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:
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Administrative access to the printer
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SMTP server (e.g., smtp.mycompany.com)
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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.
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SMTP port number
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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 may temporarily lock your account if you exceed your sending limit.
Click one of the methods below to expand the section and then follow the instructions 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.
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:
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Open the HP Printer Assistant:
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Windows 10: From the Start menu, click All Apps, click HP, and then select the printer name.
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Windows 8.1: Click the down arrow in lower left corner of the Start screen, and then select the printer name.
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Windows 8: Right-click an empty area on the Start screen, click All Apps on the app bar, and then select the printer name.
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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.
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In the HP Printer Assistant, select Scan, and then select Scan to E-mail Wizard.
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In the Outgoing Email Profiles dialog, click the New button.
The Scan to Email Setup dialog opens.
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On the 1. Start page, enter the sender's email address in the Email Address field.
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In the Display Name field, enter the sender's name.
This is the name that will display on the printer control panel.
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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.
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On the 2. Authenticate page, enter the SMTP Server name and SMTP Port number.
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In most cases, the default port number does not need to be changed.
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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.
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If you are using Google™ Gmail for email service, select the Always use secure connection (SSL/TLS) check box.
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Select the Maximum Size of Email from the drop-down menu.
HP recommends using the default file size of Automatic for the maximum size.
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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.
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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.
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On the 4. Finish page, review the information and verify all the settings are correct.
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If there is an error, click the Back button to correct the error.
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If the settings are correct, click the Save and Test button to test the configuration.
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When the Congratulations message displays, click Finish to complete the configuration.
The Outgoing Email Profiles dialog now shows the newly added sender email profile.
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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.
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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:
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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.
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Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
Figure : Example of an IP address in a browser address line
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If a message displays in the web browser indicating that the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.
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.
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On the EWS home page, click Scan to Email.
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On the Outgoing Email Settings page, proceed with one of the following tasks (which will depend on your organization's email structure):
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If your organization uses one email server for all its emails: Set up your email addresses and the SMTP server information. Click Apply.
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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.
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On the Scan tab, click Scan to Email, and then click Default Settings. Select your default scan and file settings, and then click Apply.
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Set up your contact list or lists. On the Scan tab, click Address Book.
Following are some options for setting up your Address Book:
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A local address book can be set up on the device. Click Contacts to configure a local address book.
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A Network Directory Server (LDAP) can be set up to search for users within a company. Click Address Book Settings to configure LDAP.
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After setting up your contacts, click Apply.
