If you are wondering “How do I setup my HP printer to scan to email?” you can rest assured that you will have your answer by the time you are done reading this article.
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What is HP Scan to Email? [Answered] – How Do I Setup My HP Printer To Scan To Email
If you are asking “what is HP Scan to Email?” we’ll tell you. With the Scan to Email feature, you can scan either a document or a photo from your HP printer and then send it to one or several email addresses directly.
However, to use this feature, your HP device must be on a network connection. Also, it must have been configured via the HP Embedded Web Server.
How to Setup Scan to Email
In this section, we will guide you on how to setup scan to email on different HP printer models.
How to Setup Scan to Email on Certain HP LaserJet Pro MFPs (Multifunction Printers)
To carry out HP printer scan to email setup on certain but not all HP LaserJet Pro multifunction printers, you must have the information listed below:
- Administrative access to your HP printer
- SMTP server
Note: If you don’t know the SMTP server name & port number or authentication information, then you should contact your internet/email service to provide you with these pieces of information. Alternatively, you can contact your system administrator if you have one.
You could also find the server names as well as port names of the SMTP yourself by running a search on the internet. With the use of terms such as “yahoo smtp server name” or “gmail smtp server name”, you can find the SMTP server name in no time.
- SMTP port number
- SMTP server outgoing email authentication requirements which include authentication user name as well password.
Note: You should check the documentation from your email service provider to find the limits on digital sending information as far as your email account is concerned. This is important to prevent you from exceeding your limit as some providers tend to temporarily lock the account of users who exceed their sending limit.
Once you have done the above, follow the steps below to learn how to set up scan to email on your HP LaserJet Pro MFP:
Step 1: Open HP Embedded Web Server (EWS).
Two methods can be used to access HP Embedded Web Server (EWS). We will discuss both methods below but bear in mind that the second method can only be used by macOS. Therefore, if you own and use a Windows computer, you can only use the first method.
How to Open HP Embedded Web Server (EWS) via Web Browser – Method 1
To open the HP EWS via web browser, do the following:
i. Get your printer’s IP address
- Control panels with 2-line: On the control panel of your HP printer, press the button labeled “OK”. Open your printer’s menu for “Network Setup”, and then choose “Show IP Address”. This action will cause your printer’s IP address to be displayed.
- Control panels with touchscreen: From the control panel’s Home screen, touch the button for “Connection Information”, and then the button for “Network Connected” or “Network Wi-Fi ON”. This action will cause your printer’s IP address to be displayed.
ii. Open any web browser on your computer and type in your printer’s IP address in the browser’s address line. After that, press “Enter” on your keyboard to open the EWS.
If you get a message telling you that opening the website is not safe, click on the continue option to open the site. Your computer will not be harmed in any way if you access the EWS.
How to Open HP Embedded Web Server (EWS) via HP Utility Software (Only for macOS) – Method 2
To open the HP EWS via HP utility software, do the following:
i. Click on the “Go” menu.
ii. Click on “Utilities”.
iii. Click on the folder “Hewlett-Packard”.
iv. Double-click on “HP Utility”. This action will cause the HP Utility’s main screen to display.
v. Now access the EWS (Embedded Web Server) using any of the ways below:
- In the area for “Printer Settings”, click on “Additional Settings”. After that, click on “Open Embedded Web Server”.
- In the area for “Scan Settings”, click on “Scan to Email”. After that, click on “Begin Scan to Email Setup”.
Once you have done the above, the EWS (Embedded Web Server) will open.
Step 2: Perform the Scan to Email configuration.
