Quick answer
The problem with sending scans to email is most often caused by incorrect SMTP details, blocking on the email server, or network unavailability. Check the server address, port, password, and account access permissions, then test sending. If the provider requires OAuth 2.0 or an app password, set that up according to the provider's instructions. If needed, use the manufacturer's app or an alternative scanning method.
How to recognize the problem
- The scanner shows an error when sending to email
- The email with the scan does not arrive at the destination
- Message about failed connection to the SMTP server
- Scanning succeeds, but sending to email fails
- The device screen shows "Server not found" or "Authentication failed"
Most common causes
Incorrect SMTP details
The server address, port, or encryption method is incorrect. Check that the details are identical to those used by your email client.
Account does not allow sending
The email provider may block sending from devices that do not use OAuth 2.0 or may require an app password. Check the account settings.
Network or firewall blocks the port
The SMTP port (25, 465, or 587) may be blocked on the router or firewall. Check that the device has internet access.
Incorrectly entered email address
The recipient or sender address is incorrect or contains invalid characters. Check the entry in the device's address book.
Outdated firmware or driver
The device may not support new protocols or security standards. Updating the firmware may solve the problem.
Step-by-step fix
- 1
Check the device's network connection
Make sure the scanner is connected to the network and has internet access. On the device, find the network settings option and check the IP address, mask, and default gateway. If the connection is wireless, check that the signal is strong enough.
- 2
Check SMTP settings
In the device's web interface (enter the IP address in a browser), find the scan to email section. Check the SMTP server address, port, and encryption method. Typical values are
smtp.gmail.com(port 587, STARTTLS),smtp-mail.outlook.comfor Outlook.com (port 587, STARTTLS), andsmtp.office365.comfor Microsoft 365 (port 587, STARTTLS). - 3
Enter correct login details
The username is usually the full email address, and the password is the account password or an app password if the provider requires it. For Gmail, you need to enable two-factor authentication and create an app password. For Microsoft 365, check if SMTP AUTH is enabled; if the provider requires OAuth 2.0, built-in scanning on older devices may not work.
- 4
Set the sender and recipient addresses
In the device's address book, enter the correct email address of the recipient. The sender address must be the same as the account you use for SMTP authentication. Check for typing errors.
- 5
Test sending
From the device panel, start scan to email and observe the error messages. If it still does not work, try another port (e.g., 465 for SSL/TLS) or change the encryption method.
- 6
Check account security settings
In the email account settings, check if the provider requires an app password or OAuth 2.0. Gmail no longer supports the "less secure apps" option; to send via SMTP, enable two-factor authentication and create an app password. For Gmail, visit
myaccount.google.com/security. - 7
Update the device firmware
Check if a new firmware version is available. In the web interface, look for the update option or download it from the manufacturer's official website. Updating may resolve compatibility with newer SMTP servers. Do not interrupt the update or turn off the device during the process.
- 8
Use the manufacturer's app as an alternative
If built-in scan to email does not work, install the manufacturer's app (HP Smart, Canon PRINT, Epson Smart Panel, Brother Mobile Connect) on your computer or phone. They often offer sending scans via email using your email client.
If nothing helps: advanced checks
If you have tried all the steps, check if your provider requires OAuth 2.0 authentication, which older devices do not support. In that case, use the manufacturer's app or scan to a shared folder and then send the email from your computer. Also, check if the router's firewall blocks outgoing SMTP traffic from the printer's IP address. For advanced users: in the device's web interface, you can manually enter SMTP details and test sending using the built-in test function. If it is a business network, contact the administrator to check if SMTP authentication is enabled on the email server.
How to prevent it
- Regularly update the printer firmware.
- Use app passwords for accounts with two-factor authentication.
- Check SMTP settings after changing the password or provider.
- Test sending to email after every change of network settings.
When to call a professional
If you cannot access the device's web interface or do not know the SMTP details, contact IT support. Also, if it is a business network with strict security rules, the administrator should check the permissions.
IT infrastructure maintenance · Servers, networks, backup, security and helpdeskFAQ
Why is my scanner not sending to email even though everything is connected?
The most common reason is an incorrect SMTP address or port, or the provider blocking access. Check that the details are correct and that the account allows sending from the device.
How do I know what the correct SMTP settings are for my email?
Look on your provider's website or in the email client settings on your computer. Usually, these are `smtp.gmail.com` for Gmail, `smtp-mail.outlook.com` for Outlook.com, or `smtp.office365.com` for Microsoft 365.
Can I scan to email without SMTP settings?
Yes, use the manufacturer's app or scan to a shared folder and then send the email from your computer. Some models also support sending via the manufacturer's cloud service.