How to Setup HP Printer to Scan to Network Folder

In this article, we will guide you on how to setup HP printer to scan to network folder.

Before you can start the setup to enable your HP printer to scan to a network folder, you need to have the following:

i. Administrative access to the HP printer.

ii. The destination folder’s network path.

iii. Your HP printer must be connected to the same active network as your computer.

Note: Ensure that you set up the network folder as a shared folder. If you don’t do that, the Scan to Network Folder feature will not work.

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How to Setup HP Printer to Scan to Network Folder on Windows

Once you have the above, there are two methods that can be used to set up your HP printer to scan to network folder on a Windows computer. We will discuss both methods below.

How to Setup HP Printer to Scan to Network Folder via HP Software Wizard – Method 1

To setup HP printer to scan to network folder via HP software wizard, follow the steps below:

Step 1: Open HP Printer Assistant.

For Windows 10 Users

i. Go to your computer’s “Start” menu.

ii. Click on “All Apps”.

iii. Click “HP”.

iv. Select your printer’s name.

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: Select “Scan”.

Step 3: Click on “Scan to Network Folder Wizard”.

If you can’t find the option for “Scan to Network Folder Wizard”, then you should use method 2 instead which we discuss below.

Step 4: In the dialog for “Network Folder Profiles”, click on the button labeled “New”. This action will cause the dialog for “Scan to Network Folder Setup” to open.

Step 5: On page “1. Start”, in the field for “Display Name”, type in the name of the folder as you desire. Whatever name you type in will be what the control panel of your HP printer will display.

Step 6: Use any of the ways below to complete the field for “Destination Folder”.

i. Manually input the file path.

ii. Click on the button labeled “Browse”, and then navigate to the location of the folder you want to save the file to.

iii. Use the steps below to create a new shared folder:

a. Click on “Share Path”.

b. In the dialog for “Manage Network Shares”, click on “New”.

c. Enter the name you want in the field for “Share Name”.

d. Click on the button labeled “Browse” to complete the field for “Folder Path” before selecting any of the options below and then click on “OK”.

Go to a folder that already exists on your computer.
Make a folder by clicking on “Make New Folder”.

e. In case the shared path requires a description, enter one in the field labeled “Description”.

f. In the field labeled “Share Type”, choose either “Public” or “Private”, before clicking “Apply”.

The recommended choice from HP is “Private” due to safety reasons.

g. When your printer displays the message “The share was successfully created”, click on “OK”.

h. You should click on the destination folder’s check box to select it before clicking on “OK”.

Step 7: Click on the check box for “Create a Desktop shortcut to the network folder”. When you do this, a shortcut that grants you quick access to the newly created network folder will be created on your computer’s desktop.

Step 8: If you want a PIN to be entered before your printer can scan to the network folder, then you need to enter a PIN (it’s usually 4 digits) in the field for “Security PIN”. After that, in the field for “Confirm Security PIN”, re-enter the same PIN. Once that is done, click on “Next”.

We recommend that you create a PIN to ensure that no one without authorization can scan to the network folder.

Step 9: On page “2. Authenticate”, enter the user name and password of your Windows computer in the appropriate fields. After that, click on “Next”.

Step 10: On page “3. Configure”, choose the settings the scan’s default settings by doing the following:

i. Click on the drop-down menu for “Document Type”.

ii. Choose a file format that will serve as the default for all scanned files.

iii. Click on the drop-down menu for “Color Preference”.

iv. Click on either “Color” or “Black & White”.

v. Click on the drop-down menu for “Paper Size”.

vi. Choose the default size of the paper for the scanned jobs.

vii. Click on the drop-down menu for “Quality Settings”.

viii. Choose the default resolution.

You should know that higher resolution will display more detail but have a larger file size. On the other hand, a lower resolution will display less detail but have a smaller file size.

ix. in the field for “Filename Prefix”, type in a filename prefix of your choice.

x. Click on “Next”.

Step 11: On page “4. Finish”, review all the information you’ve entered as well as the settings. If there is any correction you want to make, click on the button labeled “Back”. After that, you can then make the corrections you want. Once you are done, click on the button labeled “Save and Test”. This action will then test your configuration.

Step 12: When your printer displays “Congratulations”, click on “Finish”.

Step 13: The dialog for “Network Folder Profiles” will then display the sender email that you just added.

