Set Up Scan to Email on a Printer

What scan to email does

Scan to email is a scanner feature that sends a digital copy of a document as an email attachment without needing a computer. You place the original on the flatbed or in the automatic document feeder, choose a recipient, and the printer handles the rest. The printer uses the Simple Mail Transfer Protocol (SMTP) to deliver the message through your email provider's outgoing server.

This is handy for quick document sharing, invoices, or contracts. It eliminates the step of scanning to a computer and then attaching the file to an email. Many all-in-one printers include this feature; you can compare models in our all-in-one printer guide.

What you need before you start

To configure scan to email, you need the exact settings for your email account's outgoing server. These include the SMTP server address (for example, smtp.example.com), the port number as defined by your provider, the encryption type (TLS or SSL), and whether the server requires authentication. You also need the email address that will appear as the sender and the password, often a special application-specific password if your provider uses two-step verification.

Check your email provider's documentation for the SMTP details. Many providers have changed their security requirements, so a regular password may not work. You might need to create an app password specifically for the printer. Keep this information before you start, as the printer's setup screen asks for it.

Your printer must be on the same network as your email server, which it will be if it's connected to the internet. If you have a static IP address for the printer, it makes the web interface easier to access, but it's not required.

Locating the scan to email settings

Most printers let you configure scan to email through a built-in web server. Open a web browser on a computer or smartphone, type the printer's IP address in the address bar, and log in to the admin page. You can find the IP address from the printer's control panel under network settings or by printing a network configuration page. Once logged in, look for a section labeled 'Scan to Email' or 'Email' and click it.

Alternatively, many printers have the same options on their touchscreen. Navigate to 'Scan' or 'Network' and find the email settings. If your printer supports IPP Everywhere, a standard defined by the Printer Working Group, you may also be able to use your operating system's built-in scan utility to configure it. IPP Everywhere allows devices to communicate without vendor-specific drivers, as described on the PWG IPP Everywhere page. However, for SMTP configuration you'll still need to enter the server details manually.

For more on accessing the printer's web interface, see our printer web interface guide.

Entering the SMTP settings

In the scan to email configuration screen, you will see fields for the server address, port, encryption, and authentication. Fill them in exactly as your email provider specifies. If you are unsure about the port, refer to your provider's documentation; they will specify the correct value. The username is usually your full email address, and the password is either your regular password or an app-specific one.

Some printers also let you set a 'from' address, which may differ from the username. If you are using a shared mailbox, you might need to set the from address to match the authenticated account. Many printers include a 'test email' button at the bottom; use it to verify the settings before saving.

If your printer has trouble connecting, double-check that you have selected the correct security method. Outdated SSL versions may cause failures. Also, ensure that your email provider does not block unfamiliar devices; you may need to enable less secure app access or generate a new app password.

• Server address
• Port number
• Encryption method (TLS or SSL)
• Authentication (username and password)
• From address

Testing and troubleshooting

After entering the SMTP settings, send a test email. Most printers have a 'Test' or 'Send Test Email' button in the same menu. If the test fails, common issues include an incorrect server address, a wrong port, or authentication problems. Verify that the printer can reach the internet and that the DNS settings are correct.

If your email account uses two-step verification, you will need an application-specific password. Create one from your email provider's security settings. Some providers also let you generate a token for 'printers' or 'devices'. Use that in the password field.

If you still have issues, check the printer's error log for more details. Also ensure that your printer's firmware is up to date; manufacturers often fix connectivity bugs. For security-conscious setups, you may want to review our printer security settings guide.

Many ENERGY STAR certified printers are designed to wake quickly from sleep, so you can leave the device on for scan to email without a large energy penalty.

Other ways to send scans

Scan to email is not the only way to get a digital copy. Many printers let you scan to a network folder, to cloud storage services, or to a USB drive. You can also use your smartphone as a scanning hub with apps that support the Mopria standard. The Mopria Alliance provides scanning apps for Android and Windows, and Chromebooks also support Mopria scan technology.

If you prefer to keep scans on your local network, consider setting up scan to a shared folder. This avoids SMTP configuration and is useful for archiving. For a full comparison of scan destinations, see our scan to email vs scan to cloud guide and our scan to network folder guide.

For mobile scanners, IPP Everywhere ensures that your devices work with any operating system without extra drivers. The PWG defines these standards, and most printers sold today support them. If you are shopping for a printer, look for Mopria certified models to ensure smooth scanning and printing from mobile devices.

What to pick for your use

Questions

What is SMTP and why does my printer need it?

SMTP is the Simple Mail Transfer Protocol, the standard for sending email. Your printer uses the SMTP server of your email provider to deliver scanned documents as attachments.

Do I need a static IP address for my printer to use scan to email?

No, but a static address simplifies accessing the printer's web interface. You can usually use DHCP and find the IP from the control panel.

My email provider requires an app password. How do I get one?

Log into your email account's security settings and generate an app password for the printer. Use that in the authentication field instead of your regular password.

Why does my scan to email fail with a server error?

Check that the server address and port are correct, and that the encryption type matches your provider. Also ensure the 'from' address matches the authenticated account.

Can I use scan to email without an internet connection?

No, scan to email sends the message via the SMTP server, which requires internet access. If you need offline scanning, consider scan to USB or network folder.