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HP LaserJet, HP PageWide Enterprise - Email Security with HP ePrint via email

Introduction

This document provides email security information for using HP ePrint via email. HP printers that include this feature can connect to the web and make printing easier and more accessible to you.
Figure : HP ePrint via email diagram
HP ePrint via email connection diagram
To get started with HP ePrint via email, see the following topics:

Spam email security features

The biggest threat to your web-connected printer is spam – unsolicited messages sent to your printer’s email address. HP has anticipated this threat and put several security controls in place to protect you from spam including:
  • Obscure printer email address: When you choose to enable web services on your printer, the ePrint system generates an email address that is unique to that printer. In fact, the available bank of email addresses is a very large number (over a trillion). This email address is not easily guessed by a would-be spammer.
  • Spam filters: After an email is sent to the HP ePrint email gateway, the email is screened through spam filters that detect and remove malicious email messages. The spam filters look for patterns that indicate unsolicited content, similar to virus scanning on your computer system. The spam filters are regularly updated to remove the latest spam from the ePrint system.
  • Virus filters: After an email is sent to the HP ePrint email gateway, the attachments are scanned for viruses. The virus filters detect and remove malware (malicious files) that are intended to harm the ePrint system. The virus filters are regularly updated to remove the latest malware.
  • Protected email delivery: Normally, sending email content to the HP ePrint email gateway through normal channels will provide sufficient security for consumer use. This is the same protection you have when you normally send email messages. However, if you have high security requirements to prevent eavesdropping or tampering of emails, you can send your email through a 3rd-party server that implements secure SMTP (or SMTPS). A secure SMTP server uses SSL (or Secure Sockets Layer) to ensure the confidentiality and integrity of your email and attachments in transit from the SMTP server to the HP ePrint email gateway. Typically, you will have to install additional software on your client to access and send your emails through a secure SMTP server.
  • Protected email content: After the email content enters the HP ePrint email gateway, the content is protected from unauthorized disclosure through multiple firewalls and can be rendered in the correct format before it is printed on your web-connected printer. The email content accessed by your printer is protected through SSL with strong encryption. By default, all email content is protected within the ePrint system. You may need to take additional steps to secure your email before it enters the ePrint system. By employing a secure method of delivery from your client to the HP ePrint email gateway, you can prevent against man-in-the-middle attacks.
  • Printer access to email content: The web-connected printer authenticates to the ePrint cloud to receive ePrint jobs. Because the printer is authenticated, only the printer may access the jobs and the email content that are assigned to it. No printer may access another printer’s content, because they have unique identities and credentials within the ePrint system.
  • Permanent deletion of ePrint content: After your web-connected printer has retrieved and printed your email content, the content becomes inactive. If a printer is unable to print a job within a certain amount of time, the content becomes inactive, as well. Multiple times a day, all inactive content is permanently removed from the system and is not recoverable. The maximum time your email content remains in the system is thirty hours. You can be assured that your email content and attachments are not accessible to anyone or any device other than your web-connected printer. If you send an email to an invalid printer email address, the content is immediately discarded.
  • ePrint job monitoring: After your printer is added at HP Connected, you can monitor who is sending ePrint jobs to the printer. The printer’s job history contains the sender’s email address, subject line and date/time. The job history is accessible in HP Connected.
  • Protected mode for your printer: When you enable web services on your printer, anyone who knows the printer email address can send emails to the printer. To restrict access to your printer’s email address, you can add the printer at HP Connected and create an allowed senders list (or white list). This means that only allowed senders (identified by their email addresses) can send ePrint jobs to the printer. A printer that is open to everyone is in open mode (shown by an open lock in HP Connected). A printer that is restricted to allowed senders is in protected mode (shown by a closed lock in HP Connected).

How can I protect my web-connected printer from getting spammed?

  • Keep your printer physically secure: If someone has physical access to your web-connected printer, they can display, print or change your printer’s email address. Physical access may not be a huge risk when you are at home, but you may need to be careful to protect your web-connected printer at work. Also, remember to protect the information page that printed during setup, because it contains your printer’s email address. After printing the email address, you have up to 24 hours to add your printer to HP Connected.
  • Don’t post your printer’s email address on a public site: If you post your printer’s email address on Facebook or another publicly accessible site, you have opened up your printer to be spammed. Even if your post is restricted to friends only, your printer’s email address may be read by others. Keep your printer’s email address safe.
  • Add your printer to HP Connected: By adding your printer to HP Connected, you can see the email addresses of those who have sent ePrint jobs to your printer. After you have added the printer you press View Job History to examine the jobs and who sent them. If you see an email address that you do not recognize you can create a list of allowed senders for your web-connected printer.
  • Create a list of “Allowed Senders” in HP Connected: You should take the time to protect your web-connected printer if you are concerned about who can send emails to the printer. After adding your printer to HP Connected, you can create an Allowed Senders List, or list of email addresses, that are allowed to send email to your printer. Your web-connected printer will be in protected mode as long as you have enabled the Allowed Senders List. You can also add or remove email addresses from the Allowed Senders List.
  • If you do receive spam: You can temporarily turn off ePrint on your printer by choosing Turn ePrint Off from the Web Services Settings menu. This option doesn’t allow any ePrint jobs to be printed until you turn ePrint on again. After you have added your printer to HP Connected, you can View Job History to see the senders that have sent ePrint jobs. You may want to create an Allowed Senders List to protect your printer as well. This will help filter the email addresses that are allowed to send ePrint jobs to your printer.
  • How do I reset my printer’s email address? If you suspect that your printer has been spammed, you have the option of resetting your printer’s email address. Pressing the Reset button on the HP ePrint Settings (Advanced tab) from HP Connected will generate a new printer email address and retain the settings for your web-connected printer.
  • How do I remove web services? Removing web services from your printer is useful if you sell or donate your printer. Removing web services will cause your web-connected printer to lose any ePrint settings including any print apps. This should only be used as a last resort. The Remove Web Services option is in the printer’s Web Services Settings menu.

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