Setup: Scan to Email

Before You Start:

You will need:

• Administrator access to the printer.
• SMTP server details (e.g., smtp.yourcompany.com) and port number.
• DNS suffix (e.g., yourcompany.com).
• Authentication details (username and password for SMTP server, if required).

Step 1: Access the Printer’s Embedded Web Server (EWS)

1. On the printer's Home screen, tap the Network button to find the IP address.
2. Open a web browser on your computer.
3. In the address bar, type the IP address exactly as it appears on the printer and press Enter.
4. The HP Embedded Web Server (EWS) will open.

Step 2: Configure Network Settings

1. Click the Networking tab.
2. Select TCP/IP Settings.
3. Under Network Identification, ensure the DNS suffix is correct (e.g., yourcompany.com).
4. Click Apply and OK.

Step 3: Configure Scan to Email

Option 1: Use the Email Setup Wizard (Basic Setup)

1. Click Scan/Digital Send.
2. Under Quick Setup Wizards, click Email Setup Wizard.
3. Click Continue.
4. Choose one of the following options:
   • Use an existing SMTP server: Select a server already in use.
   • Search for an SMTP server: The system will find available servers.
   • Manually add an SMTP server:
     • Enter the SMTP server address (e.g., smtp.gmail.com).
     • Enter the Port Number (usually 465 for SSL or 587 for TLS).
     • Enable SMTP SSL Protocol if required.
5. Choose authentication settings:
   • No authentication required → Click Next.
   • Authentication required → Enter username and password.

Option 2: Advanced Email Setup

1. Click Scan/Digital Send > Email Setup.
2. Check Enable Send to Email.
3. Click Add to configure a new SMTP server.
4. Follow the same steps as in the Email Setup Wizard.

Step 4: Configure Email Preferences

1. Set a default sender email (e.g., scan@yourcompany.com).
2. Choose default subject/message (optional).
3. Select file format (PDF, JPEG, etc.).
4. Adjust scan settings (resolution, color, etc.).
5. Click Finish.

Step 5: Test & Save

1. Enter a test email address.
2. Click Test to verify settings.
3. If successful, click Finish to save.

Optional: Use Office 365 for Scan to Email

1. Use smtp.office365.com as the SMTP server.
2. Set Port Number to 587.
3. Enable SMTP SSL Protocol.
4. Use your Office 365 credentials for authentication.