HP LaserJet Enterprise MFP, HP PageWide Enterprise MFP - Configure Scan to Office 365

Introduction

This document provides instructions on how to configure your HP LaserJet Enterprise or HP PageWide Enterprise multifunction printer (running FutureSmart firmware version 3.4 or newer) to scan to email via Office 365.

Follow the steps below in the order presented to set up scanning and sending to Office 365.

note:
The steps in this document are intended only for users with Office 365 accounts.

note:
Many of the steps in this document will require you to access the Embedded Web Server (EWS) for the printer. To access the EWS, you must first obtain the printer's IP address using the printer control panel. The instructions to obtain the printer's IP address and access the Embedded Web Server (EWS) are included in the steps below, as applicable.

To navigate this document, click a step heading to expand that section and then follow the instructions provided. Follow the steps in the order presented.

Step one: Configure Certificates for Scan to Office 365

There are two methods for configuring certificates for Scan to Office 365, as listed below. Click the method that you would like to use to expand the section, and then follow the steps provided.

note:
HP recommends Method one.

Method two should be used only as an interim measure until the proper certificate can be loaded.

Method one: Obtain the certificate needed to validate the Sharepoint Online servers

Follow these steps to obtain a valid certificate and import the certificate into the printer to validate the Sharepoint Online servers.

Step 1: Obtain a valid certificate

Follow these steps to obtain a valid certificate:

Open a browser such as Internet Explorer.
From the Tools menu, click Internet Options.
Click the Content tab, and then click Certificates.
Click the Trusted Root Certification Attributes tab.
In the Issued To column, select Baltimore CyberTrust Root, and then click Export.

Figure : Export Certificates from Windows
In the Certificate Export Wizard, click Next.
Select the DER encoded binary X.509 (.CER) option, and then click Next.
Type the Sharepoint destination path and filename, and then click Next.
Click Finish, and then click OK.

To ensure data security in the Embedded Web Server (EWS), or for more information on how to create, install, or manage certificates, refer to the following document:

HP LaserJet Enterprise, HP PageWide Enterprise - Install, view, and manage certificates to ensure data security

Step 2: Import the certificate into the printer

Follow these steps to import the certificate into the printer:

Obtain the printer's IP address using the printer control panel:
1. From the Home screen on the printer control panel, touch the Wireless icon () or the Ethernet icon () to view the printer's IP address or host name.
note:
On newer LaserJet and PageWide Enterprise printer models, touch the Information icon () before touching the Wireless or Ethernet icons.
Access the Embedded Web Server (EWS) for the printer using the following steps:
1. Open a Web browser.
2. In the browser address line, type the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
  
  Figure : Example of an IP address in a browser address line
note:
If a message displays in the web browser indicating that the website might not be safe, select the option to "Continue to this website (not recommended)." Accessing this website will not harm the computer.
On the EWS page, click Sign In in the top right corner, and log in using the administrator credentials.
On the top navigation bar, click the Security tab, and in the left navigation pane, click Certificate Management.

Figure : Certificate Management option on the Security tab in the EWS
Scroll down to the CA Certificates area.

Figure : The CA Certificates area
Click Choose File, select the exported certificate file, and then click or Open.
Click Install.
Make sure that the Baltimore CyberTrust Root certificate displays in the Certificate section.
Click Apply to save the settings.

Method two: Disable the server validation for Scan to Sharepoint

note:
This method is not recommended. Though the scanned data sent will be encrypted, there is no validation that the server receiving the scans is the intended server. This method should only be used as an interim measure until the proper certificate can be loaded.

Follow these steps to disable the server validation for Scan to Sharepoint:

Obtain the printer's IP address using the printer control panel:
1. From the Home screen on the printer control panel, touch the Wireless icon () or the Ethernet icon () to view the printer's IP address or host name.
note:
On newer LaserJet and PageWide Enterprise printer models, touch the Information icon () before touching the Wireless or Ethernet icons.
Access the Embedded Web Server (EWS) for the printer using the following steps:
1. Open a Web browser.
2. In the browser address line, type the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
  
  Figure : Example of an IP address in a browser address line
note:
If a message displays in the web browser indicating that the website might not be safe, select the option to "Continue to this website (not recommended)." Accessing this website will not harm the computer.
On the EWS page, click Sign In in the top right corner, and log in using the administrator credentials.
On the top navigation bar, click the Scan/Digital Send tab, and in the left navigation pane, click Scan to Sharepoint.
Click the Enable Scan to Sharepoint check box to enable the setting.
Under Settings, clear the check box next to Validate certificates for outgoing server connections.
Click Apply to save the setting.

