Change default outgoing Scan to Email address

[sdpcmedics]

I have the scan to email function working fine to my gmail address, however I want to change the DEFAULT - so when I hit SCAN on the printer, and select EMAIL.. it comes up with a NEW TO: address instead of the gmail account (mine) on my profile.

Do I have to create a NEW profile for the NEW sender.. and then check the box?  It appears that a default email TO: does not exist...  the main TO: seems to be the mail account only...

I know I can tap, tap the TO box and add other addresses, but I simply want to use MY gmail account as the FROM and have a Different Address marked as the default TO: address.

How can I do this?

I'm familiar with the web interface, but nothing there lets me do what I'm describing...  any ideas?

Thanks!

[TEJ1602]

@sdpcmedics, Welcome to HP Support Community!

Use the HP Utility to open the HP Embedded Web Server (EWS)

Step one: Configure the Scan to Email feature

1. Click the System tab.

2. In the left navigation pane, click the Administration link.

3. In the Enabled Features area, set the Scan to Email option to On.

4. Click the Scan tab.

5. In the left navigation pane, click the Outgoing Email Profiles link.

6. On the Outgoing Email Profiles page, click the New button.

7. In the Email Address area, complete the following steps:

   1. In the Your Email Address field, enter the sender's email address for the new outgoing email profile.

   2. In the Display Name field, enter the sender's name. This is the name that will display on the printer control panel.

8. In the SMTP Server Settings area, complete the following steps:

   1. In the SMTP Server field, enter the address of the SMTP server.

   2. In the SMTP Port field, enter the SMTP port number.

      NOTE: 

      In most cases, the default port number does not need to be changed.

       

      If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port number, and SSL settings from the service provider's Web site or other sources. Typically, for Gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

       

      Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

   3. If you are using Google™ Gmail for email service, select the Always use secure connection (SSL/TLS) check box.

9. If the SMTP server requires authentication to send an email, complete the following steps to populate the fields in the SMTP Authentication area:

   1. Select the SMTP server requires authentication for outgoing Email messages check box.

   2. In the SMTP User ID field, enter the user ID for the SMTP server.

   3. In the SMTP Password field, enter the password for the SMTP server.

10. To require a PIN to be entered on the printer control panel before an email is sent using the email address, complete the following steps to populate the fields in the Optional PIN area:

    NOTE: 

    HP recommends creating a PIN to secure the email profile.

     

    When a PIN is created, it must be entered on the printer control panel each time the profile is used to send a Scan to Email.

    1. In the PIN (Optional) field, enter a 4-digit PIN.

    2. In the Confirm PIN field, re-enter the 4-digit PIN.

11. To configure optional email preferences, complete the following fields in the Email Message Preferences area with the desired settings:

    • Maximum Size for Email Message Attachments: Use this drop-down menu to select the maximum size for email message attachments.

      NOTE: 

      HP recommends using the default file size of Automatic for the maximum size.

    • Auto CC: Select this check box to automatically copy the sender on email messages sent from the profile.

12. Review all the information, and then click one of the following options:

    • Save and Test: Select this option to save the information and test the connection.

    • Save Only: Select this option to save the information without testing the connection.

    • Cancel: Select this option to quit the configuration without saving.

Step two: Add contacts to the Email Address Book

1. In the left navigation pane, click Email Address Book to add email addresses to the address book accessible from the printer.

2. To add contacts to the address book, choose from the options below, and follow the steps provided:

   • To enter an individual email address, use the following steps:

     1. In the Contact Name field, enter the name of the new email contact.

     2. In the Contact Email Address, enter the email address of the new email contact.

     3. Click Add/Edit.

   • To create an email group, use the following steps:

     1. Click New Group.

     2. In the Enter the group name field, enter a name for the new group.

     3. Click a name in the All Individuals area, and then click the arrow button to move it to the Individuals in Group area.

        NOTE: 

        Select multiple names at one time by pressing Ctrl and then clicking a name.

     4. Click Save.

Step three: Configure the default Email Options

1. In the left navigation pane, click Email options to configure the default email options.

2. In the Default Subject and Body Text area, complete the following steps:

   1. In the Email Subject field, enter a default subject line for the email messages.

   2. In the Body Text field, enter a custom default message for the email messages.

   3. Select Show body text to enable the default body text to display in emails.

   4. Select Hide body text to suppress the default body text for an email.

3. In the Scan Settings area, complete the following steps:

   1. From the Scan File Type drop-down, select the default file format for scanned files.

   2. From the Scan Paper Size drop-down, select the default paper size for scanned files.

   3. From the Scan Resolution drop-down, select the default resolution for scanned files.

      NOTE: 

      Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

   4. From the Output Color drop-down, select Black & White or Color.

   5. In the File Name Prefix field, enter a file name prefix (e.g., MyScan).

4. Click Apply.

Hope this helps! Keep me posted. 

Please click “Accept as Solution” if you feel my post solved your issue, it will help others find the solution. Click the “Kudos/Thumbs Up" on the bottom right to say “Thanks” for helping!

[sdpcmedics]

Thank you for your reply, however none of this relates to my question. 

How do you change the DEFAULT SCAN TO email address?  not the FROM address... not the email sending OUT profile... The main sending TO: address?  It currently sends FROM/TO our mail profile just fine.. but that's not what we're having trouble with (your answer.)

We can manually tap a name on the printer to add other names to the send job..  but is it NOT possible to simply send the scanned email TO an address on our address book by DEFAULT?  Or can it ONLY send to the send FROM profile?

Thank you - any help is very appreciated.

[TEJ1602]

@sdpcmedics

The from address profile can be made default while using the scan to email feature but not the to address profile. 

You can manually enter the 'to' address while scanning though. Refer to the video Setting Up Scan to E-mail for help.

Keep me posted. 

Please click “Accept as Solution” if you feel my post solved your issue, it will help others find the solution. Click the “Kudos/Thumbs Up" on the bottom right to say “Thanks” for helping!

[sdpcmedics]

So, the only way to use someone else's email address as the default TO: address is to use their email account as the SEND FROM mail profile?

So we'd have to get someone's email password and server info in order to send to anyone else by default?  This seems very short-sighted if it is indeed impossible any other way.  Why would the programming allow for an address book, if you cannot select a user as a standard TO addressee for default?  Maybe this could be changed in a firmware update??? Please???

I know you can manually tap names on the printer itself, but many of your customers cannot see well, or have trouble touching your tiny buttons on the tiny screen.  That cannot be changed, obviously.  We just need your software to work better for all users. 

Is the SEND FROM profile using the FROM email address as an authentication to the mail server name info, or is that independent of the mail server SMTP info?   Can we use our gmail SEND FROM profile and simply use the person's email we want on the top FROM boxes, while the internal server sends through our gmail server info in the FROM profile?

Thank you very much for your thoughts and comment.

[TEJ1602]

@sdpcmedics

I understand your concern. Let me check if we can provide help on this and get back to you!

Thanks for understanding!