Scan to email from my HP printer

[Onkar123]

My scan to email failed around 6 weeks ago,   I tried deleting my old outgoing email address and adding a new one,  but still keep getting the error message:

Username or password is incorrect. Ensure both user account and password are valid.

These are the settings I use my outlook account

SMTP server: smtp-mail.outlook.com

Port:  tried 25, 465 and 587

SMTP User ID:  my email address

SMTP Password: my password and tried using an app password too.

[Sneha_01]

Hi @Onkar123,

Welcome to HP Support Community.

Thank you for posting your query, I will be glad to help you.

If you're experiencing issues with the "Scan to Email" feature on your HP printer, specifically with incorrect username or password errors, here are some steps to help troubleshoot and resolve the issue:

1. Double-Check SMTP Settings

Make sure you are using the correct settings for Outlook:

• SMTP Server: smtp-mail.outlook.com
• Port:
  • Use 587 for TLS
  • Use 465 for SSL
• Encryption Method: Make sure to select TLS (recommended) or SSL as needed.

2. Use App Password (if applicable)

If you have Two-Factor Authentication (2FA) enabled on your Outlook account, you need to generate an App Password for your printer. Here’s how:

1. Log into your Microsoft account.
2. Navigate to Security > More security options.
3. Under App passwords, select Create a new app password.
4. Use this app password instead of your usual email password in the printer's settings.

3. Re-enter Credentials on the Printer

1. Access the email settings on your printer.
2. Delete any old or incorrect email configurations.
3. Re-enter your Outlook email address and the correct SMTP settings, using either your regular password or the app password.

4. Check Printer Firmware

Ensure your printer's firmware is up to date. You can usually do this through the printer's control panel or the HP Smart app.

5. Firewall and Security Settings

Make sure that any firewall or antivirus software on your network isn't blocking the printer from accessing the SMTP server. You might want to temporarily disable it for testing.

6. Test Connection from Another Device

Try sending an email from another device using the same SMTP settings. This will help confirm that the settings are indeed correct.

7. Print a Test Page

If your printer allows it, print a test page to ensure that the network connection and email settings are functioning correctly.

I hope this helps.

Take care and have a good day.

Please mark this post as “Accepted Solution” if the issue is resolved and if you feel this reply was helpful click “Yes”.

Rachel571

HP Support

[Onkar1231]

Hi Rachel 

   I tried everything you recommended, also updated the firmware on the HP printer and re-installed HP Smart on my laptop.   I can scan from the HP smart app, but still cant setup the HP Scan to email.  Can you advise?

[SL110]

Same issue with HP M479fdw. The response that Rachel571 from HP support provides does not resolve the problem. It appears from reading in the Microsoft community forum that Microsoft updated thier sign-in technology. Updated sign-in technology and SMTP server - Microsoft Community

The only work around I know of as of 10/14/24, I think is to use the HP App on your computer or use a non Microsoft email account. Hopefully, HP will come up with a patch/update to fix the issue with the HP M479 and other printers with the scan function.