If your HP Scan to Email is not working, you are not alone. Many home offices and small and medium-sized businesses run into problems where an HP printer will not scan to email, fails to send scanned documents, or displays connection and recipient address errors. In this guide, we explain the most common reasons an HP printer scan to email is not working, including email configuration problems, network connection issues, and invalid recipient settings, so you can troubleshoot the problem and get your printer scanning to email again.
Some users also see specific messages such as “The printer is unable to connect to the remote destination. Check your configurations and try again” or “One or more recipient addresses are not valid” when trying to send a scan. Whether your HP printer is not scanning to email, your PDF email scans are failing, or the scan-to-email feature suddenly stopped working, understanding the cause can help you fix the issue faster and avoid repeated setup problems.
Is your HP Scan to Email Not Working?
Are you frustrated because your HP printer’s scan to email feature isn’t working? This is a common issue for both home offices and small and medium-sized businesses. In this guide, we’ll walk you through the most common causes and proven solutions, so you can get back to scanning and sending documents with ease.
Check your DNS settings
While doing IT Support tasks for Landon Technologies, the top reason we have discovered that keeps the scan to email feature from working is that there are missing network configuration settings that need to be manually added to the HP. The missing settings are usually the primary or secondary DNS servers. HP refers to this as Preferred DNS Address and Alternate DNS Address. DNS servers are what allows any computer, printer, server or smartphone to communicate over the internet. If you are attempting to setup scan to email on an all in one device (regardless of the make and model of scanner) check that there is at least one DNS server address listed. Without a DNS server being listed, then your HP all in one will not be able to communicate with the internet to send your scan via email.
What DNS Server settings to use?
If you do not see a DNS server address listed in the network settings of your HP then one will need to be added. You could use the DNS server addresses readily available from your Internet Service Provider (ISP). Each ISP has their own individual DNS servers and you are free to use them. For example, if you are a Comcast Internet customer you can use the DNS IP addresses 75.75.75.75 and 75.75.76.76 or as an alternative you can use Google's Public DNS IP addresses 8.8.8.8 and 8.8.4.4.
Not Just HP
If you are having issues with getting scan to email to function on any printer, copier, all in one or scanner, check for proper DNS settings. It is something that can be easily overlooked on any Ricoh, Canon, Xerox, Epson, Samsung, Dell, OKI, Panasonic, Sharp, Kyocera or Konica Minolta.
How to Scan a Document to Email?
For how to scan a document from a printer to email, follow these general steps. Note that specific steps can vary depending on the printer model and manufacturer. Here’s a basic guide:
Prepare Your Document:
- Place the document you want to scan on the scanner bed or in the document feeder. Ensure it is aligned correctly.
- Access the Printer’s Control Panel:
- Go to the printer’s control panel. This can be a touchscreen or a physical button interface, depending on your printer model.
- Select the Scan Option:
- Look for the “Scan” button or icon on the control panel. Select it to access the scanning menu.
- Choose Scan to Email:
- In the scanning menu, select “Scan to Email” or a similar option. Some printers may require you to go into a submenu to find this option.
- Enter Email Details:
- You may need to enter the recipient's email address directly on the printer’s control panel. Some printers allow you to select from a list of pre-configured email addresses.
- If prompted, you might need to enter your email address and a subject line for the email.
- Adjust Scan Settings:
- Set the scan settings according to your preference (e.g., resolution, color, file format). This can usually be done in the scan menu.
- Choose whether to scan a single page or multiple pages if your document has more than one page.
- Start the Scan:
- Once everything is set, press the “Start” or “Scan” button. The printer will begin scanning the document.
- Wait for the scanning process to complete. The time taken will depend on the number of pages and the selected resolution.
- Send the Email:
- After scanning, the printer will process the scanned images and prepare them for emailing.
- The email with the scanned document attached will be sent to the specified email address.
- Confirmation:
- Some printers provide a confirmation message on the control panel once the email is sent successfully.
- Check your email or ask the recipient to confirm that they received the scanned document.
Additional Scan to Email Tips:
- Printer Software/Apps: Some printers come with software or mobile apps that can facilitate scanning to email. Check if your printer has such an option.
- Network Connection: Ensure your printer is connected to the network and has access to the internet to send emails.
- Printer Manual: Refer to your printer’s user manual for specific instructions and troubleshooting tips tailored to your model.
If you need help with a specific printer model, please reach out to us by phone or contact form and provide us the model number, and we can give you more detailed instructions.
HP Scan to Email Not Working: Disclaimer
This article is assuming that you have followed the manufacturers user manual and instructions for setting up your device for scan to email and that all other instructed settings are correct. It also assumes that you have input the correct SMTP server email settings into your HP scanning device. If you find that you do have accurate DNS addresses and you are still not able to scan to email after reviewing this article, then we would recommend that you contact Support directly from the printers manufacturer. If you would prefer in-person assistance, then you might consider looking for a local computer support professional or IT Support company like us to assist you further.
