HP LaserJet Enterprise, HP PageWide Enterprise - Set up Scan to Email

This option opens the E-mail Setup Wizard in the HP Embedded Web Server (EWS) for basic configuration.

1. Using the EWS top navigation tabs, click Scan/Digital Send.

2. In the E-mail and Save to Network Folder Quick Setup Wizards area, click the E-mail Setup Wizard link.

   

3. On the E-mail Setup Wizard dialog, click Continue to proceed with the configuration.

4. On the Configure E-mail Servers (SMTP) dialog, select one of the following options and complete the steps:

   Option one: Use a server already in use by E-mail

   • Select Use a server already in use by E-mail, and then click Next.

   Option two: Search network for outgoing e-mail server

   This option finds outgoing SMTP servers inside your firewall only.

   • Select Search network for outgoing e-mail server, and then click Next.

   • Select the appropriate server from the Configure E-mail Server (SMTP) list, and then click Next.

   • Select the option that describes the server’s authentication requirements:

     • Server does not require authentication: Select Server does not require authentication, and then click Next.

       -OR-

     • Server requires authentication: From the drop-down list, select an authentication option:

       • Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next.

         -OR-

       • Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next.

   Option three: Add SMTP server

   • Select Add SMTP server

   • Enter the Server Name and Port Number, and then click Next.

     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.

   • Select the appropriate server authentication option:

     • Server does not require authentication: Select Server does not require authentication, and then click Next.

       -OR-

     • Server requires authentication: Select an option from the Server requires authentication drop-down list:

       • Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next.

         -OR-

       • Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next.

5. On the Configure E-mail Settings dialog, enter the following information about the sender’s email address, and then click Next.

   Note:

   When setting up the From, Subject, and Message fields, if the User editable check box is unchecked, users will not be able to edit those fields at the printer control panel when sending an email.

   Email settings

   Option	Description
   From (Required)	Select one of the following options from the From drop-down list: User’s address (sign-in required) Default From: Enter a default email address and display name in the Default From E-mail Address and Default Display Name fields Note: Create an e-mail account for the printer, and use this address for the default e-mail address. Note: Configure the e-mail feature so that users must sign in before using it. This prevents users from sending an e-mail from an address that is not their own.
   Subject (Optional)	Provide a default subject line for the e-mail messages.
   Message (Optional)	Create a custom message. To use this message for all e-mails sent from the printer, clear the User editable check box for Message.

6. In the Configure File Scan Settings area, set the default scanning preferences, and then click Next.

   Scan settings

   Option	Description
   Default File Type	Select the default file type that the for the scanned document: PDF JPEG TIFF MTIFF XPS PDF/A Text (OCR) Unicode Text (OCR) RTF (OCR) Searchable PDF (OCR) Searchable PDF/A (OCR) HTML (OCR) CSV (OCR)
   Default Color Preferences	Select the default color setting for the scanned document: Color Black Black/Gray Automatically detect
   Default Output Quality	Select the default output quality for the scanned document: Low (small file) Medium High (large file)
   Default Resolution	Select the default scan resolution for the scanned document: 75 dpi 150 dpi 200 dpi 300 dpi 400 dpi 600 dpi

7. Review the Summary area, and then click Finish to complete the setup.

Use the following steps for advanced configuration using the E-mail Setup dialog.

1. Using the EWS top navigation tabs, click Scan/Digital Send, and then click E-mail Setup in the left navigation pane.

2. On the E-mail Setup dialog, select the Enable Send to E-mail check box. If this check box is not selected, the feature is unavailable at the printer control panel.

3. In the Outgoing E-mail Servers (SMTP) area, complete the steps for one of the following options:

   • Select an existing server from the Outgoing E-mail Servers (SMTP) table.

     -OR-

     Click Add to start the SMTP wizard.

     1. In the SMTP wizard, select one of the following options:

        • Option one: I know my SMTP server address or host name: Enter the address of an SMTP server, and then click Next

        • Option two: If you do not know the address of the SMTP server, select Search network for outgoing e-mail server, and then click Next. Select the server, and then click Next.

