HP Scan to Email stopped working with Outlook

[bloob318]

Scan to Email with my Outlook account has been working well until about 2 weeks ago.  I have 2FA activated and have been using an App Password, but now this does not work with Outlook.  I set up my Gmail account, also with 2FA, and Scan to Email works with Gmail .  I have tried resetting and using new Microsoft App Passwords, but still unable to get Scan to Email working with Outlook.  How to get this working again with Outlook?

[Dragon-Fur]

@bloob318 

Welcome to the HP English Community --

Not sure, though the following might be relevant.

NOTE:

If the solution is not useful -- ignore it --

What? 

The advice is specific to one or two particular situations-

The solution might -- or might not -- apply to your situation.

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Start...

Background information

There are now (at this writing) more than one "Outlook" software / applications.

Yes, it can be confusing.

No, I'm not sure how to describe it -- the following might help.

Note that the description below is a "type on the fly" explanation -- those can be tricky.  Ignore mistakes.

What?

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Windows Mail - though still around and functional at present, this app is being replaced by "New" Outlook (application). 

Just recently, in fact, after months of waiting, Windows Mail is not required to be used with HP Smart "Share" -- HP Smart can now make use "New" Outlook. 

If you still have Windows Mail installed as "Windows Mail", you can leave it as is or "upgrade" the Windows Mail app to "New Outlook".

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Classic / Software "Outlook" as part of an installed Microsoft Office software suite.  Typically, this type of Outlook is only installed if you have purchased Office Software.  For example, I have Professional Office -- "Outlook" is part of the software package.  In so much that I am aware, this is not relevant to a subscription to Office 365.

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New Outlook -- an application meant to take the place of Windows Mail and also a stand alone application available in the Microsoft Store.

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Not an "App" or "Software" - Your G-Mail email address is provided by Microsoft - many of us have a G-Mail address of some kind.  In those printers that support SMTP / Profile "Scan to Email", it's possible to use your G-Mail account as long as you do have 2FA enabled and use an App Password in the Profile.

==============================================

IF you have the full / classic Outlook software that is part of an installed Office suite (Office programs plus email),

and

If that Outlook has not be opened recently to allow it to "Send / Receive" emails,

and

That Outlook software is not upgraded to "New" Outlook

then

The Office Outlook software might sit in the background and interfere with other mail interactions, including (unfortunately), using (testing) Scan to Email SMTP / Profile  AND / OR  HP Smart > Share (to email).

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What to do?

Assuming any of this applies to your situation,

The following might help --

If you have Office installed, that is, a stand-alone version of purchased Office Software and Not a subscription for Office 365

Then

At the least, Open your Office Outlook software (part of installed Office) and let it "catch up" with "Send / Receive" .

After the "Send / Receive" function completes, the bottom of the Window will display "Connected".

An Aside - optional in the sense that I never tell people what to do with their Office software...

Consider updating your Outlook software to "New" Outlook as offered in the upper right corner of the Outlook window.

Outlook_Classic_Office_Software_1

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If you have not yet done so,

If you have Windows Mail installed and have elected to leave it as "Windows Mail" (no upgrade),

then

Open

 Microsoft Store

and

Search for the Outlook app in the store  --

If not installed, do that.

Microsoft_Store_New-Outlook_1

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Open Windows Start > Find and Open New Outlook app

Add your G-Mail account to the app

Answer any prompts to complete.

Takes a couple of minutes or less.

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Open HP Smart (Windows)

Click Scan

Scan some content OR Import a photo from your collection

Click "full" to capture the whole image boundary > Done

Next option: Share

Select "Outlook"

Run the app through the process and see if it works.

Note that depending on your network, "importing" the picture to the Outlook app can take several long seconds..

Select a Recipient - Enter something in the Subject line - Enter something in the body of the message -

and

Send

HP_Smart_Win_Scan_Photo_Share_2

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Finally - go back to EWS and test your SMTP / Scan to Email Profile

The following example might -- or might not -- look similar to your Laser Printer EWS SMTP Profile setup.

Example - EWS - Scan to Email

EWS_9025_Scan-to-Email_Setup_6

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"New" / Alternate EWS format - New OfficeJet Pro 91xx / 81xx and some LaserJet Printers

Example - EWS - Scan to Email / Email Servers and Email Options

EWS_9135_Scan_to_Email_Default_Options_5

=--=--=--=--=--=--=--=--=--=--=--=--=--=--=--=--=--=

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HP Color LaserJet Pro MFP M283fdw  

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Question / Concern Answered, Click my Post "Accept as Solution"

[Repairatrooper · Accepted solution]

https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-basi...

Best option is to configure scan to folder to a folder on your computer and then attach to an email. An extra step but a lot of MPF products do not support 2FA and with Microsoft makings changes as document above indicates, may be your only choice if using Office 365 at least with your current model.

[bloob318]

Hi Dragon-Fur,

Thank you for your comprehensive reply!  I am a Microsoft 365 subscriber and have been for many years, and I have MFA setup for my accounts, and I do use Microsoft Authenticator.   I am using the new Outlook app in my laptops.

As I mentioned, I have been using Scan to Email successfully until about 2 weeks ago, when it just stopped working.  I have been using App Passwords in the printer Scan to Email setup, but now it doesn't work.  I have renewed and set up new App Passwords but have been getting error messages in the tests as follows:

Username or password is incorrect.

Ensure both user account and password are valid.

As I have also mentioned, I have set up another email profile using my Gmail account, also with MFA and using app password.  This Scan to Email using Gmail works fine.

So what has changed in Outlook.com?  How can I fix this?

[CNofGladstone]

Scan to email using an email from "outlook.com" fails after it had been working for quite awhile. Email and password are correct, server is correct (smtp-mail.outlook.com with port 587), "Always use secure connection (SSL/TLS)" is checked along with the "Server requires authentication." No setting is different from when it was working fine. I have 3 MFPC (1 HP, 2 Konica Minolta) that were working fine until a week ago and now it just says to check the username and password. 2FA authentication is disabled on the outlook account.

[bloob318]

Thanks Repairatrooper!  I think this is the key development from Microsoft that is causing all these problems with Scan to Email to **bleep**.  Basically, **bleep** has moved to modern authentication and requires support for Oauth2.  As far as I can gather from HP, almost all MFP printers do not currently support Oauth2, so even using App Passwords will not solve the problem.

I am exploring Scan to Network Folder as a longer term solution, and now trying to figure out how to get my MFP printer to recognise and access my NAS.

In the meantime, I have set up another Scan to Email profile using my **bleep** account, which seems to be working fine so far.

Thanks to everyone for their suggestions and help!

[checker122]

I have the same on 2 printers and did not found anything to resolve it, appreciate and tip, hint to get out of this problem