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MFPs and scan to email

Many multifunction printers (MFPs), copiers, and scanners support Scan-to-Email, but can't handle modern email authentication methods like OAuth 2.0, especially with Gmail, Outlook, and other common providers.

Auth-Email solves this problem. It acts as a secure OAuth proxy, allowing legacy devices to use SMTP with a username and password, while behind the scenes it uses OAuth.

This guide walks you through connecting an MFP, scanner, or printer to your email provider via Auth-Email — quickly and securely.

Supported devices

Auth-Email works with any device that:

Supports SMTP for sending email
Allows configuration of its SMTP server, username, and password
Can use STARTTLS or SSL/TLS encryption

Examples: Canon, HP, Brother, Epson, Xerox, Konica Minolta, Kyocera, Ricoh, Sharp, Lexmark, etc.

What you’ll need

An email account from Outlook, Gmail, Yahoo, Fastmail, etc.
An Auth-Email account
A printer, scanner, or MFP that supports SMTP email configuration

Step 1: Add your email account to Auth-Email

Log in to your Auth-Email dashboard
Click “Add Account”
Enter your email address, and choose your mail provider (e.g., Outlook)
Complete the OAuth authorization process (see our getting started guide if needed)
When you’re returned to the dashboard, make a note of the account’s settings as shown in the configuration panel

Step 2: Configure SMTP on your device

Open the web interface or control panel for your scanner or MFP and go to the Scan to email or SMTP settings section. Enter the settings as shown in your Auth-Email dashboard. Use the selector below to see key settings for an account provided by Outlook:

Field	Value
SMTP server	`outlook.auth-email.com`
SMTP port	`465`
Use SSL/TLS	✅ Yes (required)
SMTP authentication	✅ Enabled
SMTP username	Your full email address (e.g., `[email protected]`)
SMTP password	(chosen by you during setup)
Sender address	`[email protected]` (if required; must match your SMTP username)

💡 Important: The settings in the table above are an example. You can use the dropdown menu to view the settings for any provider, but you should always ensure the details you use exactly match the ones shown in your Auth-Email dashboard for your chosen account.
If your device requires STARTTLS, use port 587 for Outlook accounts or port 2525 for Gmail accounts. For other providers, use Auth-Email’s Legacy TLS feature.
Need help? Get in touch at [email protected] and we’ll get you set up.

📤 Step 3: Send a test email

Use your MFP’s test function:

Try scanning to your own email address first
If the test fails:
- Double-check your username and password – make sure you use the full address, and the password you chose during setup (not your real email password)
- Make sure TLS or STARTTLS is enabled, and that you’ve used the correct port

Troubleshooting tips

Problem	Possible cause	Solution
SMTP login failed	Wrong username format, or incorrect password	Must be your full email address, and the password you set during Auth-Email account authorization
Handshake error	Printer doesn’t support STARTTLS	Try TLS/SSL on port 465
Email doesn’t arrive	Spam filter or wrong recipient	Check your spam folder or test with a different address

Security notes

Auth-Email cannot access your account or your messages.
OAuth tokens are used instead of your real account password, and these are stored in an encrypted format.
Encrypted tokens can only be decrypted using the custom password you chose during account setup.
We don’t store the password you use to set up your account, so only you can decrypt the OAuth tokens.
All communication is encrypted, and traffic is protected with TLS/SSL.

Use-cases

School copiers that need Gmail access
Office scanners using Hotmail or Outlook
Legacy industrial MFPs that only support basic SMTP
Scan to email on networks without internal mail servers

💡 Need Help?

If your device has unusual settings or still won’t connect, reach out at [email protected] — we’ll help you get it working.