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HP PageWide 377, 477, 577 - Configure and use the Scan to Email feature

Introduction

This document provides steps on how to configure the scan to email feature through the printer's Embedded Web Server (EWS), and then scan to email from the printer.
Use the following links to skip to the section in this document that contains steps for configuring the Scan to Email feature, or steps on how to scan to email from the printer (after the feature has already been configured).

Configure Scan to Email in the EWS

Follow the steps below to configure the Scan to Email feature in the printer's Embedded Web Server (EWS). Once you configure the Scan to Email feature, you will be able to scan and email photos or documents directly from the printer.
  1. Obtain the printer's IP address. You must have the printer's IP address to access the EWS.
    To obtain the printer's IP address, follow the steps below. If you already know the printer's IP address, skip to step 2.
    1. From the Home screen on the printer control panel, touch the center of the gray Dashboard strip at the top of the screen and swipe the dashboard tab downward. The full dashboard will display.
      Figure : Example of the gray Dashboard strip at the top of the Home screen
    2. At the top of the Dashboard, touch the Network icon () or the Wireless icon ().
      note:
      The Network icon will display when you are connected via an Ethernet cable, and the Wireless icon will display when you are connected to a wireless network.
      The printer's IP address will display on the screen.
      Figure : Example of an IP address displayed for an Ethernet connection
      Figure : Example of an IP address displayed for a wireless connection
  2. Open a Web browser on your computer, and in the address line, type the printer's IP address, and then press Enter on the keyboard.
    Figure : Example of an IP address in a browser address line
    The EWS Home page will display.
    Information on Web browser security messages:
    When using the EWS, you might encounter a Web browser message indicating that there is a problem with the printer’s website security certificate or that the connection is not secure. Since the Web page is secure within the firmware of the printer, it is safe to continue using the website.
    note:
    The specific message will differ depending on the Web browser (i.e. Internet Explorer, Google Chrome, Safari, etc.) that you are using.
    For additional information on Web browser security messages, refer to the Web browser security messages that could occur when using the EWS section at the end of this document.
  3. On the EWS Home page, click the Scan tab at the top of the page.
    Figure : Example of the EWS Home page with the Scan tab circled
    The Scan page will display.
    Helpful Information:
    When using the EWS, a "Redirecting to Secure Page" message might display on the screen. If you receive this message, click OK to continue. The information is encrypted for your protection and privacy.
    Figure : Example of the Redirecting to Secure Page message
  4. From the Scan page, click Scan to Email on the left-side navigation pane to expand the list of options, and then click Scan to Email Setup.
    Figure : Example of the Scan to Email expanded to show the Scan to Email Setup option
    The Scan to Email Setup page will display.
  5. On the Scan to Email Setup page, scroll down to the Outgoing Email Profiles heading.
    Figure : Example of the Outgoing Email Profiles heading (circled) on the Scan to Email Setup page
  6. Under the Outgoing Email Profiles heading, click the Add New Profile icon ().
    Figure : Example of the Add New Profile icon (circled) under Outgoing Email Profiles
    The Step 1: Email Profile page will display.
  7. On the Step 1: Email Profile page, use the following steps to enter the email profile information:
    1. In the Email Address field, enter the email address that you would like to use as the outgoing email profile (e.g. robert.smith@mycompany.com).
    2. In the Display Name field, enter a name that you would like to assign to this email profile (e.g. "Robert Smith" or "Admin Department").
      note:
      This Display Name will show on the printer control panel when you use the Scan to Email feature.
    3. Optional step: If you would like to ensure that only authorized users can scan to email using this email profile, enter a PIN in the Security PIN text field, and then enter the PIN again in the Confirm Security PIN text field.
      note:
      HP recommends that you set the PIN to provide security and minimize the number of users sending emails on your behalf. When the Security PIN is enabled, the PIN must be entered on the printer control panel to scan to email using this email profile.
    4. After you have entered the Email Address, Display Name, and Security PIN (optional), click Next.
      Figure : Example of the Email Address and Display Name fields (circled) on the Step 1: Email Profile page
    The Step 2: SMTP Server Settings and Authentication page will display.
  8. On the Step 2: SMTP Server Settings and Authentication page, use the following steps to enter the SMTP server and authentication settings information:
    1. In the SMTP Server field, enter the SMTP server for your network.
      Your IT department or service provider can provide this information, and it should be in the following form:
      • smtp.company.com (example: smtp.acmecorp.com)
      • smtp.provider.com (example: smtp.acmenet.com)
        note:
        There might be a number or geographic location following "smtp" (e.g. smtp4.east.acmenet.com).
    2. In the SMTP Port field, enter the SMTP port.
      note:
      The default SMTP port is 25. Your IT department or service provider should be able to provide this setting if it is different from the default.
    3. If your server requires authentication, click the radio button next to Server requires authentication, and then enter the User Name and Password in the fields provided.
      Figure : Example of the Step 2: SMTP Server Settings and Authentication page
      Important note about outgoing email authentication:
      Most Corporate email systems and many service providers require your user name and password in order to authenticate outgoing email. You will need to provide these credentials in order to complete the scan to email setup.
      The user name and password are encrypted and not displayed on the printer control panel when using the Scan to Email feature. Only the Display Name and Email Address will display on the printer control panel.
    4. After you have entered the SMTP server and authentication settings, click Next.
      The Step 3: Setup Configuration page will display.
  9. On the Step 3: Setup Configuration page, if you would like to include the sender on all email messages sent from the printer using this email profile, click the check box next to Include sender on all email messages sent out successfully from the printer, and then click Next.
    note:
    This option is useful if you want a copy of all scan to email files sent from the printer using this email profile. If you are not interested in this option, make sure that the box is unchecked.
    Figure : Example of the "Include sender on all email messages..." option selected
    The Step 4: Summary page will display.
  10. On the Step 4: Summary page, review the settings to ensure that they are accurate, and then click Save and Test.
    Figure : Example of the Step 4: Summary page
    • If the settings are correct, a green box with a white checkmark will display on the Step 4: Summary page, and you will receive a verification email in your email inbox. Click Finish at the bottom of the page to complete the setup.
      The Outgoing Email Profiles page will display again showing the new email profile that you just configured along with any other email profiles that have been configured.
    • If any of the settings are incorrect or the printer cannot validate them on your network, a red circle with a white line in the middle will display on the screen indicating that the setup failed. Contact your network or service provider to check your settings. Once you have the correct settings, click Edit at the bottom of the page to re-enter the settings.
      Successful Scan to Email Profile Setup
      Failed Scan to Email Profile Setup
      Figure : Example of a successful Email Profile setup page
      Figure : Example of several Outgoing Email Profiles
      Figure : Example of a failed Email Profile setup page