Step two: Configure the server to send E-mail from Office 365 Outlook

Follow these steps to configure the server to send email from Office 365 Outlook:

note:
You must have an Office 365 email address in order to perform these steps.

Obtain the printer's IP address using the printer control panel:
1. From the Home screen on the printer control panel, touch the Wireless icon () or the Ethernet icon () to view the printer's IP address or host name.
note:
On newer LaserJet and PageWide Enterprise printer models, touch the Information icon () before touching the Wireless or Ethernet icons.
Access the Embedded Web Server (EWS) for the printer using the following steps:
1. Open a Web browser.
2. In the browser address line, type the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
  
  Figure : Example of an IP address in a browser address line
note:
If a message displays in the web browser indicating that the website might not be safe, select the option to "Continue to this website (not recommended)." Accessing this website will not harm the computer.
On the EWS page, click Sign In in the top right corner, and log in using the administrator credentials.
On the top navigation bar, click the Networking tab, and in the left navigation pane, click TCP/IP Settings.
Under TCP/IP Settings, click the Network Identification tab.
Set the domain name or DNS suffixes using the following guidelines:
- If the domain name suffix is not set up, use the IP address in the TCP/IP Domain Suffix area.
- If DNS is required on the network, make sure that the suffix for the email client is listed in the TCP/IP Domain Suffix area (DNS suffixes have a format similar to "gmail.com" or "companyname.com," etc.).
Click Apply to save the settings.

Step three: Configure Scan/Send to E-mail with Office 365 Outlook

Follow these steps to configure Scan/Send to E-Mail with Office 365 Outlook:

note:
You must have an Office 365 email address in order to perform these steps.

Obtain the printer's IP address using the printer control panel:
1. From the Home screen on the printer control panel, touch the Wireless icon () or the Ethernet icon () to view the printer's IP address or host name.
note:
On newer LaserJet and PageWide Enterprise printer models, touch the Information icon () before touching the Wireless or Ethernet icons.
Access the Embedded Web Server (EWS) for the printer using the following steps:
1. Open a Web browser.
2. In the browser address line, type the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
  
  Figure : Example of an IP address in a browser address line
note:
If a message displays in the web browser indicating that the website might not be safe, select the option to "Continue to this website (not recommended)." Accessing this website will not harm the computer.
On the EWS page, click Sign In in the top right corner, and log in using the administrator credentials.
On the top navigation bar, click the Scan/Digital Send tab, and in the left navigation pane, click E-Mail Setup.
Click the Enable Send to E-Mail check box to enable the setting.

note:
If the check box is not available, the feature is unavailable at the printer control panel.
Under Outgoing E-Mail Servers (SMTP), click Add to start the SMTP wizard.
In the I know my SMTP server address or host name field, type smtp.office365.com, and then click Next.
Click the Enable SMTP SSL Protocol check box to enable the setting, in the Port number field, type 587, and then click Next.

note:
Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). This can be avoided by entering a number in the Split e-mails if larger than (MB) field to indicate the maximum megabytes for an email. Emails that exceed that number will be split into multiple emails.
Set the Server Authentication Requirements for Outgoing E-mail servers (SMTP) using the following steps:
1. Click the Server requires authentication option.
2. From the drop-down list, select Always use these credentials.
3. In the Username: field, type the email address associated with the Office 365 account.
4. In the Password: field, type the password associated with the Office 365 account.
5. Click Next.
Set the Server Usage options for Outgoing E-mail servers (SMTP) using the following steps:
1. Click the E-mail: Send scanned documents and job status notifications option.
2. Select any other desired options, and then click Next.
Enter a valid email address and click Test to send a test email to the Office 365 email account.
Make sure all settings are correct, and then click Finish.
Scroll to the bottom of the page and click Apply to save the settings.

Additional information

For additional information, refer to the following Microsoft Support document:

How to set up a multifunction device or application to send email using Office 365

Or, if you are looking for information on how to set up Scan to Email, or Scan to Sharepoint, refer to the following documents:

For further assistance

For further assistance, contact HP Customer Support at www.hp.com/go/contactHP.