- Built-in OAuth: HP LaserJet Enterprise printers with recent FutureSmart firmware (and some newer OfficeJet Pro models) can sign in to Microsoft 365 or Gmail with OAuth 2.0 from the Scan to Email setup – look for a “Sign in with Microsoft” or “Google” option. Most other models only support passwords.
- Auth-Email: works with every HP 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.
HP scan to email setup
How to set up – or fix – scan to email on HP LaserJet, Color LaserJet, LaserJet Enterprise, OfficeJet, OfficeJet Pro and PageWide 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 HP supports OAuth, see the options in step 3.
1. Open the Embedded Web Server (EWS)
Type the printer’s IP address into a web browser. On Enterprise models, sign in as the administrator. The IP address is shown on the control panel, or on a network configuration page printed from the Reports menu.
Then go to: Scan (or Scan/Digital Send) → Scan to Email (or Email Setup) → Outgoing Email Profiles / SMTP servers
2. Enter the SMTP settings
The settings are usually called:
| SMTP Server | The SMTP server name |
|---|---|
| Port | The SMTP port |
| Enable SMTP SSL Protocol | Encryption |
| Server requires authentication | Turn on, and enter the user name and password |
| From address / Default From | 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 | outlook.auth-email.com |
|---|---|
| Port | 465 (or 587) |
| Enable SMTP SSL Protocol | SSL/TLS on 465; STARTTLS on 587 |
| Server requires authentication | On – your full email address, and the password you set in Auth-Email |
| From address / Default From | 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) |
| Enable SMTP SSL Protocol | SSL/TLS on 465; STARTTLS on 2525 |
| Server requires authentication | On – your full email address, and the password you set in Auth-Email |
| From address / Default From | 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 |
| Enable SMTP SSL Protocol | STARTTLS (TLS 1.2 or later) |
| Server requires authentication | On – the mailbox address and password. SMTP AUTH must be enabled for the mailbox, and Microsoft is retiring password sign-in |
| From address / Default From | 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) |
| Enable SMTP SSL Protocol | STARTTLS on 587; SSL/TLS on 465 |
| Server requires authentication | On – your full Gmail address, and an app password (needs 2-Step Verification) |
| From address / Default From | 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 HP signs in
Troubleshooting HP scan to email
| Unable to connect to email server / Email server not found | Check the server name and port, and that the printer has working DNS and internet access. |
|---|---|
| Authentication failed / Unable to authenticate | The email server rejected the user name and password – usually because password sign-in has been switched off for the account (see the error codes below). |
- Use the “Email Setup Wizard” in the EWS where available – it tests the connection as you go.
- Update the firmware first: older firmware may only support TLS 1.0, which Microsoft 365 rejects.
- Devices often show a vague error. To see exactly what the HP 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 · Ricoh · Xerox · Brother · Konica Minolta · Kyocera · Sharp · Epson · Lexmark · Toshiba
Get your HP scanning to email again
Auth-Email works with any HP 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.