        Note:

        If an SMTP server was already created for another printer function, the Use a server already in use by another function option displays. Select this option, and then configure it to be used for the email function.

     2. On the Set the basic information necessary to connect to the server dialog, set the options to use, and then click Next.

        Note:

        Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split e-mails if larger than (MB).

        Note:

        In most cases, the default port number does not need to be changed. However, when using the Enable SMTP SSL Protocol option, port 587 must be used.

        Note:

        If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol check box. 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.

     3. On the Server Authentication Requirements dialog, select the option that describes the server’s authentication requirements:

        • Server does not require authentication, and then click Next.

        • Server requires authentication

          • From the drop-down box, select Use credentials of user to connect after Sign In at the control panel, and then click Next.

          • From the drop-down box, select Always use these credentials, enter the Username and Password, and then click Next.

        Note:

        If using a signed-in user's credentials, set email to require sign in by the user on the printer control panel. Deny device guest access to email by clearing the check box for email in the Device Guest column in the Sign in and Permission Policies area on the Access Control dialog of the Security tab. The icon in the check box changes from a check mark to a lock.

     4. On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and then click the Next button.

        Note:

        If the server requires authentication, a user name and password for sending automatic alerts and reports from the printer will be required.

     5. On the Summary and Test dialog, enter a valid email address in the Send a test e-mail to: field, and then click Test.

     6. Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

4. In the Quick Sets area, select one of the following options:

   Note:

   Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets application at the product.

   • Select an existing Quick Set under Quick Sets Application in the table.

     -OR-

   • Click Add to start the Quick Set Wizard. Complete the following information:

     • Quick Set Title: Enter a title for the new Quick Set.

     • Button Location: From the Button Location drop-down list, select either Home Screen or Quick Sets Application.

     • Quick Set Description: Enter a description of the Quick Set.

     • Quick Set Start Option: To set how the Quick Set starts, click either Enter application, and then user presses Start or Start instantly upon selection.

5. In the Address and Message Field Control area, enter a Default From: setting and any of the other optional settings.

   Address and Message Field Control settings

   Feature	Description
   Address Field Restrictions	Specify whether users must select an email address from an address book or whether users are allowed to enter in an email address manually. CAUTION: If Users must select from address book is selected, and any of the address fields are also set as User editable, changes to those editable fields also change the corresponding values in the address book. To prevent users from changing contacts in the Address Book at the printer control panel, go to the Access Control page on the Security tab, and deny Device Guest access to address book modifications.
   Allow invalid e-mail address formats	Select to allow an invalid email address format.
   User editable	To use the Default From address and Default Display Name for all emails sent from this printer (unless a user is signed in), do not select the User editable check box. When setting up the address fields, if the User editable check box is unchecked, users will not be able to edit those fields at the printer control panel when sending an email. For send-to-me functionality, clear the User editable check boxes for all of the address fields, including the From: , To:, CC:, and BCC: fields, and then set that user's send email From: their own email address and To: their own email address.
   Default From: and Default Display Name:	Provide an email address and name to use for the From: address for the email message. Note: Create an email account for the printer, and use this address for the default email address. Note: Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own.
   To:	Provide a To (recipient) email address for emails.
   CC:	Provide a CC email address for emails.
   BCC:	Provide a BCC email address for emails.
   Subject:	Provide a default subject line for the email messages.
   Message:	Create a custom message. To use this message for all emails sent from the printer, clear or do not select the User editable check box for Message:.

6. In the Signing and Encryption area, set the signing and encryption preferences.

   Signing and Encryption settings

   Feature	Description
   Signing	Select whether to sign the email with a security certificate. Select the User editable check box to make this setting editable at the printer control panel.
   Hashing Algorithm	Select the algorithm to use for signing the certificate.
   Encryption	Select whether to encrypt the email. Select the User editable check box to make this setting editable at the printer control panel.
   Encryption Algorithm	Select the algorithm to use for encrypting the email.
   Attribute for Recipient Public Key	Enter which attribute to use to retrieve the recipient’s public key certificate from LDAP.
   Use the recipient public key certificate to verify the recipient	Select this setting to use the recipient’s public key certificate to verify the recipient.