To perform the Scan to Email configuration in the Embedded Web Server, do the following:
i. Click on the tab labeled “System” on the Home page of the Embedded Web Server.
ii. Find and click on the link for “Administration” in the navigation panel on the left side.
iii. Go to the area for “Enabled Features, and then under the option for “Scan to Email”, set it to “On”.
iv. Click on the tab labeled “Scan”.
v. Find and click on the “Outgoing Email Profiles”, in the navigation panel on the left side.
vi. Click the button labeled “New” on the page for “Outgoing Email Profiles”.
vii. In the area for “Email Address”, fill the following fields:
a. Your Email Address: Type in your sender email address for the outgoing email profile you are creating.
b. Display Name: Type in the name of the sender. This will be displayed on the control panel of your HP printer.
viii. In the area for “SMTP Server Settings”, fill the following fields:
a. SMTP Server: Type in your SMTP server’s address.
b. SMTP Port: Type in your SMTP port number.
Note: Usually, you don’t have to change the default port number.
If you use a hosted SMTP service e.g. Gmail, then you need to confirm the SMTP address, SSL settings, and port number from the website of your service provider. Usually, for Gmail, “smtp.gmail.com” is the SMTP address while “465” is the port number, while the SSL must be enabled.
We recommend that you check online sources that are reliable to verify that the above information we just provided are still current when you are about to configure the setup.
c. If you use Gmail, then you should click on the check box for “Always use secure connection (SSL/TLS)”.
ix. If there is an authentication requirement for the SMTP server, you should do the following to fill the fields found in the area for “SMTP Authentication”:
a. Click on the check box for “SMTP server requires authentication for outgoing Email messages”.
b. In the field for “SMTP User ID”, enter the SMTP server user ID.
c. In the field for “SMTP Password”, enter the SMTP server password.
x. If you want a PIN to be requested for any time an email is to be sent via the email address you set up, then do the following in the area for “Optional PIN”:
a. In the field for “PIN (Optional), enter the PIN of your choice (It is usually 4 digits).
b. In the field for “Confirm PIN”, re-enter the PIN you just typed in above.
HP recommends that you create a PIN for security purposes to protect your email profile.
xi. For the configuration of the optional email preferences, fill these fields in the area for “Email Message Preferences”:
a. Maximum Size Email Message Attachments: Click on the drop-down menu for this field and then choose the maximum size.
HP recommends that you used the “Automatic” default size as the file’s maximum size.
b. Auto CC: Click on the check box next to this to allow the email to copy the sender automatically whenever an email is sent using the setup profile.
xii. Review the information and the settings you have made so far. After that, click on any of the options below:
- Save and Test: You should choose this option if you are ready to save the settings and information entered and also test if the connection is working.
- Save Only: Choose this option if you are okay with the settings and information and want to save them without testing if the connection is working.
- Cancel: This option is to be clicked on if you want to exit without saving the configuration.
Step 3: Add contacts to the address book.
Do the following, to add contacts to the address book of your email address in the EWS (Embedded Web Server):
i. Go to the Home page of the EWS and click on the tab labeled “Scan”.
ii. In the navigation pane at the left, click on “Email Address Book”.
iii. Choose any of the discussed options below to add contacts to the address book using the steps given:
- To enter an individual email address, do the following:
a. In the field for “Contact Name”, type in the name of the new contact.
b. In the field for “Contact Email Address”, type in the new contact’s email address.
c. To save the contact, click on “Add/Edit”.
- To create an email group, do the following:
a. Click on “New Group”.
b. In the field for “Enter the group name”, type in the name of the group.
c. In the area for “All Individuals”, click on a name. After that, click on the arrow button to transfer the selected name to the area for “Individuals in Group”.
Note: To select several names at once, on your keyboard, press “Ctrl” and then click a name.
d. Click on “Save”.
Step 4: Perform the default email options configuration.
Do the following to perform the default email options configuration:
i. Go to the Home page of the EWS and click on the tab labeled “Scan”.
ii. In the navigation pane at the left, click on “Email options” to begin the default email options configuration.
iii. In the area for “Default Subject and Body Text”, do the following:
a. In the field for “Email Subject”, type in a subject line that will be used as the default for all email messages.
b. In the field for “Body Text”, type in a custom message that will be used as the default for all email messages.
c. Choose “Show body text” to allow the display of the default body text in emails.
d. Choose “Hide body text” to prevent the display of the default body text in an email.
iv. In the area for “Scan Settings”, do the following:
a. Click on the drop-down menu for “Scan File Type”, and then choose the default file format for the scanned files.
b. Click on the drop-down menu for “Scan Paper Size”, and then choose the default paper size for the scanned files.
c. Click on the drop-down menu for “Scan Resolution”, and then choose the default scan resolution for the scanned files.
