Scan to email feature isn't working

Symptoms

• Error message when trying to send a scan by email from the printer
• Scan completes but the email never arrives
• Error mentions authentication or login failure
• Feature worked before but stopped after a password change

Likely causes

• CommonEmail provider requires an app-specific password, not the regular account passwordProviders like Gmail and Outlook increasingly require a separate app password for third-party devices like printers.
• CommonOutdated SMTP server settings entered on the printerEmail server addresses and ports can change or be entered incorrectly.
• CommonTwo-factor authentication blocking the printer's login attemptIf 2FA is enabled on the email account, the printer can't complete a standard login without an app password.
• PossiblePrinter's date/time settings incorrectIncorrect system time on the printer can cause secure email authentication to fail.

What to do

1. Check your email provider's support page for how to generate an 'app password' for use with printers or other devices, and enter that instead of your normal password on the printer.
2. Verify the SMTP server address, port, and security (SSL/TLS) settings on the printer match your email provider's current recommended settings.
3. Confirm the printer's date and time are set correctly in its system settings.
4. Try setting up scan-to-email with a different email provider or a secondary account to isolate whether it's a provider-specific issue.
5. Update the printer's firmware, since email authentication methods are occasionally updated to support newer security standards.
6. As an alternative, use 'Scan to Computer' or 'Scan to USB' and email the file manually from a computer or phone if scan-to-email setup proves too difficult.

Tools and parts

• None

When to call a pro

If scan-to-email still fails after generating an app password and confirming server settings, contact the printer manufacturer's support, since exact SMTP setup steps vary by brand and model.

Safety