- Built-in OAuth: Some newer Brother models can sign in to Microsoft 365 or Gmail with OAuth 2.0 after a firmware update (look for an OAuth or “Sign in” option in the email settings). Most models only support passwords.
- Auth-Email: works with every Brother that supports SMTP. Your device signs in to Auth-Email with a password, and Auth-Email signs in to Microsoft 365, Outlook or Gmail with OAuth. See our scan to email guide.
- Gmail app password: personal Gmail accounts with 2-Step Verification can create an app password and use it instead of the normal password.
- Microsoft 365 without signing in: direct send (to your own organization only) or an SMTP relay connector (needs a fixed public IP address). Set either up with our Exchange Online PowerShell command builder.
Brother scan to email setup
How to set up – or fix – scan to email on Brother MFC, DCP, HL and ADS devices with Microsoft 365, Outlook.com and Gmail. Menu names vary between models and firmware versions, so look for the closest match.
Scan to email stopped working? Microsoft 365, Outlook.com and Gmail no longer accept a device’s normal email password (and Microsoft is retiring password sign-in for SMTP). Unless your Brother supports OAuth, see the options in step 3.
1. Open the Web Based Management
Type the printer’s IP address into a web browser and log in with the administrator password (printed on a label on many newer models).
Then go to: Network → Protocol → SMTP → Advanced Settings (or Email → Email Send/Server)
2. Enter the SMTP settings
The settings are usually called:
| SMTP Server Address | The SMTP server name |
|---|---|
| SMTP Port | The SMTP port |
| SSL/TLS | Choose TLS (STARTTLS) for port 587, or SSL for port 465 |
| Server Authentication Method | Choose SMTP-AUTH, and enter the account name and password |
| Device Email Address | The sender address – it must match the account you sign in with |
Enter these values, depending on your email provider:
Microsoft 365 / Outlook – through Auth-Email (recommended)
| SMTP Server Address | outlook.auth-email.com |
|---|---|
| SMTP Port | 465 (or 587) |
| SSL/TLS | SSL/TLS on 465; STARTTLS on 587 |
| Server Authentication Method | On – your full email address, and the password you set in Auth-Email |
| Device Email 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 Address | gmail.auth-email.com |
|---|---|
| SMTP Port | 465 (or 2525) |
| SSL/TLS | SSL/TLS on 465; STARTTLS on 2525 |
| Server Authentication Method | On – your full email address, and the password you set in Auth-Email |
| Device Email Address | The same address you sign in with (or one it has permission to send as) |
Microsoft 365 – directly (SMTP AUTH)
| SMTP Server Address | smtp.office365.com |
|---|---|
| SMTP Port | 587 |
| SSL/TLS | STARTTLS (TLS 1.2 or later) |
| Server Authentication Method | On – the mailbox address and password. SMTP AUTH must be enabled for the mailbox, and Microsoft is retiring password sign-in |
| Device Email Address | The same address you sign in with (or one it has permission to send as) |
Gmail – directly (app password)
| SMTP Server Address | smtp.gmail.com |
|---|---|
| SMTP Port | 587 (or 465) |
| SSL/TLS | STARTTLS on 587; SSL/TLS on 465 |
| Server Authentication Method | On – your full Gmail address, and an app password (needs 2-Step Verification) |
| Device Email 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.
3. Choose how the Brother signs in
Troubleshooting Brother scan to email
| Send Error / Send Failed | The printer couldn’t connect to or sign in to the email server. |
|---|---|
| Server Timeout | The email server didn’t respond – check the server name, port and SSL/TLS setting. |
- Set “Verify Server Certificate” only once the connection works – older models may not trust newer certificate authorities.
- Use the “Test Send E-mail Configuration” option to check the settings.
- Devices often show a vague error. To see exactly what the Brother sends, point it at our SMTP connection tester – it shows the encryption, TLS version and sign-in method the device uses.
- Check the email provider’s server with our email server checker, and look up the server’s error in our error code lookup – for example 535 5.7.139 (Microsoft), 421 4.7.66 (old TLS versions) or 534-5.7.9 (Gmail).
- Use a dedicated mailbox for the device (for example, [email protected]), so that a password change or a staff member leaving can’t break scanning.
Guides for other brands:
Canon · HP · Ricoh · Xerox · Konica Minolta · Kyocera · Sharp · Epson · Lexmark · Toshiba
Get your Brother scanning to email again
Auth-Email works with any Brother 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.