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HP LaserJet Pro MFP - How to set up and use the Scan to Email feature

Use the Scan to Email feature to scan a document from the printer and send it directly to one or more email addresses.

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

Note:

Before you can use the Scan to Email feature, the printer must be connected to a network, and the feature must be configured using the HP Embedded Web Server.

Note:

This document applies to older HP LaserJet Pro multifunction printers (MFPs) with a control panel that has a black background.

To set up and use the Scan to Email feature on HP LaserJet Pro MFP M428-M429 and HP Color LaserJet Pro MFP M478-M479, refer to the following documents:

HP LaserJet Pro MFP - Set up Scan to Email

HP LaserJet Pro MFP - Scan to Email

In addition to the steps below, you can view the following video of how to set up and use the Scan to Email feature.

Set up Scan to E-mail using HP Embedded Web Server (EWS)

Learn how to set up and use the scan to e-mail feature on an HP LaserJet Pro MFP printer using HP Embedded Web Server (EWS).

Applicable printers

This document applies to the following HP LaserJet printer models:

HP Color LaserJet
- HP LaserJet Pro 300 color MFP M375
- HP Color LaserJet MFP M377
- HP LaserJet Pro 400 color MFP M475
- HP Color LaserJet MFP M476
- HP Color LaserJet MFP M477
- HP LaserJet Pro 500 color MFP M570
HP LaserJet
- HP LaserJet Pro 400 MFP M425
- HP LaserJet Pro MFP M426-M427
- HP LaserJet Pro MFP M435
- HP LaserJet Pro MFP M438
- HP LaserJet Pro MFP M521

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.

Set up the Scan to Email feature

To set up the Scan to Email feature, you must access the HP Embedded Web Server (EWS).

The following sections contain instructions on how to access the EWS and set up the Scan to Email feature, including steps to add contacts to the email address book, and configure the default email settings.

Begin by reviewing the information in the "Before you begin" section, and then follow the steps in the order presented.

Before you begin

Before you can set up the Scan to Email feature, 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 may temporarily lock your account if you exceed your sending limit.

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

Choose one of the following methods to access the Embedded Web Server (EWS).

Note:

Method two applies only to macOS. If you have a Windows PC, you must use Method one.

Method 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.

Obtain the printer's IP address:
1. From the Home screen on the printer control panel, touch the Network button , or the Wireless button , to display 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.

Method two: Access the HP Embedded Web Server (EWS) from the HP Utility software in macOS

Follow these steps to access the Embedded Web Server from the HP Utility software in macOS.

From the Go menu, click Utilities, click the Hewlett-Packard folder, and then double-click HP Utility.

The main HP Utility screen opens.
In the main HP Utility screen, use one of the following methods to open the EWS:
- In the Printer Settings area, click Additional Settings, and then click Open Embedded Web Server.
- In the Scan Settings area, click Scan to Email, and then click Begin Scan to Email Setup.
The HP Embedded Web Server (EWS) opens.

Step two: Configure the Scan to Email feature

Follow these steps to configure the Scan to Email feature in the Embedded Web Server (EWS).

On the EWS Home page, click the System tab.
In the left navigation pane, click Administration.
In the Enabled Features area, set the Scan to Email option to On.
Click the Scan tab.
In the left navigation pane, click Outgoing Email Profiles.
On the Outgoing Email Profiles page, click the New button.
In the Email Address area, complete the following steps:
1. In the Your Email Address field, enter the sender's email address for the new outgoing email profile.
2. In the Display Name field, enter the sender's name. This is the name that will display on the printer control panel.
In the SMTP Server Settings area, complete the following steps:
1. In the SMTP Server field, enter the address of the SMTP server.
2. In the SMTP Port field, enter the SMTP port number.
  
  Note:
  In most cases, the default port number does not need to be changed.
  
  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 web site or other sources. Typically, for Gmail, the SMTP address is "smtp.gmail.com," the port number is "465," and the SSL should be enabled.
  
