Scan to email setup guides
Scan to email stopped working? Outlook.com no longer accepts a printer’s username and password, Gmail only accepts an app password, and Microsoft 365 is retiring password sign-in. Choose your printer or scanner’s brand for step-by-step setup, or use the settings below.
Scan to email settings for any printer or scanner
Open your device’s web settings page (type its IP address into a browser), find the email or SMTP settings, and enter:
Microsoft 365 / Outlook – through Auth-Email (recommended)
| SMTP server | outlook.auth-email.com |
|---|---|
| Port | 465 (or 587) |
| Encryption (SSL/TLS) | SSL/TLS on 465; STARTTLS on 587 |
| SMTP authentication | On – your full email address, and the password you set in Auth-Email |
| Sender (From) address | The same address you sign in with (or one it has permission to send as) |
Gmail / Google Workspace – through Auth-Email (recommended)
| SMTP server | gmail.auth-email.com |
|---|---|
| Port | 465 (or 2525) |
| Encryption (SSL/TLS) | SSL/TLS on 465; STARTTLS on 2525 |
| SMTP authentication | On – your full email address, and the password you set in Auth-Email |
| Sender (From) address | The same address you sign in with (or one it has permission to send as) |
Microsoft 365 – directly (SMTP AUTH)
| SMTP server | smtp.office365.com |
|---|---|
| Port | 587 |
| Encryption (SSL/TLS) | STARTTLS (TLS 1.2 or later) |
| SMTP authentication | On – the mailbox address and password. SMTP AUTH must be enabled for the mailbox, and Microsoft is retiring password sign-in |
| Sender (From) address | The same address you sign in with (or one it has permission to send as) |
Gmail – directly (app password)
| SMTP server | smtp.gmail.com |
|---|---|
| Port | 587 (or 465) |
| Encryption (SSL/TLS) | STARTTLS on 587; SSL/TLS on 465 |
| SMTP authentication | On – your full Gmail address, and an app password (needs 2-Step Verification) |
| Sender (From) address | The same address you sign in with (or one it has permission to send as) |
Auth-Email’s servers for other providers – and legacy servers for devices that only support older TLS versions – are listed in our server settings guide. Older devices that can’t use TLS 1.2 can’t connect to Microsoft 365 or Gmail directly at all.
Why did scan to email stop working?
Printers and scanners send email by signing in to an SMTP server with a username and password. Outlook.com and Gmail no longer accept a normal password from devices, and Microsoft 365 is retiring password sign-in for SMTP. Unless your device’s firmware supports OAuth 2.0, it can’t sign in any more – it usually shows a generic send or authentication error, while the server’s real reply is something like 535 5.7.139 or 534-5.7.9.
Your options are: use an app password (Gmail personal accounts only), update the firmware to a version with OAuth support (some newer models), send without signing in using Microsoft 365 direct send or an SMTP relay connector (see our Exchange Online PowerShell command builder), or connect through Auth-Email, which signs in with OAuth on the device’s behalf.
Not sure what your device is sending? Point it at our SMTP connection tester to see its exact connection, encryption and sign-in.
Get scan to email working again in minutes
Auth-Email works with any printer, scanner or copier that supports SMTP. Authorize your Microsoft 365, Outlook or Gmail account once, then change the SMTP server on the device – no firmware updates or IT changes needed.
Frequently asked questions
Why did scan to email stop working?
Most printers and scanners sign in to email with a username and password. Microsoft 365, Outlook.com and Gmail have switched off (or are switching off) password sign-in, so the device’s sign-in is rejected – usually with an error such as 535 5.7.139 or 534-5.7.9.
Which SMTP settings should my printer use for Microsoft 365?
smtp.office365.com, port 587, with STARTTLS (TLS) and SMTP authentication – but this requires password sign-in for SMTP, which Microsoft is retiring. Alternatives are direct send, an SMTP relay connector, the device’s own OAuth support (if it has it), or Auth-Email.
Do I need a separate mailbox for my scanner?
It’s a good idea. A dedicated mailbox (for example, [email protected]) means a staff member’s password change can’t break scanning, and makes it easy to see what the device sends.