hp officejet pro 9020 series scan won't scan to email. Says " The size of the file is too large".

[Suterflash]

HP officejet pro 9020 series scan won't scan to email. SMTP Server and Port are correct. Test message said,  " the size of the file is too large. Reduce file size or free up hard disk space and try again". I send and receive email thru Outlook with no issues, so error message makes no sense. 

[Kuroi_Kenshi]

Hi @Suterflash,

Welcome to the HP Support Community! 

Thanks for reaching out about your query regarding !  

We're thrilled to have the opportunity to assist you and provide a solution.

It sounds like you're encountering an issue where your HP OfficeJet Pro 9020 series is unable to scan to email, and the error message is indicating that the file size is too large. This could be due to several reasons, including the settings of the printer or the email service you're using. Here's a comprehensive guide to troubleshoot and resolve this issue:

1. Reduce the Scan File Size

The first thing to check is the size of the file you're scanning. Large files (such as high-resolution images or multi-page documents) can easily exceed the size limits imposed by your email server.

Try these steps to reduce the file size:

Lower the resolution of the scan:

1. On the printer control panel, go to the Scan menu.
2. Select Scan to Email.
3. Look for options to change the resolution (for example, from 300 dpi to 150 dpi or 200 dpi).
4. Lowering the resolution reduces the file size significantly.

Scan in black and white or grayscale instead of color. Color scans usually generate larger file sizes.

• In the scanning options, select Black & White or Grayscale mode.

Use a smaller file format (e.g., PDF):

• Scanning to PDF format can reduce the file size compared to image formats like JPG.
• Try scanning as a PDF, and if needed, split the document into smaller parts to send multiple emails.

2. Check Email Attachment Limits

Most email providers (like Gmail, Outlook, etc.) have an attachment size limit for emails. If your scan exceeds this limit, the email won't be sent.

• Gmail, Outlook, and most email providers have an attachment size limit of around 25MB.
• If your scan file exceeds the email provider's size limit, you may need to compress the file, scan in a smaller format, or break the scan into multiple smaller documents.

 

[Kuroi_Kenshi]

3. Free Up Space on Printer’s Hard Disk

Sometimes the error message may be related to insufficient storage on the printer’s internal memory or storage drive.

• Check printer storage: You can free up space on the printer by deleting old scan jobs or files.
  1. On the printer’s control panel, go to Setup > Printer Maintenance > Clear Memory.
  2. Follow the instructions to delete any temporary files or old jobs stored on the printer.

4. Review the SMTP Server Settings

Even though your test message passes, it's worth reviewing the SMTP server settings and ensuring they’re configured correctly for sending email directly from the printer.

Check the SMTP Server Settings:

1. On the printer’s control panel, go to Setup > Email Setup > SMTP Settings.
2. Double-check the SMTP server address and port number.
3. Ensure the Authentication method and encryption settings are correct for your email provider.

Test the Scan-to-Email again after verifying the settings.

5. Update Printer Firmware

HP regularly releases firmware updates that address various printer issues, including scanning and email functions. It's a good idea to ensure that your printer's firmware is up to date.

1. Visit HP Support and enter your printer model (HP OfficeJet Pro 9020).
2. Check for any available firmware updates.
3. Download and install the update, then restart the printer.

6. Contact Your Email Provider

If none of the above step's work, the issue may be on the email server side. Some email providers impose size limits, timeouts, or restrictions on the types of files that can be sent. Contact your email provider to confirm if there are any issues with sending large files from a third-party device like a printer.

Once you've tried these steps, let me know how it goes or if you need further assistance!

I'm glad I could help! 😊 If this resolved your issue, please mark it as "Accepted Solution" and click "Yes" on "Was this reply helpful?"—your feedback not only keeps us going but also helps others find the solution faster! 👍✨

Take care and have an amazing day ahead! 🚀

Best regards,