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HP Color LaserJet Pro MFP 4301, 4302, 4303 - Set up and Scan to Email

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

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

How to set up ‘Scan to Email’ on HP Color LaserJet Pro & HP OfficeJet Pro printers

How to set up ‘Scan to Email’ on HP Color LaserJet Pro and HP OfficeJet Pro printers | HP Support

Click the headings below to expand the sections and follow the steps provided.

Set up the Scan to Email feature via the HP Embedded Web Server

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

This method is available for all supported operating systems.

Before you begin

To set up the Scan to Email feature, you need access to the printer and SMTP server settings of your email provider. The email provider SMTP settings include 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.

You need the following information before beginning the configuration process:

Administrative access to the printer
SMTP server (e.g., smtp.mycompany.com)
SMTP port number
SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable.

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 "outlook smtp server name" to search.

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

Step one: Access the HP Embedded Web Server (EWS) from a web browser

Follow these steps to obtain the printer's IP address and then use it to access the Embedded Web Server (EWS) from a web browser.

To access the Embedded Web Server (EWS), you will need the printer's IP address. You can obtain the printer's IP address on the printer control panel.

Follow these steps to obtain the printer's IP address and then access the EWS.

Note:

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

Obtain the printer's IP address.
1. On the Home screen of the control panel, touch the white bar located at the top of the screen (callout 1).
2. An information screen will show the printer's IP address (callout 1).
3. To return to the Home screen on the printer, touch the white bar located at the bottom of the screen (callout 2).
Open the HP Embedded Web Server (EWS).
1. On your computer, open a Web browser, and in the address bar, type the IP address 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 web browser displays a message indicating that the connection is not private or secure, click the Advanced option, and then click the link to Continue... or Proceed... to the website.
  
  Accessing this website will not harm the computer.
  
  The EWS opens.

Step two: Configure the Email Servers in the EWS

Learn how to create an email profile and configure the email SMTP server settings for the outgoing email profile using the Embedded Web Server (EWS).

Follow the steps in the order presented to configure the email server settings in the Email Servers page:

Create an email profile
Configure the email SMTP server settings

Create an email profile

Follow these steps to access the Email Servers page in the Embedded Web Server (EWS) and create an email profile.

On the EWS Home page, click General in the left navigation pane, and then click Email Servers.
On the Sign In screen, enter the factory default PIN (printer PIN).

Note:
If the factory default PIN was changed, enter a custom PIN in the PIN text box.

For instructions, go to How to locate a printer PIN.
On the Email Servers page, click the Add icon to create an email profile.

Configure the email SMTP server settings

Follow these steps to configure the email SMTP server settings and authentication requirements for the newly created email profile in the Add New screen.

Select the appropriate email server profile, enter the name and email for sending emails, and then enter the SMTP server name and port number.

Select the appropriate email server profile from the Profile Type drop-down list.
- User-defined email profile: Select this option if your organization uses multiple email servers for its emails.
- SMTP Server: Select this option if your organization uses one email server for all its emails.
In the Display Name, enter a name you want to display on the printer control panel when you send emails (sender's name).
In the Email address, enter an email address for sending emails.

Enter the SMTP server name and SMTP port number.

The following table provides examples of SMTP server names and port numbers for common email services.

Examples of SMTP server name and port number
Email service provider	SMTP server name	SMTP port number
Gmail	smtp.gmail.com	465/587
Outlook	smtp.office365.com	587

Set the Maximum size of email to Unlimited.

Select the Always Use Secure Connection (SSL/TLS) toggle button to enable this setting for security.

Note:
If a certificate was not imported to the printer, ensure to disable Validate Certificates.

Select the appropriate authentication from the Server Authentication drop-down list.

Server does not require authentication: Select this option if your email account does not require authentication.

Server requires authentication: Select this option if your email account requires authentication, and then enter a user name and password in the appropriate fields.

Note:

Yahoo mail is not supported as Yahoo has discontinued the app password feature.

Important:

To set up "Scan to email" using a Gmail account, a Google app password is required (different from a Gmail password).

The following table provides examples of authentication for common server providers.

Information of username and password for common email providers
Email service providers	Username	Password
Gmail	Your Gmail email address	Google app password. Note: Do not enter your Gmail password. See below for instructions to create a Google app password.
Outlook	Your outlook email address	Password for your outlook email.

Instructions on how to create a Google app password

Note:

To create an app password, you will need to enable a 2-step verification on your Google account.

Go to your Google Account (https://myaccount.google.com).
On the left pane, select Security.
Under "How you sign in to Google," select 2-Step Verification.
Select Get started, follow the on-screen instructions, and then select TURN ON.
Scroll down to the bottom of the 2-step Verification page, and then select App passwords.
In the Select device drop-down list, select the Other option.
Enter your printer model name or a device name that you will use for the app password.

Note:
Make sure to note the name used for the app password.
Select Generate.

Note:
The app password is the 16-character code.
Copy and paste the app password in the Password field in the EWS Server requires authentication section.
Select Apply.

