scan to email does not work

[danwpl]

Hi, we have two printers in our office: 
- HP LaserJet MFP M283fdw

- HP LaserJet MFP M130fw

until end of October we used very often Scan to email tool.

The e-mail was set-up on Microsoft Hotmail. It worked very well for around 4 years.

One day it stopped - we kept receiving message that its unable to log in (user or password was incorrect) - however it worked well - we could log in to on via browser.

Since then I tried multiple e-mail addresses (hotmail, gmail and many many others), all with accesable SMTP.

It does not work at all for both printers, whatever details I provide the Scan to email configurator says that user and password are incorrect - even thogh all details such as servers and login & password are correct.

I tried everything - restore to factory settings, update the firmwere etc. etc.

Why it does not work?

[Raj2111]

Hi @danwpl 

Welcome to the HP support community.
 

I understand you're experiencing an issue with your HP printers, and I apologize for any inconvenience this may have caused. I'm here to help you today.

Here are some steps and potential solutions to help troubleshoot and resolve this issue:

1. Check for Changes in Email Service Security Settings

Both Hotmail (Outlook.com) and Gmail have become more restrictive about less secure apps accessing their services, and this can affect your printer’s ability to send emails via SMTP.

• For Gmail: Google may block less secure apps or require you to enable "Less Secure App Access" or "App Passwords".
  • Enable 2FA (Two-Factor Authentication) on your Google account if it's not already enabled.
  • Generate an App Password (which is a 16-character code) specifically for the printer.
    • Go to Google Account, select Security, and then under "Signing in to Google", enable 2-Step Verification.
    • After enabling, under the App Passwords section, generate a password for your printer and use it in the printer’s email configuration.
• For Hotmail (Outlook.com): Microsoft may block sign-ins from "less secure apps" like printers.
  • Ensure that the "Allow apps that use less secure sign-in" option is turned on.
    • Sign in to your Microsoft account, go to Security Settings, and check for this option under Advanced Security Options.
  • If you’re using Two-Factor Authentication, you’ll need to generate an App Password to use with your printer (like you would with Gmail).

2. Ensure SMTP Settings are Correct

Gmail SMTP Settings:

• SMTP Server: smtp.gmail.com
• Port: 587 (TLS) or 465 (SSL)
• Authentication: Yes
• Username: Your full Gmail email address (e.g., yourname@gmail.com)
• Password: The App Password generated above (not your regular Gmail password)

Outlook/Hotmail SMTP Settings:

• SMTP Server: smtp-mail.outlook.com
• Port: 587 (TLS) or 465 (SSL)
• Authentication: Yes
• Username: Your full Hotmail email address (e.g., yourname@hotmail.com)
• Password: Use the App Password (if Two-Factor Authentication is enabled).

Other Providers (e.g., Yahoo, etc.): Check their support documentation for SMTP settings.

3. Enable SMTP Authentication and TLS/SSL

• Go to the Scan to Email setup page on the printer’s control panel.
• Check the settings for SMTP authentication and enable SSL/TLS if available.

4. Factory Reset and Reconfigure

• Factory Reset Steps:
  • For HP LaserJet MFP M283fdw: On the printer’s control panel, go to Setup > Printer Maintenance > Restore Factory Defaults.
  • For HP LaserJet MFP M130fw: Go to Settings > Printer Maintenance > Restore Defaults.

After resetting, reconfigure the Scan to Email settings carefully, following the SMTP settings for your chosen email provider.

5. Check for Firmware Update, Click here

6. Use a Different Email Service

If you're still experiencing issues, you could try using a different email service that might be more compatible with the printer's scan-to-email functionality. Services like Zoho Mail, SendGrid, or Mailgun provide SMTP services that are compatible with most printers and offer easier integration for these kinds of tasks.

7. Check Network Configuration

Ensure that your network allows traffic on the necessary SMTP ports (25, 465, or 587).You might need to enable SMTP relay if you're using your company's email server or if you're setting up the printer on a more secure network.

I hope this helps! Keep me posted.

Please click “Accepted Solution” if you feel my post solved your issue, it will help others find the solution.
 

-Regards
Raj-HP Support

[Raj2111]

Hi @danwpl 

Welcome to the HP support community.
 

Please follow the steps provided in my previous post.

I hope this helps! Keep me posted.

Please click “Accepted Solution” if you feel my post solved your issue, it will help others find the solution.
 

-Regards
Raj-HP Support

[Repairatrooper]

Microsoft is requiring enhanced security on all mail services and rolling it out. 

https://learn.microsoft.com/en-us/entra/fundamentals/security-defaults