Security note: Use a dedicated scan account with only the permissions it needs. Do not share the entire drive or use an administrator account.
1. Check the Windows network
- Set the active Windows network profile to Private.
- Open Command Prompt and run
ipconfig. - Record the computer name and active IPv4 address.
- Reserve that address in the router when possible.
2. Create and share the scan folder
- Create
C:\Scans. - Open the folder’s Properties.
- Select Sharing, then Advanced Sharing.
- Share it using the name
Scans. - Give the dedicated scan user Change and Read permissions.
- Under Security, give the same user Modify permission.
3. Configure the copier
- Protocol: SMB
- Server: Computer name or reserved IPv4 address
- Port: 445
- Share: Scans
- Username: COMPUTERNAME\scanuser
- Password: The scan account password
4. Test the destination
Scan one black-and-white page as a PDF. Confirm that the file appears in the shared folder and can be opened normally.
Common failures
- Connection timeout: Confirm the address, network connection, firewall and TCP port 445.
- Authentication error: Recheck the username format and password.
- Permission denied: Confirm both Sharing and Security permissions.
- It stopped working later: Check whether the computer’s IP address changed.
- Microsoft account: The Windows PIN is not the account password.
Technician checklist
- Print an internal configuration page.
- Record the copier and computer addresses.
- Verify SMB support and firmware level.
- Test with a simple filename and PDF format.
- Document the working username format and path.