app password fixes it. Create it in the Google account and paste it into the printer’s password field.
Is a dedicated mailbox really necessary?
It is strongly advisable. A dedicated mailbox keeps scanning independent of any one person’s password or employment, and lets you limit its permissions. It also makes problems easier to trace, because every message from that mailbox comes from a device.
Sources
- HP LaserJet Pro MFP: how to set up and use Scan to Email
- HP LaserJet Pro MFP: Set up Scan to Email
- Google Workspace Help: send email from a printer, scanner or app
- Lexmark: configuring Scan to E-mail or E-mail alerts
- HP Officejet Pro X series: set up Scan to Email
- HP ScanJet Pro 4500 fn1: SMTP server connection failure
- Scan to email setup guides for Microsoft 365 and Gmail
- Scanner not sending to email: common settings and errors
- How to scan a document from a printer to email
- Connecting a mailbox: mailbox connection guide