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HP LaserJet Pro MFP - Set up Scan to Email

This document contains instructions on how to set up the Scan to Email feature.

The Scan to Email feature allows you to scan a document and send it directly to one or more email addresses as an attachment in an email message.

Note:

The printer must be connected to a network, and the Scan to Email feature must be set up by a network administrator before it can be used.

You can also use the HP Smart app to scan documents and photos from the printer, capture items with the computer camera, or use the scan tools with files saved on the computer. By using HP Smart and pairing your printer with your HP account, you can access advanced scanning features, such as scanning to cloud locations.

For information about setting up and using scan features with HP Smart, go to hpsmart.com.

Methods for configuring the Scan to Email feature

There are two methods for configuring Scan to Email, as follows:

Method one: Use the Scan to Email Wizard (Windows) software, which is installed in the HP program group for the printer as part of the full printer software installation
Method two: Use the HP Embedded Web Server (EWS) to set up the Scan to Email feature

Note:
Method two can be used for all supported operating systems, including macOS.

Before you begin

To set up the Scan to Email feature, the network administrator needs access to the printer and to SMTP information, including the server, port, and other authentication requirements.

The printer must have an active network connection to the same network as the computer that will run the setup process.

Administrators need the following information before beginning the configuration process:

Administrative access to the printer
SMTP server (e.g., smtp.mycompany.com)

Note:
If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information.

SMTP server names and port names are typically easy to find by doing an Internet search. For example, use terms like "gmail smtp server name" or "yahoo smtp server name" to search.
SMTP port number
SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable

Note:
Consult your email service provider's documentation for information on digital sending limits for your email account. Some providers might temporarily lock your account if you exceed your sending limit.

Click one of the methods below to expand the section and then follow the steps provided.

Note:

For non-Windows users, choose Method two.

Method one: Use the Scan to Email Wizard (Windows)

Follow the steps below to use the Scan to Email Wizard, available from the HP Printer Assistant application (Windows), to set up the Scan to Email feature.

Note:

If your operating system does not support the Scan to Email Wizard, skip to Method two: Use the HP Embedded Web Server to set up the Scan to Email feature.

In addition to the instructions below, you can view the following video of how to set up Scan to Email using the HP Software Wizard in Windows.

Open the HP Printer Assistant:
- Windows 11: From the Start menu, click All Apps, click the HP folder, and then select the printer name.
- Windows 10: From the Start menu, click the HP folder, and then select the printer name.
- Windows 8.1: Click the down arrow in the lower left corner of the Start screen, and then select the printer name.
- Windows 8: Right-click an empty area on the Start screen, click All Apps on the app bar, and then select the printer name.
- Windows 7: From the computer desktop, click Start, select All Programs, click HP, click the folder for the printer, and then select the printer name.
In the HP Printer Assistant, click Scan, and then click Scan to E-mail Wizard.

Note:
If the Scan to E-mail Wizard option is not available, skip to Method two: Use the HP Embedded Web Server to set up the Scan to Email feature.
In the Outgoing Email Profiles dialog, click the New button.

The Scan to Email Setup dialog opens.
On the 1. Start page, enter the sender's email address in the Email Address field.
In the Display Name field, enter the sender's name.

This is the name that will display on the printer control panel.
To require a PIN to be entered on the printer control panel before the printer can send an email, enter a 4-digit PIN in the Security PIN field, and then re-enter the PIN in the Confirm Security PIN field, and then click Next.

Note:
HP recommends creating a PIN to secure the email profile. When a PIN is created, it must be entered on the printer control panel each time the profile is used to send a Scan to Email.
On the 2. Authenticate page, enter the SMTP Server name and SMTP Port number.

Note:
In most cases, the default port number does not need to be changed.

Note:
If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port number, and SSL settings from the service provider's website or other sources. Typically, for Gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

Please refer to online sources to confirm these server settings are current and valid at the time of configuration.
If you are using Google™ Gmail for email service, select the Always use secure connection (SSL/TLS) check box.
Select Maximum Size of Email from the drop-down menu.

HP recommends using the default file size of Automatic for the maximum size.
If the SMTP server requires authentication to send an email, select the Email Log-in Authentication check box, enter the User ID and Password, and then click Next.
On the 3. Configure page, to automatically copy the sender on email messages sent from the profile, select Include sender in all email messages sent out successfully from the printer, and then click Next.
On the 4. Finish page, review the information and verify all the settings are correct.
- If there is an error, click the Back button to correct the error.
- If the settings are correct, click the Save and Test button to test the configuration.
When the Congratulations message displays, click Finish to complete the configuration.

The Outgoing Email Profiles dialog now shows the newly added sender email profile.
Click Close to exit the wizard.

