- Built-in OAuth: Xerox AltaLink and VersaLink printers with recent firmware support OAuth 2.0 sign-in to Microsoft 365 and Gmail for email. WorkCentre and older models only support passwords.
- Auth-Email: works with every Xerox 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.
Xerox scan to email setup
How to set up – or fix – scan to email on Xerox AltaLink, VersaLink, WorkCentre and ColorQube 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 Xerox supports OAuth, see the options in step 3.
1. Open the Embedded Web Server
Type the printer’s IP address into a web browser and log in as the administrator.
Then go to: Properties (or Connectivity) → Protocols / Setup → SMTP (Email)
2. Enter the SMTP settings
The settings are usually called:
| Server IP Address / Host Name | The SMTP server name |
|---|---|
| Port Number | The SMTP port |
| Connection Security | Choose STARTTLS for port 587, or SSL/TLS for port 465 |
| Login Credentials for the Device to access the SMTP server | Choose “Device”, and enter the user 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)
| Server IP Address / Host Name | outlook.auth-email.com |
|---|---|
| Port Number | 465 (or 587) |
| Connection Security | SSL/TLS on 465; STARTTLS on 587 |
| Login Credentials for the Device to access the SMTP server | 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)
| Server IP Address / Host Name | gmail.auth-email.com |
|---|---|
| Port Number | 465 (or 2525) |
| Connection Security | SSL/TLS on 465; STARTTLS on 2525 |
| Login Credentials for the Device to access the SMTP server | 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)
| Server IP Address / Host Name | smtp.office365.com |
|---|---|
| Port Number | 587 |
| Connection Security | STARTTLS (TLS 1.2 or later) |
| Login Credentials for the Device to access the SMTP server | 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)
| Server IP Address / Host Name | smtp.gmail.com |
|---|---|
| Port Number | 587 (or 465) |
| Connection Security | STARTTLS on 587; SSL/TLS on 465 |
| Login Credentials for the Device to access the SMTP server | 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 Xerox signs in
Troubleshooting Xerox scan to email
| SMTP server authentication failed | The email server rejected the user name and password. |
|---|---|
| Unable to connect to the SMTP server | Check the server name, port and connection security setting. |
- Use the Test Configuration button on the SMTP page to send a test email.
- If Connection Security can’t be changed, check that TLS 1.2 is enabled under Security → SSL/TLS settings.
- Devices often show a vague error. To see exactly what the Xerox 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 · Brother · Konica Minolta · Kyocera · Sharp · Epson · Lexmark · Toshiba
Get your Xerox scanning to email again
Auth-Email works with any Xerox 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.