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HP ScanJet Pro 4500 fn1 - Set up the Scan to Email feature

The following steps describe how to set up the Scan to E-mail feature.

Step one: Check the network connection and gather SMTP information

To set up the Scan to Email feature, the scanner must have an active network connection to the same network as the computer that will run the setup process.
Gather the following information before beginning the configuration process:
  • SMTP server (e.g., smtp.mycompany.com)
    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.
    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 two: Access the HP Embedded Web Server (EWS)

  1. From the Home screen on the scanner control panel, touch the Network button, and then select Wireless or Wired (LAN) to display the IP address or host name.
  2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the scanner control panel. Press the Enter key on the computer keyboard. The EWS opens.
    Figure : Example of an IP address in a browser window
    If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Step three: Configure the Scan to E-mail feature

  1. In the HP EWS, click the Scan tab.
  2. On the left navigation pane, click the Scan to E-mail Setup link.
  3. In the E-mail Address area, enter the sender’s email address for the new outgoing email profile in the From E-mail Address field.
  4. In the SMTP Server Settings area, complete the following fields:
    1. In the SMTP Server field, enter the address of the SMTP server.
    2. In the SMTP Port field, enter the SMTP port number.
      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 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.
    3. If you are using Google™ Gmail for email service, select the Always use secure connection (SSL/TLS) check box.
  5. If the SMTP server requires authentication to send an email, complete the following fields in the SMTP Authentication area:
    1. In the SMTP User ID field, enter the user ID for the SMTP server.
    2. In the SMTP Password field, enter the password for the SMTP server.
  6. 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.

Step four: Add contacts to the E-mail Address Book

In the left navigation pane, click E-mail Address Book Setup to add email addresses to the address book accessible from the printer.
To enter an individual email address complete the following task:
  1. In the E-mail Address field, enter the email address of the new email contact.
  2. Click Save.

Step five: Configure the default E-mail Options

In the left navigation pane, click Scan Settings to configure the default email options.
  1. Under the Scan Setting heading, select the Enable Scan to E-Mail Settings check box.
  2. In the Default Settings for Scan to E-Mail area, complete the following fields:
    1. In the E-mail 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. In the File Name Prefix field, enter a file name prefix (e.g., MyScan).
    4. From the File Type drop-down, select the default file format for scanned files.
    5. From the Resolution drop-down, select the default resolution for scanned files.
      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.
    6. From the Color drop-down, select Black & White or Color.
    7. From the De-skew drop-down, select On or Off to enable or disable image skew correction.
    8. From the Delete Blank Page drop-down, select On or Off to indicate whether blank pages should be removed from the scanned output.
    9. From the Misfeed Detection drop-down, select On or Off to enable or disable the detection of multiple pages fed simultaneously into the document feeder.
    10. From the Combine Documents drop-down, select On or Off to indicate whether multiple documents should be combined into one scanned output file.
  3. Click Apply at the bottom of the screen.






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