If you have issues when adding an app password, refer to the table below for the possible cause and solution.

Cause and Solution to add an app password
Cause	Solution
Your Google Account is set up to use security keys for a 2-Step Verification.	Go to Use a security key 2-step verification.
Your Google Account has advanced protection.	Go to Common questions with Advanced Protection Program.
You are logged into a work, school, or another organization account.	Contact your organization.

If you selected the User-defined email profile option for the email profile, select the Use Security PIN toggle button to enable this setting.

Note:
HP recommends creating a PIN to secure the email profile. When a Security PIN is created, it must be entered on the printer control panel each time the profile is used to send a Scan to Email.
1. Enter a four-digit PIN in the Security PIN field.
  
  The Security PIN must be a four-digit number.
2. Enter the PIN again in the Confirm Security PIN field.
  
  Note:
  Make sure to note this pin number. This PIN is required before you send an email from the printer.
Click the Add button to add the SMTP email server settings.
Test the email server for the new email profile created.
1. Select the check box for the new email profile created, and then click the Test icon .
2. Click the Test button.
3. Make sure that you receive a message that the email test server was successful.

Configure default job options, contact list, and Quick Sets for scan to email jobs (optional)

Learn how to configure the default job options, add contacts to the Address Book, and configure Quick Sets for scan to email jobs using the Embedded Web Server (EWS).

If prompted to enter a PIN on the Sign In screen when accessing a printer setting in the Embedded Web Server (EWS), enter the factory default PIN (printer PIN).

Note:

If the factory default PIN was changed, enter a custom PIN in the PIN text box.

Configure default job options for scan to email jobs (optional)

Follow these steps to configure the default job options for scan to email jobs using the Embedded Web Server.

On the EWS Home page, click Scan in the left navigation pane, and then click scan to e-mail.
Select the options that you want to assign as the default settings.
1. Select the appropriate options from the Address Field Restrictions, From, and To drop-down lists.
2. Enter a subject line and message for the email.
3. Select the default scan and file options for the scanned files.
Click Apply to save the settings.

Set up contact lists (optional)

Follow these steps to add contacts to the Address Book for scan to email jobs using the Embedded Web Server (EWS).

On the EWS Home page, click Contacts in the left navigation pane.
Select the appropriate address book option to add contacts from the Select Address Book drop-down list.
Use one of the following options to set up a contact list:
- You can add contacts individually to the contacts list. Click the Add Contact or Add Group icon to add contacts to the list.
- A Network Directory Server (LDAP) can be set up to search for users within a company. Click the Address Books tab at the top of the Contacts page to configure LDAP.
- You can also use the Address Books page to set up more than one contact list. Under Manage Address Books, click the Add icon to add additional custom address books.

Configure Quick Sets (optional)

Follow these steps to configure Quick Sets using the Embedded Web Server (EWS).

Quick Sets are optional shortcut jobs that can be accessed from the Home screen on the printer control panel. They are useful for saving scan settings for jobs that you carry out frequently.

Important:

If the printer settings are being controlled using the HP Smart Admin portal, Quick Sets are disabled in the EWS. Instead, you can set up Shortcuts in the HP Smart Admin portal.

On the EWS Home page, click Quick Sets in the left navigation pane.
On the Quick Sets page, click the Add icon .
In the Quick Set Type drop-down list, select the appropriate type for the quick set, and then click Next.
Follow the onscreen prompts to set the desired settings for the Quick Set.

Note:
The settings will vary depending on the Quick Set Type that you selected.

Note:
When choosing Network Folder for the Quick Set Type, you will be prompted to enter the path to the network folder and the sign-in credentials. To verify that the sign-in credentials are working, click the Verify Access button.

The network folder must be set up as a shared folder for the Scan to Network Folder feature to work.

Scan to email

Use the printer control panel to scan a file directly to an email address or contact list. The scanned file is sent to the address as an email message attachment.

In order to use this feature, the printer must be connected to a network and the Scan to Email feature must be configured by using the HP Embedded Web Server.

Load the document on the scanner glass or into the document feeder according to the indicators on the printer.
From the Home screen on the printer control panel, touch the Scan icon, and then touch E-mail.
If prompted, enter your login information in the Sign In screen.

This will set the From (or sender) address to the email address associated with your login.
Enter the email recipient or recipients:
- Touch the To field to enter an email address using the keypad. Touch Done.
- Touch the Address Book icon to the right of the To field to select an individual or group contact from the address book.
  1. Touch each individual or group that you want to send to.
  2. Touch Add when done.
    
    Note:
    The Add button will indicate how many individuals or groups you are adding.
Touch the Subject field to add a subject line.
Touch the File Name field to specify a file name for the scanned file.
Touch the File Type drop-down list to select a file type.
If you want to preview the scan or change the scan options, do the following:
- To preview the scan, touch the Preview icon to the left of the Send button.
- For additional scan options, touch the drop-down list at the top of the Scan to Email window.
Touch Send to scan the document and send the email.

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