Scan to Email Setup Guide | Outlook, Microsoft 365, Gmail and iCloud

How scan to email works

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The copier converts the document into a PDF, signs in to an outgoing SMTP mail server and sends the attachment to the recipient.

Before starting: Confirm that the copier supports TLS 1.2 or later, SMTP authentication and the provider’s required sign-in method.

Information needed from the customer

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A dedicated email address that the copier may use as its sender.
An app-specific password or approved OAuth connection when required.
Working DNS, gateway and internet access on the copier.
Correct date, time and time zone on the copier.
The copier’s latest supported firmware.

Never display or save a customer’s normal account password in service notes. Use a dedicated scanner mailbox and app-specific password whenever supported.

Generic copier menu path

⚙️ ➜ 🌐 ➜ 📤 ➜ SMTP

Manufacturers use different names, but the normal path resembles:

Administrator Settings → Network → Email or SMTP → Outgoing Mail Server

Enter the SMTP server hostname. Use the hostname rather than an IP address.
Enter the port and select the correct encryption mode.
Enable SMTP authentication.
Enter the complete sender email address as the username.
Enter the app password or approved account credential.
Set the From address to the same mailbox used for authentication.
Save the settings and send a small test scan.

Outlook.com personal accounts

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Copier setting	Value
SMTP server	`smtp-mail.outlook.com`
Port	`587`
Encryption	STARTTLS
Authentication	Required
Username	Complete Outlook.com email address
Sender address	Usually the same Outlook.com address

Confirm that the account works through Outlook on the web.
Turn on two-step verification where required.
Create an app password if the account offers one and the copier cannot use OAuth.
Enter the settings above in the copier.
Send a test PDF to the same Outlook account first.

Some Microsoft accounts and older copiers cannot complete the current Microsoft authentication process. In that case, use a supported SMTP relay service or a device that supports OAuth.

Microsoft 365 and Office 365

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Copier setting	Value
SMTP server	`smtp.office365.com`
Port	`587`
Encryption	STARTTLS using TLS 1.2 or later
Authentication	OAuth preferred; SMTP AUTH when permitted
Username	Complete licensed mailbox address
Sender address	Same mailbox unless Send As permission exists

Create or select a licensed mailbox for the copier.
Confirm that the copier supports OAuth or another method permitted by the organization.
If using SMTP AUTH, the Microsoft 365 administrator must confirm that it is enabled for the mailbox.
Enter smtp.office365.com, port 587 and STARTTLS.
Use the mailbox’s complete email address as the username.
Send one internal test and one external test.

Microsoft recommends OAuth and is retiring password-based SMTP authentication. Security Defaults can prevent ordinary username-and-password SMTP login.

Organizations with a static public IP may instead configure a Microsoft 365 SMTP relay connector. This requires administrator access, port 25 and the organization’s Microsoft 365 MX endpoint.

Gmail personal accounts

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Copier setting	Value
SMTP server	`smtp.gmail.com`
Port	`587` for STARTTLS or `465` for SSL
Authentication	Required
Username	Complete Gmail address
Password	Google app password
Sender address	Same Gmail address

Turn on two-step verification for the Google Account.
Open Google Account Security and select App passwords.
Create an app password for the copier.
Enter the 16-character app password in the copier. Do not enter the normal Google password.
Use port 587 with STARTTLS when the copier supports it.
Send a test scan and check Spam if it does not appear in the Inbox.

Google may hide App passwords for managed accounts, Advanced Protection accounts or accounts configured to use security keys only.

Google Workspace organizations

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Google recommends its SMTP relay service for organization-managed printers and scanners.

Copier setting	Value
SMTP relay server	`smtp-relay.gmail.com`
Ports	25, 465 or 587
Recommended configuration	Google Admin SMTP relay using allowed IP addresses

In Google Admin, configure the SMTP relay service.
Allow only the organization’s copier or public IP addresses.
Configure the copier to use smtp-relay.gmail.com.
Select the encryption and port approved by the administrator.
Test delivery to an internal recipient, then an external recipient.

Since May 1, 2025, Google Workspace no longer accepts ordinary account passwords from devices that lack OAuth. Use SMTP relay, OAuth or an app password where Google permits it.

iCloud Mail

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Copier setting	Value
SMTP server	`smtp.mail.me.com`
Port	`587`
Encryption	SSL required; try TLS or STARTTLS when needed
Authentication	Required
Username	Complete iCloud Mail address
Password	Apple app-specific password
Sender address	Complete iCloud Mail address

Confirm that two-factor authentication protects the Apple Account.
Sign in at account.apple.com.
Open Sign-In and Security.
Select App-Specific Passwords.
Generate a password for the copier.
Enter the generated password in the copier’s SMTP password field.
Send a small test PDF.

Changing the main Apple Account password revokes existing app-specific passwords. Generate a new copier password afterward.

Testing sequence

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Scan one black-and-white page at 200 dpi as a PDF.
Send it to the same provider account first.
Test a different external email provider.
Increase the page count and resolution gradually.
Confirm that the From address and reply address appear correctly.

Error guide

Symptom	Likely cause	Check
Cannot connect	DNS, gateway, firewall or wrong server	Network settings and SMTP hostname
TLS error	Old firmware or unsupported encryption	TLS 1.2 support, port and device time
Authentication failed	Wrong username or password method	Complete email address and app password
Sender rejected	From address differs from authenticated mailbox	Sender address or Send As permission
Small scans work	Attachment-size or timeout limit	Resolution, compression and provider limit
Mail enters Spam	Authentication or reputation filtering	SPF, DKIM, DMARC and relay configuration

Final technician checklist

Use a dedicated sender mailbox.
Confirm DNS, gateway, date and time.
Use the provider hostname rather than an IP address.
Match the port with SSL, TLS or STARTTLS.
Use an app password or OAuth when required.
Keep the authenticated mailbox and From address consistent.
Test internal and external delivery.
Remove passwords from service notes.

Successful setup: The copier sends a PDF to internal and external recipients without authentication, TLS, sender or attachment errors.

Official provider references

Providers can change authentication requirements. Verify the official documentation when configuring a customer’s device.