You should know that higher resolution will display more detail but have a larger file size since they have more dpi (dots per inch). On the other hand, a lower resolution will display less detail but have a smaller file size since they have fewer dpi (dots per inch).
d. Click on the drop-down menu for “Output Color”, and then choose if you want the scan to be in color or black & white.
e. In the field for “File Name Prefix”, type in a file name prefix.
v. Click on “Apply”.
We recommend that you read this: Scan with HP Printer [How To/Issues & Solutions] to let other scan features you can set up on your HP printer.
How to Setup Scan to Email on HP LaserJet Pro MFP M479, M429, M428, and M329
To carry out HP printer scan to email setup on the above-listed HP LaserJet Pro multifunction printers, you must have the information listed below:
- Administrative access to your HP printer
- SMTP server
Note: If you don’t know the SMTP server name & port number or authentication information, then you should contact your internet/email service to provide you with these pieces of information. Alternatively, you can contact your system administrator if you have one.
You could also find the server names as well as port names of the SMTP yourself by running a search on the internet. With the use of terms such as “yahoo smtp server name” or “gmail smtp server name”, you can find the SMTP server name in no time.
- SMTP port number
- SMTP server outgoing email authentication requirements which include authentication user name as well password.
Note: You should check the documentation from your email service provider to find the limits on digital sending information as far as your email account is concerned. This is important to prevent you from exceeding your limit as some providers tend to temporarily lock the account of users who exceed their sending limit.
Once you have done the above, then you can use any of the two methods below to perform the Scan to Email feature configuration on your HP LaserJet Pro MFP M479, M429, M428, or M329:
How to Set Up Scan to Email via HP Scan to Email Wizard (For Windows Only) – Method 1
To set up the Scan to Email feature using the HP Scan to Email Wizard from HP Printer Assistant, do the steps below:
Step 1: On your Windows computer, open the installed HP Printer Assistant.
For Windows 10
i. Go to Windows’s “Start” menu.
ii. Click on “All Apps”.
iii. Click on “HP”.
iv. Click on the name of your HP printer.
For Windows 8.1
i. Click on the down arrow located at the bottom left edge of the “Start” screen.
ii. Click on the name of your HP printer.
For Windows 8
i. Right-click any empty space on the “Start” screen.
ii. Click on “All Apps”.
iii. Click on the name of your HP printer.
For Windows 7
i. Click on “Start”.
ii. Click “All Programs”.
iii. Click “HP”.
iv. Click on your HP printer’s folder.
v. Click on the name of your Printer.
Step 2: Click on “Scan” once the HP Printer Assistant opens.
Step 3: Click on “Scan to E-mail Wizard”.
Note: If your Windows OS does not have Scan to Email Wizard support, then use method 2.
Step 3: Go to the dialog for “Outgoing Email Profiles”, and then click on the button labeled “New”. This action will cause the dialog for “Scan to Email Setup” to open.
Step 4: On page “1. Start”, type in the email address of the sender in the field for “Email Address”.
Step 5: In the field for “Display Name”, type in the name of the sender. This name is what the control panel of your printer will display.
Step 6: If you want a PIN to be requested whenever an email is to be sent, then type in a PIN (4 digits) in the field for “Security Field”. After that, re-enter that PIN you just typed in the field for “Confirm Security PIN”. Finally, click on “Next”.
HP recommends that you create a PIN for security purposes to protect your email profile.
Step 7: On page “2. Authenticate”, type in the name of the SMTP Server and the port number of the SMTP.
Note: Usually, you don’t have to change the default port number.