7. In the Notification Settings area, select when users will receive notifications about sent emails. The default setting is using the signed in user's email address. If the recipient email address is blank, no notification is sent.

8. In the Scan Settings area, set the default scanning preferences.

   Scan settings

   Feature	Description
   Original Size	Select the page size of the original document.
   Original Sides	Select whether the original document is single-sided or double-sided.
   Optimize Text/Picture	Select to optimize for the output of a particular type of content, or select Manually adjust.
   Optimize For	This setting is only available when Optimize Text/Picture is set to Manually adjust. Select a manual-adjust value.
   Content Orientation	Select the way the content of the original document is placed on the page: Portrait or Landscape, or select Automatically detect.
   2-Sided Format	This setting is not available when Content Orientation is set to Automatically detect. Select to describe the binding of the page to specify if the back side of the page is upside down or right side up.
   Background Cleanup	Select a value to remove faint images from the background or to remove a light background color.
   Darkness	Select a value to adjust the darkness of the file.
   Contrast	Select a value to adjust the contrast of the file.
   Sharpness	Select a value to adjust the sharpness of the file.
   Image Preview	Select whether to require or make optional a displayed preview of the job or to disable a preview.
   Cropping Options	Select whether or not to allow a job to be cropped and the type of cropping option.
   Job Build	Select this setting to combine several sets of original documents into one email attachment. Also, use this setting to scan an original document that has more pages than the document feeder can accommodate at one time.
   Automatic Tone	Select this setting to set to automatic the Darkness, Contrast, and Background cleanup settings, which then makes these settings unavailable on this page.
   Multi-feed Detection	Select this setting to enable detection of multi-feed jobs.
   Erase Edges	Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

9. In the File Settings area, set the default file settings preferences.

   File settings

   Feature	Description
   File Name Prefix	Set the default file name prefix used for files saved to a network folder.
   Default File Name	Default file name for the file to be saved. Select the User editable check box to make this setting editable at the printer control panel.
   File Name Suffix	Set the default file name suffix used for files saved to a network folder. Duplicate filename suffix default [filename]_YYYYMMDDT
   File Number Format	Select a file name format for when the job is divided into multiple files.
   Default File Type	Select the file format for the saved file. Select the User editable check box to make this setting editable at the printer control panel.
   File Name Preview	Enter a file name, and then click the Update Preview button.
   Default Color Preference	Select whether the file is in black & white or in color.
   Default Output Quality	Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.
   Default Resolution	Set the resolution for the file. 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.
   Compression	Specify if the file uses Normal or High compression when saving a scanned document as a PDF or XPS file. If compression is set to High, the scanned file is smaller, but the scanning process might take longer than Normal compression.
   Black TIFF Compression	Select the black TIFF compression algorithm to be used to compress the generated TIFF file.
   Color/Grayscale TIFF Compression	Select the color/grayscale TIFF compression algorithm to be used to compress the generated TIFF file.
   PDF encryption	If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.
   Disable OCR file types	Select this setting to prevent OCR file types from being available from the product control panel.
   Enable Blank Page Suppression	If the Enable Blank Page Suppression option is enabled, blank pages will be ignored.

10. Review the selected options to verify that they are accurate, and then click Apply to complete the setup.

Use the following steps to configure the outgoing email server.

1. Using the EWS top navigation tabs, click Networking.

2. In the left navigation pane, click TCP/IP Settings.

3. In the TCP/IP Settings area, click the Network Identification tab.

4. If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com, Gmail.com, etc.

   
   Note:

   If the Domain Name suffix is not set up, use the IP address.

5. Click Apply.

6. Click the Scan/Digital Send tab.

7. On the left navigation pane, click E-mail Setup.

8. On the E-mail Setup page, select the Enable Send to E-mail check box. If this check box is not available, the feature is unavailable at the printer control panel.