Scan to email from the printer

Follow the steps below to scan to email from the printer control panel.
  1. From the Home screen on the printer control panel, touch Scan.
    Figure : Example of the Home screen with the Scan option circled
    The Scan menu will display.
  2. From the Scan menu, touch Email.
    The Sender Profile screen will display.
  3. From the Sender Profile list, touch the name (profile) that you want to send from.
    • If you set up a Security PIN when configuring this email profile, then an Enter PIN screen will display.
      Touch the numbers on the screen to enter the PIN, and then touch Done.
      Figure : Example of the Enter PIN screen
    • If you did not set up a Security PIN when configuring this email profile, then this screen will not display.
    The From: [email address will display here] screen will display.
  4. To add an email recipient, choose from the two following options in the table below, and then follow the steps provided:
    Manually enter an email address
    Select email recipient(s) from the Address Book
    1. Touch the To field.
      Figure : Example of the "To" field (circled)
      A touch keyboard will display.
    2. Use the touch keyboard to enter the email address, and then touch Done.
      Figure : Example of the touch keyboard
    1. Touch the Address Book icon ( ) to the right of the To field.
      Figure : Address Book icon circled
      The Address Book will display.
      Figure : Example of the Address Book
    2. Touch the names of the recipient(s) that you would like to add, and then touch Continue.
      note:
      When you touch a recipient's name to add them, a blue box with a checkmark will show next to their name.
  5. Optional steps: To enter a Subject for the email or a File Name for the scanned document, use the following steps:
    1. Touch the Subject field or the File Name field.
      Figure : Example of the Subject field (circled)
      A touch keyboard will display.
    2. Use the touch keyboard to enter a Subject line or File Name, and then touch Done.
      Figure : Example of the touch keyboard
  6. Place your document on the scanner glass (print-side down) or load it into the Automatic Document Feeder (ADF) with the print-side up.
  7. On the From: [email address will display here] screen, touch Start Scan.
    Figure : Example of Start Scan circled
    The printer will scan the document and then send the scan to the email recipients that you added in the previous steps.

Web browser security messages that could occur when using the EWS

When using the EWS, you might encounter a Web browser message indicating that there is a problem with the printer’s website security certificate or that the connection is not secure. Since the Web page is secure within the firmware of the printer, it is safe to continue using the website.
If you would like more information on browser security messages and how to proceed if you encounter one of these messages, find the Web browser that you are using in the options listed below, and then click the link to skip to that section in this document.

Internet Explorer

If the "There is a problem with this website's security certificate" screen displays in IE when using the EWS, it is safe to choose Continue to this website (not recommended) since the EWS webpage is secure within the firmware of the printer.
Figure : Example of the "Continue to this website" option (circled)

Google Chrome

If the "Your connection is not private" screen displays in Chrome when using the EWS, it is safe to continue using the EWS.
Use the following steps to bypass the message and continue using the EWS:
  1. Click Advanced to expand the message on the screen.
    Figure : Example of the Advanced option (circled) on the "Your connection is not private" screen in Chrome
  2. After you have expanded the message, click the Proceed to [URL will appear here] (unsafe) option to return to the EWS.
    note:
    Since the EWS webpage is secure within the firmware of the printer, it is safe to proceed.
    Figure : Example of the "Proceed to [URL will appear here]" option (circled) in Chrome

Mozilla Firefox

If the "Your connection is not private" screen displays in Firefox when using the EWS, it is safe to continue using the EWS.
Use the following steps to create a security exception for the EWS webpage:
  1. Click Advanced to expand the message on the screen.
    Figure : Example of the Advanced option (circled) on the "Your connection is not secure" screen in Firefox
  2. After you have expanded the message, click Add Exception at the bottom of the message.
    Figure : Example of the Add Exception option (circled) at the bottom of the message
    The Add Security Exception dialog box will open.
  3. In the Add Security Exception dialog box, click Confirm Security Exception to confirm that the URL is safe for use.
    note:
    Since the EWS webpage is secure within the firmware of the printer, it is safe to proceed.
    Figure : Example of Confirm Security Exception (circled) in the Add Security Exception dialog box

OS X Safari

If the "Safari can't verify the identity of this website" dialog box displays when using the EWS, it is safe to click Continue since the EWS webpage is secure within the firmware of the printer.
Figure : Example of the Continue option (circled) in the "Safari can't verify the identity of this website" dialog box

Microsoft Edge

If a "There's a problem with this website's security certificate" screen displays in Edge when using the EWS, it is safe to choose Continue to this website (not recommended) since the EWS webpage is secure within the firmware of the printer.
Figure : Example of the "Continue to this website" option (circled)

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