Setting up HP Scan to Email allows you to scan documents directly from your HP printer to an email recipient without needing to save files to a computer first. This feature is ideal for home offices, businesses, and anyone who frequently sends scanned documents.

Whether you’re configuring a new HP multifunction printer or fixing an existing scan-to-email problem, this guide covers everything from SMTP settings to troubleshooting common errors.

What You’ll Learn

• What HP Scan to Email is
• Requirements before setup
• How to configure Scan to Email
• Gmail and Outlook configuration
• SMTP settings explained
• Common setup errors and solutions
• Security best practices
• Frequently asked questions

What Is HP Scan to Email?

HP Scan to Email is a built-in feature available on many HP multifunction printers that lets users scan documents and send them directly as email attachments.

Instead of scanning to a computer first, the printer connects to your email server using SMTP (Simple Mail Transfer Protocol) and delivers the scanned file to the selected recipient.

Benefits

• Faster document sharing
• Paperless workflow
• No computer required after setup
• Ideal for offices and remote work
• Supports PDF, JPEG, and TIFF formats on many models

Requirements Before HP Scan to Email Setup

Before starting, make sure you have:

• A compatible HP printer with Scan to Email support
• A stable internet or network connection
• Administrator access to the printer
• A valid email account
• SMTP server details
• SMTP username and password (or app password if required)

Having these details ready helps ensure a smooth setup process.

How to Perform HP Scan to Email Setup

Follow these general steps:

Step 1: Find the Printer’s IP Address

From the printer’s control panel:

Settings → Network → TCP/IP → IPv4 Address

Write down the IP address.

Step 2: Open the Embedded Web Server (EWS)

On your computer:

1. Open a web browser.
2. Enter the printer’s IP address in the address bar.
3. Press Enter.
4. The HP Embedded Web Server opens.

Step 3: Navigate to Scan to Email Settings

Within the EWS:

• Select Scan
• Choose Scan to Email
• Click Setup or Outgoing Email Profiles

Step 4: Configure SMTP Settings

Enter:

• SMTP server address
• SMTP port
• Email address
• Username
• Password or app password
• SSL/TLS encryption (if required)

Save the settings.

Step 5: Test the Connection

Most HP printers include a test or send test email option.

If the test succeeds, your Scan to Email feature is ready to use.

HP Scan to Email Setup with Gmail

Many users configure Gmail as their outgoing email provider.

Typical settings include the following:

Setting	Value
SMTP Server	smtp.gmail.com
Port	465 (SSL) or 587 (TLS)
Authentication	Required
Encryption	SSL/TLS
Username	Your Gmail address
Password	App Password (recommended when required)

If your Google account uses two-factor authentication, you’ll typically need an app password rather than your regular account password.

HP Scan to Email Setup with Outlook

For Outlook or Microsoft 365 accounts, the SMTP settings may differ depending on your account type.

Common configurations include the following:

• SMTP server provided by your email service
• Authentication enabled
• TLS encryption
• Correct sender email address

If you’re using a business Microsoft 365 account, consult your organization’s email administrator for the appropriate server details and authentication requirements.

Common HP Scan to Email Setup Problems

Authentication Failed

Possible causes:

• Incorrect username
• Wrong password
• App password required
• Account security restrictions

Solution

• Verify credentials
• Update password
• Generate an app password if your email provider requires one
• Confirm SMTP authentication is enabled

SMTP Connection Error

Possible reasons:

• Incorrect SMTP server
• Wrong port number
• Firewall restrictions
• Internet connectivity issues

Solution

• Verify server information
• Confirm the printer has internet access
• Check network firewall settings

Email Not Sending

This may occur because of:

• Incorrect recipient address
• Attachment size limits
• Network interruptions
• Invalid sender profile

Try sending a smaller document to a different recipient to isolate the issue.

Security Best Practices

To keep your email account secure:

• Use strong passwords
• Enable two-factor authentication
• Use app passwords where supported
• Keep printer firmware updated
• Remove unused email profiles
• Limit administrator access to the printer

Tips for Reliable Scan to Email Performance

For consistent operation:

• Keep printer firmware updated
• Maintain a stable network connection
• Verify SMTP settings after changing email passwords
• Test Scan to Email periodically
• Review email provider security policies

Quick Answers

How do I set up HP Scan to Email?

Access your printer’s embedded web server, open the Scan to Email settings, enter your SMTP server details, configure authentication, save the settings, and send a test email.

Why is HP Scan to Email not working?

Common causes include incorrect SMTP settings, authentication errors, outdated firmware, firewall restrictions, or changes to your email account password.

Can I use Gmail for HP Scan to Email?

Yes. Most HP printers support Gmail using the appropriate SMTP server settings and, when required, an app password for secure authentication.

Frequently Asked Questions

Does every HP printer support scan-to-email?

No. The feature is typically available on supported HP multifunction printers with network connectivity.

Can I scan directly to multiple recipients?

Many HP printer models allow multiple email recipients, depending on the firmware and available features.

Do I need HP Smart for scan to email?

Not necessarily. Most printers use the Embedded Web Server for configuration, though HP Smart may assist with printer management on supported devices.

Why does my printer ask for SMTP settings?

SMTP settings allow the printer to securely connect to your email provider and send scanned documents as email attachments.

How often should I update my printer firmware?

Check periodically for firmware updates to improve security, compatibility, and feature reliability.

Conclusion

Completing an HP scan-to-email setup makes it easy to digitize and send documents directly from your printer. By configuring the correct SMTP settings, verifying authentication, and keeping your printer firmware up to date, you can create a reliable and secure document workflow. If you encounter problems, reviewing your network connection, email credentials, and security settings will resolve most Scan to Email issues quickly.