  Please refer to online sources to confirm that these server settings are current and valid at the time of configuration.
3. If you are using Gmail for email service, select the Always use secure connection (SSL/TLS) check box.
If the SMTP server requires authentication to send an email, complete the following steps to populate the fields in the SMTP Authentication area:
1. Select the SMTP server requires authentication for outgoing Email messages check box.
2. In the SMTP User ID field, enter the user ID for the SMTP server.
3. In the SMTP Password field, enter the password for the SMTP server.
To require a PIN to be entered on the printer control panel before an email is sent using the email address, complete the following steps to populate the fields in the Optional PIN area:

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.
1. In the PIN (Optional) field, enter a 4-digit PIN.
2. In the Confirm PIN field, re-enter the 4-digit PIN.
To configure optional email preferences, complete the following fields in the Email Message Preferences area with the desired settings:
- Maximum Size for Email Message Attachments: Use this drop-down menu to select the maximum size for email message attachments.
  
  Note:
  HP recommends using the default file size of Automatic for the maximum size.
- Auto CC: Select this check box to automatically copy the sender on email messages sent from the profile.
Review all the information, and then click one of the following options:
- Save and Test: Select this option to save the information and test the connection.
- Save Only: Select this option to save the information without testing the connection.
- Cancel: Select this option to quit the configuration without saving.

Step three: Add contacts to the email address book

Follow these steps to add contacts to the email address book in the Embedded Web Server (EWS). The address book is accessible from the printer control panel.

On the EWS Home page, click the Scan tab.
In the left navigation pane, click Email Address Book.
To add contacts to the address book, choose from the options below, and follow the steps provided:
- To enter an individual email address, use the following steps:
  1. In the Contact Name field, enter the name of the new email contact.
  2. In the Contact Email Address field, enter the email address of the new email contact.
  3. Click Add/Edit to save the contact.
- To create an email group, use the following steps:
  1. Click New Group.
  2. In the Enter the group name field, enter a name for the new group.
  3. In the All Individuals area, click a name, and then click the arrow button to move the name to the Individuals in Group area.
    
    Note:
    Select multiple names at one time by pressing the Ctrl button on the keyboard and then clicking a name.
  4. Click Save.

Step four: Configure the default email options

Follow these steps to configure the default email options using the Embedded Web Server (EWS).

On the EWS Home page, click the Scan tab.
In the left navigation pane, click Email options to configure the default email options.
In the Default Subject and Body Text area, complete the following steps:
1. In the Email Subject field, enter a default subject line for the email messages.
2. In the Body Text field, enter a custom default message for the email messages.
3. Select Show body text to enable the default body text to display in emails.
4. Select Hide body text to suppress the default body text for an email.
In the Scan Settings area, complete the following steps:
1. From the Scan File Type drop-down list, select the default file format for scanned files.
2. From the Scan Paper Size drop-down list, select the default paper size for scanned files.
3. From the Scan Resolution drop-down list, select the default resolution for scanned files.
  
  Note:
  Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.
4. From the Output Color drop-down list, select Black & White or Color.
5. In the File Name Prefix field, enter a file name prefix (e.g., MyScan).
Click Apply.

Scan to Email

After you have configured the Scan to Email feature in the HP Embedded Web Server (EWS), you can scan a document from the printer and send it directly to one or more email addresses. The scanned file is sent to the email address as an attachment in an email message.

Note:

To use this scan feature, the printer must be connected to a network and the Scan to Email feature must be configured. Refer to the previous section in this document for information on how to set up the Scan to Email feature.

Place the document on the scanner glass according to the indicators on the printer.
Close the scanner lid.
From the Home screen on the printer control panel, touch the Scan icon .
Touch Scan to E-mail.
Touch Send an E-mail.
Select the From address that you want to use. This is also known as an "outgoing email profile."

Note:
If the PIN feature has been set up, enter the PIN, and then touch the OK button. If a PIN has not been set up, it is not required to use this feature.
Touch the To button and then select the address or group to which you want to send the file. Touch the Done button when finished.

Note:
To send the scan to a different email address, touch New, and then enter the email address.
Touch the Subject button to add a Subject line.
Touch the Next button.

The scan settings will display on the printer control panel screen.
To change any of the scan settings, touch the Settings button, and then select the desired settings.
Touch the Scan button to start the scan job.

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