HP OFfice Jet Pro 8725 EWS Set Up with an Authenticator

[alwaysann]

I had to change the password on my Microsoft Office 365 Business Account (I own the license and have admin access if that helps). This coincided with my getting a new Lenovo laptop set up. I use Google Authenticator to log into Microsoft Office and Outlook. After experiencing a ton of issues trying to get scan to work, I eneded up do a reset on the printer as the EWS interface in HP Smart kept timing out and I couldn't access it (same thing happened when I tried logging in using the IP address for the printer). I cannot figure out how to reset up scanning. It worked before, and I had written instructions I'd saved on how to set up the printer when the password changed that no longer seem to work. On the plus side, I can now access the EWS menu, but what I'm entering doesn't work anymore. If this helps at all, my Microsoft License was through GoDaddy and now that I set up the new laptop, it's through Microsoft. The printer shows up on my laptop and I can print and scan to computer, but I cannot get scan to email set up properly. I've tried  searching and AI, and I haven't found anything that describes this specific issue and how to successfully fix it. The other thing I noticed that's different is that the printer on my laptop is now called "HPD 16588 (HP OfficeJet Pro 8720)". Any help on how to succsessfully complete all the EWS fields when an Authenticator is set up for the email/Microsoft Business 365 License would be very much appreciated. Thank you!

[Pallipurath · Accepted solution]

Hi @alwaysann 

Welcome to the HP Support Community.

Thank you for posting your query.

The issue occurs because Microsoft 365 accounts protected with Multi-Factor Authentication (MFA), such as Google Authenticator or Microsoft Authenticator, no longer support signing in with the regular account password for SMTP authentication. To restore the Scan to Email feature on your HP OfficeJet Pro 8725, follow these steps.

Using a Microsoft 365 OAUTH2 account for Scan to Email jobs

• To enable the Scan to Email feature to send an email using a Microsoft 365 OAUTH2 account, configure the printer to authenticate using OAuth 2.0 with the outgoing email server (SMTP).
• Open the printer's Embedded Web Server (EWS).
• Log in using administrator credentials.
• Enable the Scan to Email feature.
• Select the Scan/Digital Send tab.
• From the left pane, expand the Email Set up option and select Default Job Options.
• Select the Enable Scan to Email check box.
• Select Apply.
• Complete the default message information under Address and Message Control fields.
• In the Default From box, type the email address you want to use to send the scanned documents.

Note:

This must be an active Microsoft account with mailing privileges.

• Type a default Subject and Message.
• Adjust the default File Settings as desired.
• Select Apply.
• Add an Outgoing Email server.
• Under the Outgoing Email Servers section, select Add.
• Select the option I know my smtp server address or host name.
• In the Server Name field, type smtp.office365.com as the server and select Next.

• Complete the basic information needed to connect to the server and then select Next.
• Server Name: For Microsoft 365 OAUTH2 accounts, this is smtp.office365.com.
• Port Number: The port value is 25 or 587. In most cases, the default port number does not need to be changed. However, when using the Enable SMTP SSL Protocol option, port 587 must be used.
• Split emails if larger than (MB): Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These issues can be prevented by entering a number in this field.

• Select to enable the options Enable SMTP SSL/TLS Protocol and Validate certificates for outgoing server connections.
• Select the Server requires authentication option and select OAuth 2.0 from the drop-down list.

In the User Name field, type the email address that will be used to authenticate with the OAuth2.0 server and select Next.

Note:

This should be the same email address used previously in the Default From field.

Note:

Per Microsoft requirements, the configuration for Outgoing Email Servers (SMTP) will expire at regular intervals for security. When this happens, it will need to be configured again using the steps above.

Connect to the Microsoft server to authenticate the email account for Scan to Email.

Select Get code to and wait for it to automatically generate a temporary code.

Hope this helps, Please revert if the issue persists.  https://support.hp.com/us-en/document/ish_13623350-13600809-16 follow the ink for detailed steps.

Take care and have an amazing day!

[Pallipurath]

.

[alwaysann]

Hello Pollipurahth,

First, I want to thank you for your detailed and helpful reply. I was all set to follow the instructions you provided and eager to get this fixed. For some bizarre, unknown reason, today the EWS does not permit me to open the Scan to email setting from either HP Smart App on my laptop or by using the IP address for my printer. Do you have any insights/advice on how to fix this issue? It is truly bizarre. It tells me it's redirecting me to a secure page, then says it cannot be accessed. I don't know what changed between today and yesterday. 

Again, thank you. I do hope I can regain access to the EWS without having to do another reset of the printer (that was my original issue; once I reset it, I was able to access EWS using the HP Smart App). Then I ran into issues trying to set it up and that's when I reached out to you.

With kind regards,

Ann

[alwaysann]

Okay fab news: I was able to restore access to EWS and thanks to your amazing instructions I was able to set up scanning to email again. Show this to your boss and tell them you deserve a raise. 🙂

[alwaysann]

Looks like I celebrated too soon. EWS test works great, but on Printer Control panel, when I select scan, it shows a message: Get HP Software. My address book is not showing up. Thoughts? I have enabled web services.

[Pallipurath]

Hi @alwaysann 

Thank you for responding.

I'm glad to hear that you were able to access the Embedded Web Server (EWS). Since the printer displays "Get HP Software" when you select Scan from the control panel and your address book is not appearing, please try the following steps:

Confirm HP Scan Software is Installed

• The "Get HP Software" message typically indicates that the printer cannot detect the required HP scanning software on your computer.
• Ensure you have installed the Full Feature Software and Drivers for your HP OfficeJet Pro 8725 rather than the basic driver.

Use HP App {Install the new APP}

• Install or open the HP App and add the printer successfully. https://www.hp.com/us-en/hp-app/overview.html 
• Test scanning from HP App to confirm the scanner is functioning correctly.

Verify Scan to Network Folder/Email Configuration

• Open the printer's Embedded Web Server (EWS) by entering the printer's IP address into a web browser.
• Navigate to the Scan or Digital Sending settings.
• Verify that the Scan to Email or Scan to Network Folder profiles are configured correctly.
• If you recently enabled authentication (OAuth/Microsoft Authenticator), remove and recreate the profile if necessary.

Check the Address Book

• In the EWS, verify that the email contacts are still present.
• If the address book is empty, recreate the contacts and save the changes.
• Refresh the EWS and check whether they appear on the printer control panel.

Have a good day.

[alwaysann]

Hello again, and thank you for your follow up. I've not had the time to try the suggestions you made. Today I re-downloaded all the drivers, and I had the HP app. The printer still says it wants software, and the scan to email from the control panel still returns an error message: "To use this function, sign in first." My best guess: The printer generated a claim code certificate, and it wants me to log in and use the claim code. However, when I attempt to do so it doesn't offer the option to enter a claim code, probably because I already entered the original one and it's tied to my profile. The scan test works fine from the EWS. Thankfully, that part is fixed. Do you have any ideas on what I need to do to restore functionality to the printer so I can use the scan function on the control panel? Thank you again. I so appreciate your follow up.

[Pallipurath]

Hi @alwaysann 

Thank you for responding.

I understand the issue is still not resolved, However you were able to perform Scan to email via EWS page. Since you are still facing the issues with the Control panel and as its requesting for a claim code and you are tryin to find the exact code details to perform perform via control panel. I would request you to please follow the below links for detailed steps and revert with the results.

https://support.hp.com/us-en/document/ish_9438561-9438605-16 

https://support.hp.com/us-en/document/ish_4696898-4696943-16 

https://support.hp.com/us-en/document/ish_4129352-4129404-16 

I hope this helps.

Have a good day.