Setting up Scan to Email

Setting up Scan to Email

Step one: Access the HP Embedded Web Server (EWS)

Choose one of the following methods to access the Embedded Web Server (EWS).

NOTE: Method two applies only to macOS. If you have a Windows PC, you must use Method one.

Method One: Access the HP Embedded Web Server (EWS) from a web browser

Method two: Access the HP Embedded Web Server (EWS) from the HP Utility software in macOS


Step Two: Configure the Scan to Email feature

Follow these steps to configure the Scan to Email feature in the Embedded Web Server (EWS).

1. On the EWS Home page, click the System tab.

2. In the left navigation pane, click Administration.

3. In the Enabled Features area, set the Scan to Email option to On.

4. Click the Scan tab.

5. In the left navigation pane, click Outgoing Email Profiles.

6. On the Outgoing Email Profiles page, click the New button.

7. In the Email Address area, complete the following steps:

a. In the Your Email Address field, enter the sender's email address for the new outgoing email profile.

b. In the Display Name field, enter the sender's name. This is the name that will display on the printer control panel.

8. In the SMTP Server Settings area, complete the following steps:

      a. In the SMTP Server field, enter the address of the SMTP server.

      b. In the SMTP Port field, enter the SMTP port number.

NOTE: In most cases, the default port number does not need to be changed. If you are using a hosted SMTP service such as Gmail,
verify the SMTP address, port number, and SSL settings from the service provider's web site or other sources.
Typically, for Gmail, the SMTP address is “smtp.gmail.com,” the port number is “465,” and the SSL should be enabled.
Please refer toonline sources to confirm that these server settings are current and valid at the time of configuration.

      c. If you are using Gmail for email service, select the Always use secure connection (SSL/TLS) check box.

9. If the SMTP server requires authentication to send an email, complete the following steps to populate the fields in the SMTP Authentication area:

      a. Select the SMTP server requires authentication for outgoing Email messages check box.

      b. In the SMTP User ID field, enter the user ID for the SMTP server.

      c. In the SMTP Password field, enter the password for the SMTP server.

10. To require a PIN to be entered on the printer control panel before an email is sent using the email address, complete the following

steps to populate the fields in the Optional PIN area:

NOTE: HP recommends creating a PIN to secure the email profile. When a PIN is created, it must be entered on the printer
control panel each time the profile is used to send a Scan to Email.

      a. In the PIN (Optional) field, enter a 4-digit PIN.

      b. In the Confirm PIN field, re-enter the 4-digit PIN.

11. To configure optional email preferences, complete the following fields in the Email Message Preferences area with the desired settings:

      a. Maximum Size for Email Message Attachments: Use this drop-down menu to select the maximum size for email message attachments.

NOTE: HP recommends using the default file size of Automatic for the maximum size.

      b.  Auto CC: Select this check box to automatically copy the sender on email messages sent from the profile.

12. Review all the information, and then click one of the following options:

      a. Save and Test: Select this option to save the information and test the connection.

      b. Save Only: Select this option to save the information without testing the connection.

      c. Cancel: Select this option to quit the configuration without saving.


Step Three: Add contacts to the email address book

Follow these steps to add contacts to the email address book in the Embedded Web Server (EWS). The address book is accessible from the printer control panel.


1. On the EWS Home page, click the Scan tab.


2. In the left navigation pane, click Email Address Book.


3.To add contacts to the address book, choose from the options below, and follow the steps provided:

To enter an individual email address, use the following steps:

      a. In the Contact Name field, enter the name of the new email contact.

      b. In the Contact Email Address field, enter the email address of the new email contact.

      c. Click Add/Edit to save the contact.

To create an email group, use the following steps:

      a. Click New Group.

      b. In the Enter the group name field, enter a name for the new group.

      c. In the All Individuals area, click a name, and then click the arrow button to move the name to the Individuals in Group area.

NOTE: Select multiple names at one time by pressing the Ctrl button on the keyboard and then clicking a name.

      d. Click Save.


Step Four: Configure the default email options


Follow these steps to configure the default email options using the Embedded Web Server (EWS).

1. On the EWS Home page, click the Scan tab.

2. In the left navigation pane, click Email options to configure the default email options.

3. In the Default Subject and Body Text area, complete the following steps:

      a. In the Email Subject field, enter a default subject line for the email messages.

      b. In the Body Text field, enter a custom default message for the email messages.

      c. Select Show body text to enable the default body text to display in emails.

      d. Select Hide body text to suppress the default body text for an email.

4. In the Scan Settings area, complete the following steps:

      a. From the Scan File Type drop-down list, select the default file format for scanned files.

      b. From the Scan Paper Size drop-down list, select the default paper size for scanned files.

      c. From the Scan Resolution drop-down list, select the default resolution for scanned files.

NOTE: Higher resolution images have more dots per inch (dpi), so they show more detail.
Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

      d. From the Output Color drop-down list, select Black & White or Color.

      e. In the File Name Prefix field, enter a file name prefix (e.g., MyScan).

5. Click Apply.


    • Related Articles

    • How-to Scan to Email

      After you have configured the Scan to Email feature in the HP Embedded Web Server (EWS), you can scan a document from the printer and send it directly to one or more email addresses. The scanned file is sent to the email address as an attachment in ...

    • Introduction of Scan to Email

      To set up the Scan to Email feature, you must access the HP Embedded Web Server (EWS).The following sections contain instructions on how to access the EWS and set up the Scan to Email feature, including steps to add contacts to the email address ...

    • Scan to Computer on Windows

      Note: For best chances of success, it is recommended that a proper scan driver is installed. If the customer simply plugs the printer into their PC with a USB cable, it will print but may not scan. The Full Software Solution driver is recommended for ...

    • Scan to Computer on MacOS

      Note: For best chances of success, it is recommended that a proper scan driver is installed. If the customer simply plugs the printer into their PC with a USB cable, it will print but may not scan. The Full Software Solution driver is recommended for ...

    • Set up a scanner to use with Mac

      You can add a scanner to the list of devices in Printers & Scanners preferences.  If you’ve already set up a printer that includes a scanner, you may be able to use its scanner features without any additional work. Select the printer in the list at ...