Is your HP Scan to Email Not Working?
Is your HP Scan to Email not working? You're not alone. Many users run into issues when trying to send scanned documents via email from their HP printers or multifunction devices. Whether it's a connection error, incorrect SMTP settings, or failed authentication, this guide will walk you through the most common causes and how to fix them—step by step. Let’s get your HP Scan to Email feature back up and running quickly.
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
- Device configuration and updates
✅ Fast, friendly support. No long-term contracts. Just expert help when you need it.
Learn More About Our IT Support Services
Call us at (888) 596-3998 for questions related to our services.
Frequently Asked Questions
How do I get my HP scanner to scan to my email?
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.
Why is my scan to email not going through?
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.
What is the SMTP port for HP scan to 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.
How do I get my printer to scan to email?
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.
What does changing your DNS to 8.8.8.8 do?
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.
How do I scan from HP printer to Gmail?
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.
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