Step 14: Exit the HP Assistant Wizard by clicking “Close”.

In this article: Scan with HP Printer [How To/Issues & Solutions], you will learn how to set up other scanning features on your HP printer.

How to Setup HP Printer to Scan to Network Folder via HP Embedded Web Server (EWS) – Method 2

To setup HP printer to scan to network folder via HP Embedded Web Server (EWS), follow the steps below:

Step 1: Open the EWS (Embedded Web Server).

Note that the steps might vary depending on the control panel of your HP printer. However, we have explained how you can go about this step for the two main control panel types below:

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 touch 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.

Step 2: Perform the Scan to Network Folder configuration.

This section applies to certain HP LaserJet Pro MFPs (Multifunction Printers). If you own newer MFPs such as M479, M429, M428, and M329, just jump these current steps and check the next steps after this.

To perform the Scan to Network Folder configuration, do the following:

i. Click on the tab labeled “System”.

ii. Find and click on the link for “Administration” on the navigation panel on the left side.

iii. Go to the area for “Enabled Features, and then under the option for “Scan to Network Folder”, set it to “On”.

iv. Click on the tab labeled “Scan”.

v. Check the navigation panel on the left side and ensure that the link for “Network Folder Setup” is highlighted. You should see the page for “Scan to Network Folder” being displayed.

vi. On the page for “Network Folder Configuration”, click on the button labeled “New”.

vii. In the area for “Network Folder Information”, fill the fields below:

a. In the field for “Display Name”, enter your chosen folder name that will be displayed.

b. In the field for “Network Path”, enter the folder’s network path.

c. In the field for “Username”, enter a user name that will be required to open the network folder.

d. In the field for “Password”, enter a password that will be required to open the network folder.

viii. If you want a user to enter a PIN before accessing and sending a file to your printer’s network folder, then you should fill in the fields below in the area for “Secure the Folder Access with a PIN”:

a. In the field for “PIN (Optional”, type in a PIN (it is usually 4 digits).

b. In the field for “Confirm PIN”, re-enter the PIN you just typed in above.

It is recommended that you create a PIN to prevent unauthorized users from gaining access.

ix. In the area for “Scan Settings”, fill the fields below:

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.

x. 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.

For HP MFPs (Multifunction Printers) M479, M429, M428, and M329

To perform the Scan to Network Folder configuration on the above-listed HP printers, do the following:

i. On the Home page of the Embedded Web Server (EWS), click on the tab labeled “Settings.

ii. Click on “Control Panel Customization”.

iii. Click on “Quick Sets”.

iv. Click on the “+” (Add) icon.

v. Go to “Type”, and then click on “Scan to Network Folder”.

vi. Follow the instructions on the screen to add a new network profile “Quick Set Profile”.

vii. Once you are done, click on “Next”.

viii. Follow the instructions on the screen to set up the following:

Network folder
Scan & file configurations
Authentication requirement

ix. Once you are done, click on “Apply”.

x. On the page for “Settings”, follow the instructions on the screen to configure the following settings for the scan: Paper size as well as resolution.

xi. Once you are done, click on “save”.

Note: You have the opportunity to change the file settings and default scan for future Scan Network to Folder Quick Sets. To do this, just click on the tab labeled “Scan”, then click on “Scan to Network Folder”. Finally, click on “Default Settings”.

How to Setup HP Printer to Scan to Network Folder on macOS

To setup HP printer to scan to network folder on macOS, follow the steps below:

Step 1: Open the EWS (Embedded Web Server).

There are two methods that can be used to open the Embedded Web Server on your Mac computer. We discuss both methods below:

How to Open the EWS (Embedded Web Server) on macOS via Web Browser – Method 1

Note that the steps might vary depending on the control panel of your HP printer. However, we have explained how you can go about this step for the two main control panel types below:

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 the EWS (Embedded Web Server) on macOS via HP Utility – Method 2

To open the Embedded Web Server (EWS) on a Mac computer via HP utility, do the following:

i. Click on the “Go” menu.

ii. Click on the folder “Hewlett-Packard”.

iii. Double-click on “HP Utility”. This action will cause the HP Utility’s main screen to display.

iv. 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 Network Folder”. After that, click on “Register My Shared Folder…”

If a shared network folder is unavailable, then click on “Help Me Do This”. You will then be helped in creating the folder.

Once you have done the above, the EWS (Embedded Web Server) will open.