💡 Need Ongoing IT Support?
If your team frequently runs into printer setup issues, email configuration problems, or other technical hurdles, it may be time to consider professional IT help. At Landon Technologies, we provide Remote IT Support for Small Businesses across the U.S.
Whether you're a business in Atlanta, GA or operate in multiple states, our experienced technicians can assist with:
- Printer and scanner troubleshooting
- Microsoft 365 and email setup
- Network connectivity issues
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HP Scan to Email Not Working – Frequently Asked Questions
Why is my HP printer not letting me scan to email?
If your HP printer is not allowing you to scan to email, the issue is usually related to email configuration settings, network connectivity, or authentication requirements. The scan-to-email feature relies on your printer connecting to an email server (such as Gmail, Outlook, or a business email service), so incorrect settings can prevent the message from being sent.
Common reasons this happens include:
- Incorrect SMTP server settings such as the wrong server address, port number, or encryption type
- Authentication problems, including outdated email passwords or two-factor authentication restrictions
- Network connectivity issues preventing the printer from reaching the email server
- Invalid recipient email addresses entered in the scan settings
- Firewall or security restrictions blocking the connection
Some users may also see error messages such as “The printer is unable to connect to the remote destination” or “One or more recipient addresses are not valid.”
To resolve the issue, verify the SMTP email settings in the printer’s web interface, confirm the printer is connected to the network, and ensure the email account used for scanning allows secure SMTP access. In some cases, creating an app-specific password for the email account may also be required.
Why is my scanner not sending to my email?
If your scanner is not sending documents to your email, the issue is usually related to email server settings, network connectivity, or authentication problems. Most scan-to-email features rely on SMTP (Simple Mail Transfer Protocol) to send messages through an email account, so incorrect configuration can prevent the scan from being delivered.
Common causes include:
- Incorrect SMTP settings, such as the wrong server address, port number, or encryption settings
- Authentication errors, including an incorrect email password or security restrictions from your email provider
- Network connection issues preventing the scanner or printer from reaching the email server
- Invalid recipient email addresses entered in the scan settings
- Firewall or security settings blocking the outgoing email connection
Many modern email providers like Gmail or Microsoft 365 also require secure authentication or app-specific passwords, which can cause scan-to-email to stop working if the printer was configured with older login methods.
To fix the issue, verify the SMTP configuration in your printer or scanner settings, confirm the device is connected to the network, and make sure the email account being used allows secure SMTP access. Updating the authentication method or creating an app password often resolves scan-to-email problems.
How do I fix an SMTP gateway not responding error?
An “SMTP gateway not responding” error usually means your printer, scanner, or application cannot communicate with the outgoing email server used to send messages. This commonly occurs when using scan-to-email on printers or when an email client is misconfigured.
Several issues can cause this problem:
1. Incorrect SMTP server settings
Verify that the SMTP server address, port number, and encryption type are correct. For example:
- Microsoft 365:
smtp.office365.com(Port 587, TLS) - Gmail:
smtp.gmail.com(Port 587, TLS)
2. Authentication problems
If the username or password is incorrect, the SMTP server may reject the connection. Many email providers now require app-specific passwords or modern authentication.
3. Network connectivity issues
Ensure the printer or device can reach the internet and the email server. Test this by verifying that the device is connected to the network and that DNS settings are correct.
4. Firewall or security restrictions
Network firewalls or ISP restrictions may block SMTP ports such as 25, 465, or 587, preventing the device from communicating with the mail server.
5. Outdated firmware or software
Older printer firmware may not support current security protocols required by email providers.
To resolve the issue, review the SMTP configuration settings in your device’s web interface, confirm network connectivity, and ensure the email account allows secure SMTP authentication. Updating the printer firmware and verifying the correct SMTP port and encryption settings often resolves this error.
How do I reset my HP printer scanner?
To reset your HP printer scanner, you can perform a basic power reset or restore the printer’s settings to help resolve scanning problems such as scan-to-email errors or scanner communication issues.
1. Perform a basic power reset
Start by turning off the printer and unplugging the power cord from both the printer and the wall outlet. Wait about 30–60 seconds, then reconnect the power cord and turn the printer back on. This simple reset can clear temporary scanner errors.
2. Restart the printer and computer
If you are scanning from a computer, restart both the printer and the computer to reset the connection between the devices.
3. Reset the scanner settings through the printer menu
On many HP printers, you can reset settings directly from the control panel. Go to Settings → Printer Maintenance → Restore Defaults (menu options may vary by model). This restores the printer’s configuration and may fix scanner issues.
4. Check HP scanning software
If the scanner still does not work, reinstall or update the HP Smart app or HP printer drivers on your computer. Outdated drivers can prevent scanning features from functioning properly.
After resetting the printer scanner, try scanning a document again or testing the scan-to-email feature to confirm that the issue has been resolved.
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