Possibility firmware bug in HP Color LaserJet m281fdw

[wyatt-wong]

I was not able to configure HP Color LaserJet Pro MPF m281fdw to use the "Scan to a network folder" function to a folder in macOS Sequoia 15.7, so I mostly use "Scan to e-mail" function when I need to perform scanning.

However, I found that the "Scan to e-mail" function have some issues:

1. When I use "Scan to e-mail" for scanning about 10-15 pages, I will receive the following error message of "Username or password is incorrect. Ensure both user account and password are valid.". But if I waited for 30-60 seconds, I can use the "Scan to e-mail" function again.

2. The "Scan to e-mail" function can sometimes display the error of "An error occurred while senid the e-mail. Try sending again." after finished scanning, but no scan image will be able to send to the designate e-mail address.

3. The "Scan to e-mail" function can sometimes stuck at the end of the scanning process. The scan head will be moving slightly back-and-forth and generate some noise. This will take 3-4 seconds and finally the printer will display "OK" to indiciate the scan process is successful.

Note that I am already using the latest firmware version with a datecode of "20230822".

 

[Hawks_Eye]

Hi @wyatt-wong 

Welcome to the HP Support Community! We're here to help you get back up and running.

Thank you for describing the symptoms so clearly—it's understandably frustrating when a reliable feature like “Scan to Email” behaves inconsistently, especially after firmware updates. 

The “Scan to Email” issues on your HP Color LaserJet Pro MFP M281fdw—intermittent credential errors, failed email delivery, and scan head stalling—are likely caused by SMTP authentication delays, email server timeouts, or memory handling during large scan jobs. These can be resolved by adjusting email settings, reducing scan load, and reconfiguring SMTP parameters.

Let’s walk through a full recovery and optimization process.

1. Credential error after scanning 10–15 pages

This typically occurs when the printer’s SMTP session times out or exceeds the server’s authentication window during large scans.

• Reduce scan size: Try scanning in batches of 5–7 pages to avoid timeout.
• Enable SMTP authentication keep-alive (if supported by your email provider).
• Use App Passwords: If you're using Gmail, Outlook, or Yahoo, generate an app-specific password and enter that in the printer’s email setup.
• Verify SMTP settings:
  • Server: smtp.gmail.com (or your provider’s)
  • Port: 587 (TLS) or 465 (SSL)
  • Authentication: Enabled
  • TLS/SSL: Enabled

You can reconfigure these settings via the Embedded Web Server (EWS):
HP Color LaserJet Pro MFP M281fdw – Embedded Web Server Setup

 

2. “An error occurred while sending the e-mail” after scan completes

This suggests the scan file may exceed the email server’s attachment size limit or the SMTP handshake failed.

• Limit scan resolution: Set to 300 dpi or lower.
• Use PDF format: Smaller and more compatible than JPEG or TIFF.
• Check email size limits: Most providers restrict attachments to 20–25 MB.
• Test with a different email account: Use a secondary account to rule out provider-specific issues.

 

3. Scan head stalls briefly before displaying “OK”

This behavior is typically harmless and indicates the printer is finalizing the scan buffer. However, if it becomes prolonged or noisy:

• Clean the scanner glass and calibration strip.
• Avoid scanning folded or uneven pages.
• Restart the printer after large scan jobs to clear memory.

 

You’re already on firmware version 20230822, which is current. However, if the issues persist, you can reset the email configuration and re-enter credentials via EWS.

Model-specific troubleshooting is available here:
HP Color LaserJet Pro MFP M281fdw – Troubleshooting Guide

Let me know if you'd like help configuring the SMTP settings for your specific email provider or testing scan-to-email with a smaller job. I’ll guide you through it.

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Take care, and have an amazing day!

Regards, 

Hawks_Eye