Scan to Email

Scan to Email

Scan to email is the most advantageous feature where you can scan the documents, pictures, or any other files and directly send them to an email address. While using the scan to email feature, enter the correct email address. With this feature, you can scan a document and send it by email on your Windows, iOS, Mac, and Android operating systems. You can configure a scan to email with your email address. An existing Gmail account is required to configure scan to email on different operating systems.

How to scan a document into an email?

There are different steps to scan documents to email on different operating systems. For scanning the documents to email, you need to remove the binding materials, clean the scanner, secure the internet connection, select color settings, determine the dots per inch, setting the scanning size, and check the file size.

How To Setup And Use Scan To Email Feature On Different Operating System?

Scan To Email On Windows Os

Check out the following steps to scan a document to email on Windows operating system:

  • First of all, connect your scanner to the Windows computer and turn them on.
  • Place the document on the scanner glass to scan it, and then save the scanned document in the preferred folder.
  • Now, find the scanned document and right-click on it.
  • Choose the “send to” option, followed by the “mail recipient” option.
  • A new email draft will open. Tap on the attached file for confirmation, and finally, tap on the send button.

Scan Documents To Email On Mac Os

If you are a Mac user, then follow the steps below to scan a coconut to email on a Mac computer:

  • Connect your scanner to the Mac computer and turn them on.
  • Tap on the Apple icon and select the “system preference” option. 
  • Then, open the “printers and scanners” tab and select your scanner.
  • Choose the “use document folder” option under the scanning option.
  • Tap on the “save to” button to save the scanned file.
  • Open your email and insert or drag and drop the scanned document to send to email.

Scan document to email on iOS

Following are the steps to scan a document to email on iOS:

  • Open the email account and draft a mail for the scanned document.
  • Click on the text document to insert the scanned document.
  • Tap on the document icon and set your device camera to fit the document on the device screen.
  • Capture the image of the document and scan the pages.
  • Finally, tap on the Save button to attach the document to the email draft. 

How To Scan documents to email on Android

Go through the below-mentioned steps to scan documents to email on Android OS:

  • Open the cloud storage drive on your Android device and tap on the “+” icon to add documents.
  • Tap on the camera icon to open the camera and position the camera to capture the pictures of documents.
  • Click on the circle button to capture the images of all pages.
  • Select the PDF option and click on the three dots icon to open the menu. 
  • Now, send the scanned document.

How do I get my printer to scan to email?

Following are the steps to scan from printer to email:

  • First of all, launch the scan to the email app and then scan the documents.
  • Save the scanned document to the preferred folder.
  • Search for the scanned document and right-tap on it.
  • Choose the “share” option and tap on the “email” button.
  • Go to the email and compose an email.
  • In the final step, tap on the Send button to send the scanned document.

Scan to email office 365

There are two methods to set up a scan to email office 365: Using office 365 as an SMTP server and using SendGrid as an SMTP server. Following are the steps for the scan to email office 365:

Method 1: Use Office 365 as an SMTP server

  • Go to smtp.office365.com to set the printer’s SMTP server.
  • After that, set up an email account.
  • Enable SSL or TLS on your device.

Method 2: Use SendGrid as SMTP server

  • Sign up and set up your SendGrid account.
  • Configure your printer server and set up the username and password.

Configure Scan To Email On A Different Printer

The best scan to email scanners are HP, Canon, Brother, Epson, and many more. In this section, we are going to discuss scan to email HP and scan to email canon printer.

How To Setup And Use Scan To Email Feature?

Scan to email HP

Following are the steps to set up scan to email on an HP printer/scanner:

  • First of all, enable the web services on your HP printer.
  • Go to the Apps section on the home screen and select the scan to the email app.
  • When you see a welcome screen, tap on the continue button.
  • After that, go to the email box and type your email address in the given field and click on the continue button.
  • Then, enter the PIN and hit the done button.
  • Tap on the store email or Auto-login option and select your document.
  • Choose the scan settings and tap on the continue button.
  • Verify your email information and choose the scan to email option.
  • After completing the scanning process, click on the ok button.
  • In the final step, tap on the yes button to send another mail.

Scan to email Canon printer

Follow the below-mentioned steps for the scan to email the canon printer:

  • Sign up with your login credentials to Canon printer’s web interface.
  • Tap on the “settings/registration” button and tap on the send button.
  • Go to the network settings tab and set up your email address.
  • Change your SMTP port and complete the scan to email the Canon printer.

Scan To Email Not Working Error- Troubleshoot

Sometimes users encounter the issues while using the scan to email feature. If you are facing a scan to email not working problem, then follow the below troubleshooting tricks to fix the issue.

Method 1: Hard reset the printer

Connect your printer directly to the power source and follow the below-mentioned steps to hard reset the printer:

  • Power off the printer and unplug it from the wall socket.
  • Disconnect the USB cable from the printer (if any).
  • Press and hold the power button on the printer to release any additional charge.
  • Wait for a few seconds and replug the printer to the wall socket.
  • Connect all the wires to the printer and turn on your printer.

Method 2: Update the printer firmware

Update the printer firmware to the latest version to fix the scan to email not working problem. Following are the steps to update the printer firmware:

  • Connect your printer to the computer or laptop through a USB cable.
  • Go to the official website of HP to download the updated printer firmware.
  • You can update the printer firmware from the control panel.

Method 3: Assign a public DNS

Following are the steps to assign the Public DNS:

  • Tap on the wireless option on the printer and move to the control panel section to get the IP address.
  • Launch a web browser and navigate to the HP printer’s official website.
  • Enter your printer’s IP address in the given field and move to the EWS page.
  • Go to the Network tab and select the “general” option. 
  • Now, tap on the “network protocols” button and select the “enable IPv4” option.
  • Tap on the apply button and move to the “network” tab. Click on the “wireless” and select the network address.
  • Click on the radio button to get the manual IP. Follow all the on-screen instructions to complete the process.
  • Reboot the printer and check if the issue is resolved.

Method 4: Reinstallation of printer drivers

Uninstall and then reinstall the printer drivers to fix the scan to email not working error. Follow the below-mentioned to uninstall and reinstall the printer drivers:

  • Disconnect the USB cable from the printer and move to the control panel.
  • Move to the program and features tab and select the printer drivers that cause problems.
  • Tap on the uninstall button to uninstall the button.
  • Again go to the control panel and tap on the devices and printers button.
  • Select the printer entries and get rid of them.
  • Press the Windows+R keys to open the run box and enter printui.exe/s, and hit the enter button.
  • Remove the drivers and open the run box to enter “c:/programdata.” Go to the manufacturer’s official website.

Method 5: Reboot the computer system

If the above-mentioned methods are not working, then reboot your computer system. Restart the computer and check if the scan to email is not working issue is resolved or not.