HP Scan to Email Not Working – How to Scan

1. Ensure Proper Internet Connection:

To enable your HP scanner to scan to your email, start by ensuring that your scanner and computer are connected to the same stable Wi-Fi network. This connectivity is vital for the successful transmission of scanned documents via email.

Important Information:

• Both scanner and computer should be connected to the same Wi-Fi network.
• Stable internet connection is crucial for scanning to email functionality.

2. Configure Email Settings:

Access the settings on your HP scanner, usually through the touch screen or control panel. Locate the "Scan to Email" or "Email Settings" option. Enter your email address and configure the email server settings, including SMTP server address, port number, and authentication credentials. These settings are necessary for the scanner to send emails.

Important Information:

• Input your email address in the scanner settings.
• Configure SMTP server address, port number, and authentication details.

3. Set Destination Email Address:

Within the scanner settings, set the destination email address where you want the scanned documents to be sent. Make sure to double-check the email address to avoid errors in the delivery process.

Important Information:

• Enter the correct destination email address in the scanner settings.
• Double-check the email address to prevent delivery errors.

4. Adjust Scan Settings:

Before initiating the scan, adjust the scan settings according to your preferences. You can select the file format, resolution, and other scan parameters. Ensure that the settings meet your requirements and are suitable for emailing.

Important Information:

• Customize scan settings such as file format and resolution.
• Optimize settings for both quality and email compatibility.

5. Initiate the Scan:

Place the document you want to scan onto the scanner's glass surface or into the document feeder, depending on your scanner model. Access the scanner's menu, navigate to the "Scan" or "Start" option, and select it. The scanner will now capture the document and prepare it for emailing.

Important Information:

• Position the document correctly on the scanner glass or feeder.
• Initiate the scan through the scanner's menu.

6. Review and Send:

After the scan is complete, the scanner will typically display a preview of the scanned document on its screen. Review the scanned image to ensure it's accurate and complete. If everything looks good, select the "Send" or "Email" option on the scanner's interface.

Important Information:

• Review the scanned document for accuracy.
• Choose the "Send" or "Email" option to initiate email transmission.

7. Check Your Email:

Once the scan is sent, check the email address you specified as the destination. The scanned document should appear as an attachment in your email's inbox. If you don't see it immediately, give it a few moments or check your spam/junk folder.

Important Information:

• Check the specified email address for the scanned document.
• Allow some time for the email to arrive, and check spam folders if needed.

In summary, getting your HP scanner to scan to your email involves configuring email settings, ensuring proper connectivity, adjusting scan parameters, and initiating the scan process through the scanner's menu. By following these steps, you'll be able to conveniently scan and send documents directly to your email address.

1. Incorrect Email Settings:

One common reason for scan to email issues is incorrect email server settings. Ensure that you have accurately entered the SMTP server address, port number, and authentication credentials in your scanner's settings. Incorrect settings can prevent the scanner from establishing a connection with the email server.

Important Information:

• Verify the accuracy of SMTP server address, port number, and authentication details.
• Incorrect email settings can hinder successful email transmission.

2. Connectivity Problems:

A stable internet connection is crucial for scan to email functionality. If your scanner or computer is experiencing connectivity issues, the scan might not be able to reach the email server. Check your Wi-Fi connection and ensure that both the scanner and the computer are properly connected.

Important Information:

• Ensure stable internet connection for both scanner and computer.
• Connectivity problems can impede scan to email transmission.

3. Attachment Size Exceeds Limits:

Email providers often have limitations on attachment sizes. If the scanned document is too large, it might be blocked by the email service's size restrictions. Check the size of the scanned file and make sure it falls within the permissible limits of your email provider.

Important Information:

• Verify that the scanned document size is within email attachment limits.
• Oversized attachments can be prevented from being sent through email.

4. Security Software Interference:

Firewalls and security software on your computer can sometimes block the communication between your scanner and the email server. Temporarily disable any such software and attempt to send the scan again. If successful, adjust the settings to allow the necessary communication.

Important Information:

• Disable security software temporarily to test for interference.
• Adjust firewall and security settings to facilitate scan to email communication.

5. Email Service Provider Restrictions:

Some email service providers have strict policies in place to prevent unauthorized access. If your email provider detects the scan as a potential security threat, it might prevent the email from being sent. Contact your email provider's support to ensure that scan to email functionality is permitted.

Important Information:

• Contact email service provider support to check for any restrictions.
• Email providers might have security measures that impact scan to email.

6. Scanner Firmware Update Needed:

Outdated scanner firmware can lead to various functionality issues, including scan to email problems. Visit the scanner manufacturer's official website to check for firmware updates specific to your scanner model. Updating the firmware can resolve compatibility issues.

Important Information:

• Check for firmware updates on the scanner manufacturer's website.
• Outdated firmware can affect scan to email functionality.

7. Email Server Issues:

Sometimes, the email server itself might be experiencing technical problems, which can prevent the successful delivery of scanned documents. To rule out this possibility, check if you can send and receive emails through your email account using other methods.

Important Information:

• Confirm the functionality of the email server by sending test emails.
• Email server issues can impact scan to email transmission.

In conclusion, there are several potential reasons why your scan to email is not going through. Incorrect email settings, connectivity problems, attachment size issues, security software interference, email service provider restrictions, outdated scanner firmware, and email server problems are all factors to consider when troubleshooting the issue. By systematically addressing these aspects, you can increase the likelihood of resolving the problem and successfully sending scans via email.

The SMTP (Simple Mail Transfer Protocol) port for HP scan to email typically uses port number 587 or 465. It's essential to ensure that the correct port is configured in your HP scanner's email settings to enable successful communication with the email server.

If your printer is capable of scan to email, there will be instructions in your printers user manual. If you do not have that user manual, then one can be downloaded in PDF format from the printer manufacturers website. Some needed settings will depend on your email provider. You can generally find these settings online by searching for your email provider’s SMTP setup.

Changing primary DNS to Google’s 8.8.8.8 DNS server means the device with that DNS setting will now perform domain name service lookups to Google’s DNS servers. Most homes and businesses by default use their ISPs DNS settings. Google DNS can be used as a primary DNS or as a backup DNS setting in case your primary DNS provider goes down. Having a backup DNS setting means your device will still be able to resolve internet addresses.

Google recommends using their Google Workspace SMTP relay service for setting up your HP printer to send emails to Gmail. Search Google for ‘gmail scan to email’ for a thorough guide from Google Support regarding this setup.