   

9. In the Outgoing E-mail Servers (SMTP) area, click Add to start the SMTP wizard.

10. In the I know my SMTP server address or host name field, type smtp.onoffice.com, and then click Next.

11. On the Set the basic information necessary to connect to the server dialog, in the Port Number field, type 587.

    Note:

    Some servers have problems sending or receiving e-mails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split emails if larger than (MB).

12. Select the Enable SMTP SSL Protocol check box, and then click Next.

13. On the Server Authentication Requirements dialog, complete the following information:

    1. Select Server requires authentication.

    2. From the drop-down list, select Always use these credentials

    3. In the Username field, type the Office 365 Outlook email address.

    4. In the Password field, type the Office 365 Outlook account password, and then click Next.

14. On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and then click the Next button.

15. On the Summary and Test dialog, enter a valid email address in the Send a test email to: field, and then click Test.

16. Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

Use the following steps for advanced configuration using the E-mail Setup dialog.

1. Using the EWS top navigation tabs, click Scan/Digital Send, expand the Email Setup menu in the left navigation pane, and then click Default Job Options.

   The Default Job Options page displays the Basic Settings for Scan to Email setup. To access additional settings, click the Advanced Settings button at the bottom of the page. To switch back to basic settings, click the Basic Settings button.

   Note:

   This procedure covers the steps for Basic Settings first and then the steps for Advanced Settings.

   Location of Advanced Settings button

   

2. On the Default Job Options page, select the Enable Scan to Email check box. If this check box is not selected, the feature is unavailable at the printer control panel.

   Enable Scan to Email

   

3. In the Outgoing Email Servers (SMTP) area, complete the steps for one of the following options:

   • Select one of the displayed servers.

   • Click Add to start the SMTP wizard.

     1. In the SMTP wizard, select one of the following options:

        • Option one: I know my SMTP server address or host name: Enter the address of an SMTP server, and then click Next

        • Option two: If you do not know the address of the SMTP server, select Search network for outgoing email server, and then click Next. Select the server, and then click Next.

        Note:

        If an SMTP server was already created for another printer function, the Use a server already in use by another function option displays. Select this option, and then configure it to be used for the email function.

     2. On the Set the basic information necessary to connect to the server dialog, set the options to use, and then click Next.

        • Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split emails if larger than (MB).

        • In most cases, the default port number does not need to be changed. However, when using the Enable SMTP SSL Protocol option, port 587 must be used.

        • If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled. Refer to online sources to confirm these server settings are current and valid at the time of configuration.

     3. On the Server Authentication Requirements dialog, select the option that describes the server’s authentication requirements:

        • Server does not require authentication, and then click Next.

        • Server requires authentication

          • From the drop-down box, select Use credentials of user to connect after Sign In at the control panel, and then click Next.

          • From the drop-down box, select Always use these credentials, enter the Username and Password, and then click Next.

        Note:

        If using a signed-in user's credentials, set email to require sign in by the user on the printer control panel. Deny device guest access to email by clearing the check box for email in the Device Guest column in the Sign in and Permission Policies area on the Access Control dialog of the Security tab. The icon in the check box changes from a check mark to a lock.

     4. On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and then click the Next button.

        If the server requires authentication, a user name and password for sending automatic alerts and reports from the printer will be required.

     5. On the Summary and Test dialog, enter a valid email address in the Send test email to: field, and then click Test.

     6. Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

4. In the Address and Message Field Control area, enter a From: setting and any of the other optional settings.

   Address and Message Field Control (Basic Settings)

   Feature	Description
   User editable	To use the Default From address and Default Display Name for all emails sent from this printer (unless a user is signed in), clear the User editable check box. When setting up the address fields, if the User editable check box is cleared, users will not be able to edit those fields at the printer control panel when sending an email. For send-to-me functionality, clear the User editable check boxes for all of the address fields, including the From:, To:, CC:, and BCC: fields, and then set that user's send email From: their own email address and To: their own email address.
   Default From: and Default Display Name:	Provide an email address and name to use for the From: address for the email message. Note: Create an email account for the printer, and use this address for the default email address. Note: Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own.
   Subject:	Provide a default subject line for the email messages.
   Message:	Create a custom message. To use this message for all emails sent from the printer, clear or do not select the User editable check box for Message:.

