scan to email wrong 'from' field

[S-J-L]

HP Color Jet Pro MFP 3301fdw

Scan to email can authenticate smtp email server, and send scanned documents to email addresses: both the test function from the web browser, and also a 'real world' test work

However, the email received is sent from the "User Name" used to authenticate with the smtp server and NOT from the "Email Address" listed. This is incorrect. It does, however, correctly use the "Display Name".

How do I get the printer to send scans from the "Email Address"? In the attached screenshot, I would like the email's 'from' field to be "desired@acme.com" and not "real@acme.com".

Thanks in advance.

[Hawks_Eye]

Hi @S-J-L 

Welcome to the HP Support Community!

Thanks for posting your query! We're here to help you get back up and running.

It seems like the issue lies in how the SMTP server is handling the "From" field for emails sent via your HP Color Jet Pro MFP 3301fdw. By default, many SMTP servers use the "User Name" (authentication email) as the sender's address, overriding the "Email Address" field specified in the printer's settings. 

Here's how you can address this:

Step 1: Verify SMTP Server Settings

1. Access the printer's Embedded Web Server (EWS):
   • Open a web browser and enter the printer's IP address (you can find this by printing a Network Configuration Page).
2. Navigate to Scan to Email Settings > Outgoing Email Profiles.
3. Check the SMTP server settings and ensure the "Email Address" field is correctly configured with "desired@acme.com."

Step 2: Check SMTP Server Policies

1. Some SMTP servers enforce strict policies that require the "From" address to match the authenticated "User Name."
2. Contact your email service provider or IT administrator to confirm if this restriction applies.
3. If possible, request them to allow "desired@acme.com" as the "From" address while using the authenticated "User Name."

Step 3: Use a Different SMTP Server

1. If your current SMTP server does not allow customization of the "From" address, consider using an alternative SMTP server that supports this feature.
2. Update the SMTP server details in the printer's Outgoing Email Profiles.

Step 4: Update Firmware

1. Visit the HP Printer Firmware page and download the latest firmware for your printer.
2. Install the update and restart the printer to ensure all features are up to date.

Step 5: Test the Configuration

1. Send a test email from the printer to verify if the "From" address now displays as "desired@acme.com."
2. If the issue persists, double-check all settings and consult with your email provider.

Let me know if you need further assistance or clarification! 😊

If my response helped, please mark it as an Accepted Solution! ✅ It helps others and spreads support. 💙 Also, tapping "Yes" on "Was this reply helpful?" makes a big difference! Thanks! 😊

Take care, and have an amazing day!

Regards, 

Hawks_Eye

[S-J-L]

Hi @Hawks_Eye,

Thank you for your response.

I tried what you suggested, but the issue is not resolved. Using your same paragraph numbers:
1. See attached image at end of this message (and note that in my original message/image, I had "PRINTER@...." and in this one, I have PRINTER-DONOTREPLY@... as the desired displayed sending address).
2., 3. See my point below.
4. I confirm that the latest firmware is installed.
5. No dice.

I have other HP printers, including 2 MFP LaserJets (M477, M479), as well as 2 older OfficeJets, and for which I have this set up and running fine. All of them use the **bleep** smtp server with the same Google Workspace (ie not @**bleep**.com, but rather @acme.com) account as what I am attempting to use here.

While the UI for the 3301 is clearly newer, I wonder whether there is a setting I may have missed somewhere.

When I am back at the office tomorrow, I can screenshot from the 479 to show those settings.

Thanks again.

[S-J-L]

Annoying automatic filter upon posting by this forum:
the "bleep" was Google's email service's name: the letter g followed by "mail", which I can't input here.

[S-J-L]

I am now back at the office. Here's a screenshot from the M479 printer settings UI. I confirm that this works fine on this printer.

Do you have any other recommendations?

[Hawks_Eye]

@S-J-L 

Thanks for the detailed follow-up! Since your M479 printer setup works fine but the HP 3301 isn't recognizing the same SMTP settings, let's explore a few additional troubleshooting steps.

Possible Fixes for HP 3301 Scan to Email Issue

Enable App Password for Google Workspace

• If your Google Workspace account has two-step verification enabled, you may need to generate an App Password for the printer.
• Follow Google’s guide to create an App Password and enter it in the SMTP authentication field.

Verify SMTP Relay Settings

• Ensure that smtp-relay.gmail.com is correctly configured with port 587 and SSL/TLS enabled.
• Some users have reported that port 465 works better for certain HP models.

Reset Email Profiles & Reconfigure

• Delete the existing Scan to Email profile and create a new one.
• Ensure the display name and email address match the format used in your working M479 setup.

Since your other HP printers work fine with the same Google Workspace SMTP settings, the issue likely lies in HP 3301’s firmware or security settings. 

Let me know if any of these steps help! 🚀

Regards,

Hawks_Eye

[S-J-L · Accepted solution]

Hi @Hawks_Eye,

Thank you for your ongoing assistance.

I have resolved the problem. For the benefit of others who may encounter it, I will provide my solution here. Unfortunately, I have to write it cryptically due to the HP forum's auto replace "feature".

TL;DR: Google's documentation is lacking. different smtp servers.

Explanation:

It seems as though Google's documentation is lacking:
While both smtp DOT XXX* DOT com  --and--  smtp-relay DOT XXX DOT com use the same authentication mechanism, TLS version, credentials, ports, etc**, smtp-relay permits authorized devices or apps to send emails through Google's servers as opposed to smtp (non -relay) which only permits users to send emails from their XXX accounts.

* replace XXX with the letter g followed by "mail"; this is due to the HP forum's auto replace.

** I'm not sure about this: I've read that smtp-relay authenticates based on IP address, but this is not my experience.

Conclusion:
In general, it would seem that it is best to use the smtp-relay server as it seems to have additional features compared to the smtp server. YMMV.

[Hawks_Eye]

@S-J-L 

Glad to hear you found a solution! Your insights on Google’s SMTP relay vs. standard SMTP server are really helpful—especially the way smtp-relay allows authorized devices to send emails through Google’s servers rather than restricting it to individual accounts.

You did a great job making the workaround clear. Hopefully, this helps others who run into the same problem with Scan to Email settings.

If you need help with anything else, I’m always happy to troubleshoot with you!

Take care, and stay fantastic! 

Regards, 

Hawks_Eye