Scan to E-mail issue

[Ronin47]

I have configured and tested the "Scan to Email" settings with EWS and I verified that I am receiving all the test emails on my personal email address. But when I perform a "Scan to Email" action on the printer, I only get the cryptic error "Server failure: Try again later." after it scanned my document.

I already tried the following:

• Powered off/on the printer, still the same error.
• Examined my router log and found no blocking issue.
• Looked into the event logs with EWS and found no blocking issue.
• Examined SMTP provider (mailersend) log and found no blocking issue.
• Used different emails (personal and professional) and still the same error.
• Used HP SMart app  to ensure that SMTP settings are correct and verified it is working.

This issue is very aggravating, because I can not find any clue what is wrong and I bought this printer specifically for the "Scan to Email" capability!

[Dragon-Fur · Accepted solution]

@Ronin47 

Welcome to the HP English Community --

If you are sending emails to / from your email address(es) using any means that involves you sending the email yourself, that is, sitting in front of your computer and accessing / sending mail using a client email or your email as viewed / accessed in your Web Browser -- then - none of these tests are the same as invoking the printer to send email to the same destination(s).

Why?

Email providers allow "you" to access, send, and receive mail using the various tools available to your email account.  These can include using your email in your Browser and / or accessing and using your mail in a mail client (Outlook, Thunderbird).

SMTP "Scan to Email" sends email from the printer to the email provider's mail servers.

Email Providers don't like machines sending mail to their servers.

Most email providers, starting with Google a few years back, have permanently disabled "Less Secure Apps".

Email providers now require that anytime you use a machine to send email to the email provider's servers (more machines) - that you enable 2FA (2-step verification) in your Email Account security AND that you create an App Password to be used in place of your normal email password in the Scan to Email Profile.

Why?  Going through the extra security reduces the risk on the email provider's side when their servers receive mail from another machine.

Open your Browser > Type / enter the Printer IP address into URL / Address bar

Tab Scan > Scan to Email > Settings / Scan to Email Setup

Email Account Security

"Scan to Email", “Scan to Network”, "HP Scan > Email" and "Share" are subject to your Email Account provider's security that governs how your email account interacts with "third party software / apps".

“Less Secure Apps” is disabled.

For example, Google (G-Mail) and other email providers, including (and not limited to) Apple, Microsoft, and Yahoo, might require that you enable 2-Step Verification / 2FA (2 Factor Authorization) AND create and use an App Password to interact with the printer software, printer applications, or any program that requires that software to access your email account.

Where the email provider's security requires it, the App Password is used in place of your normal email / account password in "third party" apps and software.

=+=+=+=+=+=+=+=+=+=+=+=+=+=+=+=+

Example – Google / G-Mail

Notice from Google

Less secure apps & your Google Account

This video will quickly show you how to set up scan to email with an HP printer with G-mail AND keep the 2-Step verification / 2FA security feature. App Passwords

Set up Scan to Email HP Printer with 2 Step Verification on G-mail and Google

Video – EWS format for select new OfficeJet Pro printers, including 9135e

How to set up ‘Scan to Email’ on HP Color LaserJet Pro & HP OfficeJet Pro printers

Steps

Log into your Google Account

Open your Google Security Webpage

Next, if not done, Switch ON 2-step verification / 2FA

Turn on 2-Step Verification

Next, Complete the steps to open your mail security settings

Sign in with App Passwords

and

Create / Select app and (then) create your app password

• At the bottom, choose Select app and choose the app you using > Select device and choose the device you’re using > Generate.
• Follow the instructions to enter the App Password. The App Password is the 16-character code in the yellow bar on your device.  
• Make note of the password in case you need to re-enter it.
• Tap Done.

Tip: Most of the time, you’ll only have to enter an App Password once per app or device, so don’t worry about memorizing it.

Make note of your App Password >> Enter the 16 App Password (no spaces) in Scan to Email in place of your regular password.

Assign / set that new App Password in your Scan to Email profile as the password.

Save and Test

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Apple – “App Password” for third party applications

  Sign in to apps with your Apple ID using app-specific passwords

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Comcast / Xfinity – “App Password” for third party applications

  Turn Your Access to Third Party Email Programs On/Off in Xfinity Email

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Yahoo Mail – “App Password” for third party applications

  Yahoo - Generate and manage third-party app passwords

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Microsoft

  How to use two-step verification with your Microsoft account

  Next >>> Using app passwords with apps that don't support two-step verification

Work or school accounts -  Manage app passwords for two-step verification

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What about the Port?

  What’s the Difference Between Ports 465 and 587?

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Example - Standard EWS - Scan to Email - SMTP Profile

EWS_9025_Scan-to-Email_Setup_6

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References / Resources

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