Method two: Use the HP Embedded Web Server to set up the Scan to Email feature

Follow the steps below to use the HP Embedded Web Server (EWS) to set up the Scan to Email feature.

Note:

This method can be used for all supported operating systems.

In addition to the instructions below, you can view the following video of how to set up Scan to Email using the HP Embedded Web Server (EWS).

Step one: Access the HP Embedded Web Server (EWS)

Before you can access the Embedded Web Server (EWS), you must first obtain the printer's IP address using the printer control panel. Once you have the printer's IP address, enter it into a web browser to access the EWS.

Note:

Your printer must be connected to an IP-based network before you can access the EWS.

Follow these steps to obtain the printer's IP address and then enter it into a web browser to access the EWS.

Obtain the printer's IP address:
1. From the Home screen on the printer control panel, touch the Wireless icon , or the Ethernet icon , to view the printer's IP address or host name.
Open the Embedded Web Server:
1. On your computer, open a Web browser, and in the address bar, type the IP address or host name exactly as it displayed on the printer control panel.
  
  Example of an IP address in the browser address bar
2. Press Enter on the computer keyboard.
  
  Note:
  If the browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing the website will not harm the computer.
  
  The EWS opens.

(Optional) Use a PIN to access printer settings

After the Embedded web server (EWS) opens, you might be prompted to enter a PIN to access the printer settings.

Note:

The factory-set PIN or default PIN can only be changed by an administrator.

Follow these steps to access the printer settings using the factory default PIN:

Open the cartridge door of the printer to obtain the default PIN.
1. Press the front door release button to open the cartridge door.
2. Locate the label inside the cartridge door to view the factory default credentials.
  
  The factory default credentials includes a "Username" and "PIN".
Location of the default PIN inside the cartridge door
Make sure to note the PIN on the label inside the cartridge door.
Close the cartridge door.
Print a Printer Status Report to verify whether the PIN number is changed.
1. On the Log In with PIN screen in the Embedded Web Server (EWS), click Print report to get PIN located under the Submit and Cancel buttons.
  
  The printer prints a Printer Status Report.
2. On the Printer Status Report page in the Connectivity Settings section, locate the Printer PIN.
3. Check if the Printer PIN lists the default PIN number or Custom user password set.
  
  Note:
  If the default PIN number is changed, the Printer PIN in the Printer Status Report page will list Custom user password set.
  
  Printer Status Report: Printer PIN when default PIN changed
On the Log In with PIN screen in the EWS, enter the PIN.
- If the default PIN is not changed, enter the default PIN number.
  
  Note:
  The default PIN number should be exactly as the PIN on the label located inside the cartridge door or the Printer PIN located on the Printer Status Report.
- If the default PIN is changed, enter the new password in the PIN text box.
Log In with PIN
Click Submit.

After entering the correct PIN, you can configure the printer settings.

Note:
If you enter the wrong PIN number three times, your PIN is locked.

To enter the correct PIN in the EWS after three failed attempts: Close the EWS browser tab, open a new browser tab to access the EWS, and then try to enter the correct PIN number.

Step two: Configure the Scan to Email feature

Follow the steps below to set up the Scan to Email feature in the Embedded Web Server (EWS). In the EWS, you can define the email settings and the default scan and file options, and add contacts to the Address Book.

On the EWS home page, click Scan to Email.
On the Outgoing Email Settings page, proceed with one of the following tasks (which will depend on your organization's email structure):
- If your organization uses one email server for all its emails: Set up your email addresses and the SMTP server information. Click Apply.
- If your organization uses multiple email servers for its emails: Set up the email addresses, names, and security PINs for each email profile. Click Apply.
After configuring the email settings, the Scan tab will display in the EWS.
Click the Scan tab, and then click Scan to Email in the left navigation pane.
Under Scan to Email, click Default Settings. Select your default scan and file settings, and then click Apply.
On the Scan tab, click Address Book (in the left navigation pane) to set up your contact list or lists.

Following are some options for setting up your Address Book:
- A local address book can be set up on the device. Click Contacts to configure a local address book.
- A Network Directory Server (LDAP) can be set up to search for users within a company. Click Address Book Settings to configure LDAP.
After setting up your contacts, click Apply.

Additional information

After you have set up and configured the HP Scan to Email feature, visit the following topic to learn more and start using the Scan to Email feature:

HP LaserJet Pro MFP - Scan to Email.

Note:

This topic contains instructions on how to scan a file directly to an email address or contact list.

For information on how to install and use the HP Smart App for scanning, click the link below.

HP printer setup (HP Smart app)

Troubleshooting Scan to Email

If issues occur when configuring the Scan to Email feature using Gmail, refer to Google's Support page for more troubleshooting information.

For additional help, visit Google's Support page.

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