- Built-in OAuth: Some recent BP series models can sign in to Microsoft 365 or Gmail with OAuth 2.0. Older MX models only support passwords.
- Auth-Email: works with every Sharp 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.
Sharp scan to email setup
How to set up – or fix – scan to email on Sharp MX and BP series 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 Sharp supports OAuth, see the options in step 3.
1. Open the web page (Embedded Web Server)
Type the printer’s IP address into a web browser and log in as the administrator.
Then go to: System Settings → Network Settings → Services Settings → SMTP
2. Enter the SMTP settings
The settings are usually called:
| Primary Server | The SMTP server name |
|---|---|
| Port Number | The SMTP port |
| Enable SSL | Choose STARTTLS for port 587, or SSL for port 465 |
| SMTP Authentication | Turn on, and enter the user name and password |
| Sender 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)
| Primary Server | outlook.auth-email.com |
|---|---|
| Port Number | 465 (or 587) |
| Enable SSL | SSL/TLS on 465; STARTTLS on 587 |
| SMTP Authentication | On – your full email address, and the password you set in Auth-Email |
| Sender Address | The same address you sign in with (or one it has permission to send as) |
Gmail / Google Workspace – through Auth-Email (recommended)
| Primary Server | gmail.auth-email.com |
|---|---|
| Port Number | 465 (or 2525) |
| Enable SSL | SSL/TLS on 465; STARTTLS on 2525 |
| SMTP Authentication | On – your full email address, and the password you set in Auth-Email |
| Sender Address | The same address you sign in with (or one it has permission to send as) |
Microsoft 365 – directly (SMTP AUTH)
| Primary Server | smtp.office365.com |
|---|---|
| Port Number | 587 |
| Enable SSL | 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 Address | The same address you sign in with (or one it has permission to send as) |
Gmail – directly (app password)
| Primary Server | smtp.gmail.com |
|---|---|
| Port Number | 587 (or 465) |
| Enable SSL | STARTTLS on 587; SSL/TLS on 465 |
| SMTP Authentication | On – your full Gmail address, and an app password (needs 2-Step Verification) |
| Sender 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 Sharp signs in
Troubleshooting Sharp scan to email
| Cannot connect to the SMTP server / Authentication error | The printer couldn’t connect to or sign in to the email server. |
|---|
- Use the Connection Test button on the SMTP settings page.
- Devices often show a vague error. To see exactly what the Sharp 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 · Brother · Konica Minolta · Kyocera · Epson · Lexmark · Toshiba
Get your Sharp scanning to email again
Auth-Email works with any Sharp 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.