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If you want to scan a document directly from an HP LaserJet Pro multifunction printer (MFP) and send the scanned document to one or more email addresses. If Scan to Email is not configured, the printer may not display the option or may be unable to send the scanned document.
The Scan to Email feature requires:
An active network connection on the printer.
The printer and setup computer to be connected to the network.
Access to the printer's Embedded Web Server (EWS).
A valid SMTP server and port.
SMTP authentication information, if required by the email provider.
Scan to Email enabled in the printer's EWS.
Applicable Printers
This procedure applies to the following HP LaserJet Pro MFP models listed in the HP document:
HP LaserJet Pro 300 Color MFP M375
HP LaserJet Pro 400 Color MFP M475
HP LaserJet Pro MFP M426-M427
HP Color LaserJet MFP M377
HP Color LaserJet MFP M476
HP Color LaserJet MFP M477
HP LaserJet Pro 500 Color MFP M570
HP LaserJet Pro 400 MFP M425
HP LaserJet Pro MFP M435
HP LaserJet Pro MFP M438
HP LaserJet Pro MFP M521
Note: This procedure is intended for older HP LaserJet Pro MFPs with a control panel that has a black background. Other models may have different Scan to Email setup procedures.
Troubleshooting Steps
1: Prepare the information required for setup
Before configuring Scan to Email, make sure you have:
Administrative access to the printer.
The printer's IP address.
The SMTP server address.
The SMTP port number.
SMTP authentication information, if required.
The email address that will be used as the sender.
If you do not know the SMTP server, port, username, or authentication requirements, contact your email provider, Internet service provider, or system administrator.
2: Access the HP Embedded Web Server
1 – Using a web browser
Turn on the printer.
Make sure the printer is connected to the network.
From the printer control panel, open the Network or Wireless screen.
Note the printer's IP address or host name.
On a computer connected to the same network, open a web browser.
Enter the printer's IP address in the browser address bar.
Press Enter.
The HP Embedded Web Server opens.
If the browser displays a security warning when opening the EWS, follow the browser's option to continue to the printer's EWS.
2 – macOS
On macOS, you can also access the EWS through HP Utility:
Open Go > Utilities.
Open the Hewlett-Packard folder.
Double-click HP Utility.
Select Additional Settings > Open Embedded Web Server, or select Scan to Email > Begin Scan to Email Setup.
The EWS opens in the browser.
3: Enable and Configure Scan to Email
In the EWS, click the System tab.
Select Administration from the left navigation pane.
Under Enabled Features, set Scan to Email to On.
Click the Scan tab.
Select Outgoing Email Profiles.
Click New.
Configure the sender information
Under Email Address:
Enter the sender's email address in Your Email Address.
Enter the sender's name in Display Name.
The display name is the name shown on the printer control panel when the outgoing email profile is selected.
Configure SMTP settings
Under SMTP Server Settings:
Enter the SMTP Server address.
Enter the SMTP Port.
Enable SSL/TLS if required by the email provider.
If the SMTP server requires authentication, enable SMTP server requires authentication for outgoing Email messages.
Enter the SMTP User ID.
Enter the SMTP Password.
Important: SMTP server names, ports, authentication requirements, and security settings can vary by email provider. Always verify the current settings with the email provider or IT administrator.
Configure an optional security PIN
HP recommends using a PIN to protect the outgoing email profile.
Enter a 4-digit PIN in PIN (Optional).
Enter the same PIN in Confirm PIN.
The PIN will be required on the printer whenever that email profile is used.
Configure email preferences
You can also configure:
Maximum email attachment size.
Automatic CC to the sender.
HP recommends leaving the maximum attachment size set to Automatic, unless a different setting is required.
Review all settings.
Click Save and Test to save the profile and test the connection.
If you do not want to test the connection immediately, select Save Only.
4: Add Email Contacts
You can create an address book so users can select recipients directly from the printer.
In the EWS, click the Scan tab.
Select Email Address Book.
To add an individual contact:
Enter the contact's name.
Enter the contact's email address.
Click Add/Edit.
Create an email group
Click New Group.
Enter a group name.
Select the required contacts.
Move the contacts to Individuals in Group.
Click Save.
5: Configure Default Email and Scan Settings
In the EWS, select the Scan tab.
Click Email options.
Configure the following settings as required:
Email settings
Default email subject.
Default email body.
Whether the body text should be displayed.
Scan settings
Scan file type.
Paper size.
Scan resolution.
Output color: Black & White or Color.
File name prefix.
Click Apply to save the settings.
Higher scan resolution produces more detail but also creates a larger attachment. Lower resolution produces smaller files.
Scan and Send the Document by Email
After Scan to Email has been configured:
Place the original document on the scanner glass according to the printer's alignment indicators.
Close the scanner lid.
From the printer control panel, touch Scan.
Select Scan to E-mail.
Select Send an E-mail.
Select the required From address/outgoing email profile.
If prompted, enter the profile PIN.
Touch To.
Select an email contact or group.
To enter a different address manually, select New and enter the email address.
Enter a Subject, if required.
Touch Next.
Review or change the scan settings.
Touch Scan.
The printer scans the document and sends it as an email attachment.
Troubleshooting
Scan to Email option is not available
Scan to Email may not be enabled or configured in the printer's EWS.
Open the printer's EWS.
Go to System > Administration.
Verify that Scan to Email is set to On.
Go to Scan > Outgoing Email Profiles.
Verify that an outgoing email profile has been created.
Save the configuration and test again.
Printer cannot connect to the SMTP server
causes
Incorrect SMTP server address.
Incorrect SMTP port.
Network connection problem.
Incorrect DNS/network configuration.
SMTP server requires authentication.
Email provider has changed its security requirements.
Resolution
Verify that the printer is connected to the network.
Confirm the SMTP server name with the email provider or IT administrator.
Verify the SMTP port.
Check whether SMTP authentication is required.
Verify the username and password.
Verify SSL/TLS requirements.
Use Save and Test in the outgoing email profile to test the configuration.
Scan to Email fails after entering the recipient
causes
Invalid recipient email address.
Incorrect outgoing email profile.
SMTP authentication failure.
Email server rejecting the message.
Attachment exceeds the permitted size.
Resolution
Verify the recipient's email address.
Confirm that the correct outgoing email profile is selected.
Test the outgoing email profile from the EWS.
Check the maximum attachment size.
Try scanning a smaller document at a lower resolution.
Confirm the SMTP settings with the email provider.
Email is sent but the recipient does not receive it
causes
Email was redirected to the spam/junk folder.
SMTP server rejected or delayed the message.
Attachment exceeded the recipient's email limit.
Recipient address is incorrect.
Resolution
Check the recipient's Spam/Junk folder.
Verify the recipient email address.
Send a test scan to another email address.
Reduce the scan resolution or attachment size.
Use Save and Test in the EWS to verify the outgoing email configuration.
Contact the email provider or IT administrator if the SMTP server continues to reject the message.
Scan quality is poor or attachment is too large
The selected scan resolution and color settings affect image quality and file size.
Resolution
Open EWS > Scan > Email options.
Adjust the Scan Resolution.
Select Black & White if color is not required.
Select an appropriate file format.
Try scanning the document again.
Higher resolution produces more detail but increases the file size.
