Brother Printer Scan to Email Setup
Setting up the Brother printer scan to email setup feature allows you to send scanned documents directly from your Brother multifunction printer to an email address without saving files to a computer first. Whether you’re scanning invoices, contracts, receipts, or important business documents, Scan to Email can streamline your workflow and save valuable time.
This guide explains everything you need to know, from the prerequisites and SMTP settings to troubleshooting common Scan to Email issues.
What You’ll Learn
- How Brother Scan to Email works
- Requirements before setup
- SMTP server configuration
- Gmail, Outlook, and Microsoft 365 settings
- How to configure Scan to Email using Brother Web-Based Management
- Testing the configuration
- Troubleshooting common Scan to Email errors
- Best practices for secure email scanning
What Is Brother Scan to Email?
Brother Scan to Email is a feature available on many Brother all-in-one printers that lets users scan documents directly from the printer’s control panel and send them as email attachments.
Unlike Scan to PC, this feature doesn’t require manually attaching files after scanning, making it ideal for offices and businesses that frequently share documents electronically.
Common uses include:
- Sending signed contracts
- Emailing invoices
- Sharing receipts
- Sending legal documents
- Delivering scanned reports
- Archiving paperwork digitally
Requirements Before Brother Printer Scan to Email Setup
Before configuring Scan to Email, ensure you have the following:
- A Brother multifunction printer with Scan-to-Email support
- A stable wired or wireless network connection
- The printer’s IP address
- Administrator access to the printer
- SMTP server information
- A valid email account
- SMTP authentication credentials
- Internet connectivity
Having these details ready makes the setup process much faster.
Find Your Brother Printer IP Address
You’ll need the printer’s IP address to access its web management interface.
To locate it:
- Open the printer’s Settings menu.
- Navigate to Network Settings.
- Select TCP/IP or Network Status.
- Note the displayed IPv4 address.
Alternatively, print the Network Configuration Report from the printer menu.
Access Brother Web-Based Management
Brother printers use a built-in web interface for advanced configuration.
Follow these steps:
- Open any web browser.
- Enter the printer’s IP address.
- Press Enter.
- Log in using the administrator password.
- Open the Administrator or Network section.
This dashboard provides access to Scan to Email settings.
Configure SMTP Settings for Brother Scan to Email
SMTP (Simple Mail Transfer Protocol) allows your printer to send scanned documents through an email server.
You’ll typically need to enter the following:
- SMTP Server Address
- SMTP Port Number
- Encryption Type (SSL or TLS)
- Email Address
- Username
- Password
- Authentication Method
Double-check every entry to avoid authentication errors.
Gmail SMTP Settings for Brother Printer
If you’re using Gmail, configure the following settings:
| Setting | Value |
|---|---|
| SMTP Server | smtp.gmail.com |
| Port | 465 (SSL) or 587 (TLS) |
| Encryption | SSL/TLS |
| Authentication | Required |
If your Google Account has two-factor authentication enabled, create an app password and use it instead of your regular password.
Outlook and Microsoft 365 SMTP Settings
For Outlook or Microsoft 365 accounts, use the appropriate SMTP configuration.
Typical settings include the following:
| Setting | Value |
|---|---|
| SMTP Server | smtp.office365.com |
| Port | 587 |
| Encryption | STARTTLS/TLS |
| Authentication | Enabled |
Always verify the latest SMTP settings with your email provider if authentication fails.
Configure the Scan to Email Feature
After entering the SMTP settings:
- Save the configuration.
- Restart the printer if prompted.
- Navigate to the Scan menu.
- Select Scan to Email.
- Enter or choose the recipient.
- Adjust scan settings.
- Press Start.
The scanned document should be delivered as an email attachment within a few moments.
Customize Scan Settings
Most Brother printers allow you to customize scanning preferences.
Available options may include:
- Color or Black & White
- Resolution (200, 300, or 600 DPI)
- PDF format
- JPEG format
- File compression
- Duplex scanning
- File size limits
Choosing the right settings helps improve image quality while keeping attachment sizes manageable.
Test Your Brother printer’s scan-to-email setup.
Before relying on the feature for daily use, perform a test scan.
Check that:
- The email is delivered successfully.
- The attachment opens correctly.
- Scan quality is clear.
- File size is acceptable.
- The recipient receives the message without delay.
Testing confirms the configuration is working correctly.
Common Brother Printer Scan to Email Setup Problems
Even a small configuration mistake can prevent successful email delivery.
Common problems include:
- Incorrect SMTP server address
- Wrong SMTP port
- Invalid username or password
- Firewall restrictions
- Expired email credentials
- DNS configuration errors
- Weak network connection
- Incorrect SSL or TLS settings
Review each setting carefully if scanning fails.
How to Troubleshoot Scan to Email Errors
If your Brother printer cannot send emails, try these troubleshooting steps:
- Restart the printer.
- Restart the router.
- Verify Internet connectivity.
- Confirm SMTP settings.
- Test the email account separately.
- Update the printer firmware.
- Check firewall or antivirus restrictions.
- Verify DNS settings.
- Re-enter authentication credentials.
- Send another test email.
Systematically checking each item usually identifies the issue.
Best Practices for Secure Scan to Email
To protect sensitive documents:
- Use strong administrator passwords.
- Enable TLS or SSL encryption.
- Update printer firmware regularly.
- Limit administrator access.
- Change passwords periodically.
- Remove inactive email accounts.
- Monitor printer activity logs.
- Secure the office network with WPA2 or WPA3 encryption.
Good security practices reduce the risk of unauthorized access.
Frequently Asked Questions
Can every Brother printer use Scan to Email?
No. Only supported Brother multifunction printers with Scan to Email functionality can send documents directly through SMTP.
Why is my Brother printer unable to send emails?
Common causes include incorrect SMTP settings, authentication failures, network issues, or outdated firmware.
Does Scan to Email require a computer?
No. Once configured, Scan to Email works directly from the printer without requiring a connected computer.
Can I use Gmail for Brother Scan to Email?
Yes. Gmail works with supported Brother printers when the correct SMTP settings and authentication methods are configured.
Which file formats can I send?
Most Brother printers support PDF, JPEG, TIFF, and other common scan formats depending on the model.
Is Scan to Email secure?
Yes, when SSL or TLS encryption is enabled and the printer is properly secured with administrator credentials.
Conclusion
Completing a Brother printer scan to email setup allows you to send scanned documents quickly and efficiently without relying on a computer. By configuring the correct SMTP settings, enabling secure authentication, and testing your connection, you can simplify document sharing for both home and office environments. Regular firmware updates and secure configuration practices will help ensure reliable Scan to Email performance over time.