   Address and Message Field Control (Advanced Settings - optional)

   Feature	Description
   Address Field Restrictions	Specify whether users must select an email address from an address book or whether users are allowed to enter in an email address manually. CAUTION: If Users must select from address book is selected, and any of the address fields are also set as User editable, changes to those editable fields also change the corresponding values in the address book. To prevent users from changing contacts in the Address Book at the printer control panel, go to the Access Control page on the Security tab, and deny Device Guest access to address book modifications.
   Allow invalid email address formats	Select to allow an invalid email address format.
   To:	Provide a To (recipient) email address for emails.
   CC:	Provide a CC email address for emails.
   BCC:	Provide a BCC email address for emails.

5. In the File Settings area, set the default file settings preferences.

   File Settings (Basic Settings)

   Feature	Description
   File Name	Default file name for the file to be saved. Select the User editable check box to make this setting editable at the printer control panel.
   File Type	Select the file format for the saved file. Select the User editable check box to make this setting editable at the printer control panel.
   Resolution	Set the resolution for the file. 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.
   Quality and File Size	Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.
   Color/Black	Specify whether copies are to be printed in color, black and gray, or black only.

   File settings (Advanced Settings - optional)

   Feature	Description
   File Name Prefix	Set the default file name prefix used for files saved to a network folder.
   File Name Suffix	Set the default file name suffix used for files saved to a network folder. Duplicate filename suffix default [filename]_YYYYMMDDT
   File Name Preview	Enter a file name, and then click the Update Preview button.
   File Numbering Format	Select a file name format for when the job is divided into multiple files.
   Add numbering when job has just one file (ex. _1–1)	Select this setting to add numbering to a file name when the job is only one file instead of multiple files.
   High Compression (smaller file)	Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file.
   PDF encryption	If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.
   Suppress blank pages	If the Suppress blank pages option is enabled, blank pages will be ignored.
   Create Multiple Files	Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.

6. Click the Advanced Settings button to display the following settings:

   • Signing and Encryption

   • Notification (job notification)

   • Scan Settings

7. In the Signing and Encryption area, set the signing and encryption preferences.

   Signing and Encryption settings

   Feature	Description
   Signing	Select whether to sign the email with a security certificate. Select the User editable check box to make this setting editable at the printer control panel.
   Hashing Algorithm	Select the algorithm to use for signing the certificate.
   Encryption	Select whether to encrypt the email. Select the User editable check box to make this setting editable at the printer control panel.
   Encryption Algorithm	Select the algorithm to use for encrypting the email.
   Attribute for Recipient Public Key	Enter which attribute to use to retrieve the recipient’s public key certificate from LDAP.
   Use the recipient public key certificate to verify the recipient	Select this setting to use the recipient’s public key certificate to verify the recipient.

8. In the Notification area, select when users will receive notifications about sent emails. The default setting is using the signed in user's email address. If the recipient email address is blank, no notification is sent.

9. In the Scan Settings area, set the default scanning preferences.

   Scan Settings

   Feature	Description
   Original Size	Select the page size of the original document.
   Original Sides	Select whether the original document is single-sided or double-sided.
   Optimize Text/Picture	Select to optimize the output of a particular type of content.
   Content Orientation	Select the way the content of the original document is placed on the page: Portrait or Landscape.
   Background Cleanup	Select a value to remove faint images from the background or to remove a light background color.
   Darkness	Select a value to adjust the darkness of the file.
   Contrast	Select a value to adjust the contrast of the file.
   Sharpness	Select a value to adjust the sharpness of the file.
   Image Preview	Select whether to require or make optional a displayed preview of the job or to disable a preview.
   Cropping Options	Select whether or not to allow a job to be cropped and the type of cropping option.
   Erase Edges	Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

10. Review the selected options to verify that they are accurate, and then click Apply to complete the setup.