If you use a hosted SMTP service e.g. Gmail, then you need to confirm the SMTP address, SSL settings, and port number from the website of your service provider. Usually, for Gmail, “smtp.gmail.com” is the SMTP address while “465” is the port number, while the SSL must be enabled.
We recommend that you check online sources that are reliable to verify that the above information we just provided are still current when you are about to configure the setup.
Step 8: If you use Gmail, then you should click on the check box for “Always use secure connection (SSL/TLS)”.
Step 9: Click on the drop-down menu and then choose “Maximum Size of Email”.
HP recommends that you used the “Automatic” default size as the file’s maximum size.
Step 10: If there is an authentication requirement for the SMTP server, click on the check box for “Email Log-in Authentication”, and then enter your “User ID” as well as “Password”. After that, click on “Next”.
Step 11: On page for “3. Configure”, choose “Include sender in all email messages sent out successfully from the printer” to enable your printer to automatically send a copy to the sender whenever the printer sends out an email message. Now, click on “Next”.
Step 12: On page “4. Finish”, verify that the settings and information are correct.
- If the settings or information contains an error, then you can click on the button labeled “Back” to go back and resolve the error.
- If the settings and information are correct, then click on the button labeled “Save and Test”. This action will carry out a configuration test of the settings.
Step 13: If a message is displayed saying “Congratulations”, complete the process by clicking “Finish”.
The dialog for “Outgoing Email Profiles” will then display the new email profile that you just added.
Step 14: To exit HP Scan to Email Wizard, click on “Close”.
How to Set Up Scan to Email via HP Embedded Web Server (EWS) – Method 2
To set up the Scan to Email feature using the HP Embedded Web Server (EWS) for all operating systems, do the following steps:
Step 1: Open the HP Embedded Web Server.
Before you can do this, ensure that your HP printer is on an IP-based connection network.
To open the HP EWS, do the following:
i. Get your printer’s IP address
- Control panels with 2-line: On the control panel of your HP printer, press the button labeled “OK”. Open your printer’s menu for “Network Setup”, and then choose “Show IP Address”. This action will cause your printer’s IP address to be displayed.
- Control panels with touchscreen: From the control panel’s Home screen, touch the button for “Connection Information”, and then the button for “Network Connected” or “Network Wi-Fi ON”. This action will cause your printer’s IP address to be displayed.
ii. Open any web browser on your computer and type in your printer’s IP address in the browser’s address line. After that, press “Enter” on your keyboard to open the EWS.
If you get a message telling you that opening the website is not safe, click on the continue option to open the site. Your computer will not be harmed in any way if you access the EWS.
Once you have done the above, the Embedded Web Server (EWS) will open.
Step 2: Perform the Scan to Email feature configuration.
To perform the Scan to Email feature configuration in the EWS (Embedded Web Server), do the following:
i. On the home page of the Embedded Web Server, click on “Scan to Email”.
ii. On the page for “Outgoing Email Settings”, do one of the tasks below depending on the email structure of your organization:
- One email server is used for all emails: Carry out the email address as well SMTP server information set up and then click on “Apply”.
- Multiple email servers are used for all emails: Set up the email address, the names as well as Security PINs for individual email profiles. Once you are done, click on “Apply”.
Immediately you are done with the email settings configuration, the tab labeled “Scan” will then appear in the Embedded Web Server (EWS).
iii. Click on the tab labeled “Scan”, then in the navigation pane on the left, click on “Scan to Email”.
iv. Click on “Default Settings” which you’ll find under the section for “Scan to Email”. Choose the default scan as well as file settings. After that, click on “Apply”.
v. On the tab labeled “Scan”, go to the navigation pane on the left and click on “Address Book”. This will enable you to begin the setup for your lists or contact list.
The settings options below can be used to set up the Address Book:
- Click on “Contacts” if you want to perform a local address book configuration.
- Click on “Address Book Settings” if you want to perform a Network Directory Server (LDAP) configuration for users in a company.
vi. After the contacts have been set up, click on “Apply”.
