How to Scan to Email from Your Copier: Complete Setup Guide
Transform your copier into a powerful document scanner. This guide covers SMTP configuration, email setup, address book management, and troubleshooting for all major copier brands.
Key Takeaways
- Get SMTP details from IT first—you need server address, port, and authentication credentials
- Most copiers use port 25 or 587—port 587 with TLS/STARTTLS is most secure
- Create a dedicated email account—use copier@yourcompany.com instead of personal emails
- Test with internal email first—send to yourself before setting up for others
- Address book saves time—store frequently used emails in copier for one-touch scanning
What You Need Before Starting
Scan to email requires network connectivity and SMTP email server access. Gather these details before beginning setup:
SMTP Server Information
From your IT department or email provider
SMTP Server Address
Example: smtp.gmail.com, smtp.office365.com, mail.yourcompany.com
SMTP Port Number
Common: 25 (unsecured), 587 (STARTTLS), 465 (SSL)
Authentication Method
Username/password, OAuth, or no authentication
Encryption Type
None, SSL/TLS, or STARTTLS
Email Account Details
Dedicated account recommended
Sender Email Address
Example: copier@yourcompany.com, scanner@office.com
Username (if required)
Often same as email address or just username portion
Password
Account password or app-specific password (Gmail, O365)
Display Name
Example: "Office Copier" or "3rd Floor Scanner"
Pro Tip: Use a Dedicated Email Account
Create copier@yourcompany.com instead of using a personal email. This prevents authentication issues if someone leaves, makes it easy to track scanned documents, and keeps your inbox clean. Many email providers offer free additional accounts for this purpose.
Common SMTP Settings by Email Provider
Gmail / Google Workspace
⚠️ Important: Use App Password, not regular password. Go to Google Account → Security → App Passwords.
Microsoft 365 / Outlook
💡 Tip: Enable "SMTP AUTH" in Microsoft 365 admin center first.
Yahoo Mail
💡 Use App Password if 2-factor authentication is enabled.
Exchange Server (On-Premise)
💡 Contact your IT department for exact settings.
Step-by-Step Setup Guide
Verify Network Connectivity and Email Requirements
Before configuring email, ensure your copier is connected to the network and you have the necessary SMTP information.
Pre-Setup Checklist:
Access Copier Email Settings
Access the admin panel to configure email settings. The exact path varies by manufacturer.
Access Methods by Brand:
Canon imageRUNNER
From touchscreen: Settings (gear icon) → Network → E-Mail Settings
Or web UI: http://[copier-ip] → Login → Settings → Send → E-Mail/I-Fax Settings
Xerox / Altalink / VersaLink
From touchscreen: Device → Admin Login → Connectivity → Protocols → Email
Or web UI: http://[copier-ip] → Login → Properties → Connectivity → Email Settings
Ricoh / Savin / Lanier
From touchscreen: User Tools → System Settings → Interface Settings → Network → SMTP
Or web UI: http://[copier-ip] → Login → Configuration → System → Interface → Email
Konica Minolta bizhub
From touchscreen: Utility → Administrator Settings → Network Settings → E-mail Settings → SMTP
Or web UI: http://[copier-ip] → Administrator → Network → Email Communication
Sharp MX Series
From touchscreen: Settings → System Settings → Network Settings → Email/Internet Settings
Or web UI: http://[copier-ip] → Login → Network Settings → Email Settings
🔐 Admin Login Required
Most copiers require admin credentials to access email settings. Common defaults:
- • Canon: Username:
admin/ Password:adminor7654321 - • Xerox: Username:
admin/ Password:1111 - • Ricoh: Username:
admin/ Password: blank or admin password set during setup - • Sharp: Press
CEmode (check manual for key combination)
Important: Change default passwords immediately for security. If defaults don't work, contact your IT administrator.
Configure SMTP Server Settings
Enter the SMTP server details you gathered earlier. This tells the copier how to send emails.
SMTP Configuration Fields:
1. SMTP Server Address
Enter the mail server hostname or IP address:
smtp.office365.com
192.168.1.50 (if using internal server)
Use hostname when possible (more reliable than IP)
2. SMTP Port Number
Select or enter the port:
- • 587 - STARTTLS (recommended - most secure and reliable)
- • 465 - SSL/TLS (encrypted from start)
- • 25 - Unencrypted (may be blocked by ISP/firewall)
3. Security/Encryption Method
Choose encryption type to match your port:
- • STARTTLS - Use with port 587 (starts unencrypted, upgrades to encrypted)
- • SSL/TLS - Use with port 465 (encrypted from beginning)
- • None - Use with port 25 (not recommended)
4. SMTP Authentication
Most servers require authentication. Select:
- • Required / Enabled - You'll enter username/password (most common)
- • Not Required / Disabled - Open relay (rare, not secure)
💡 Example Configuration (Gmail):
Set Up Sender Email and Authentication
Configure the "from" address that appears on all scanned emails and provide authentication credentials.
Authentication Configuration:
Sender Email Address (From:)
This appears as the "from" address on all emails sent from the copier.
Use the same email you created in prerequisites.
SMTP Username
Usually the full email address, but varies by provider:
- • Gmail/Google Workspace:
copier@yourcompany.com - • Microsoft 365:
copier@yourcompany.com - • Exchange (on-prem):
DOMAIN\\copierorcopier
SMTP Password
Enter the password for the email account:
⚠️ Important for Gmail & Microsoft 365:
If 2-factor authentication is enabled, you MUST use an App Password, not your regular password.
Gmail: Google Account → Security → 2-Step Verification → App Passwords
Microsoft 365: May need to enable "SMTP AUTH" in admin center
Display Name (Optional)
Friendly name that appears instead of email address:
"Main Scanner"
Create Address Book Entries
Save frequently used email addresses in the copier's address book for quick, one-touch scanning.
How to Add Address Book Entries:
Access Address Book Management
From admin panel: Address Book → Add New Entry
Or use web UI: http://[copier-ip] → Address Book → New
Enter Contact Information
- • Name: Display name (e.g., "John Smith" or "Accounting Dept")
- • Email: Full email address
- • Index/Number: Assign shortcut number (001-999)
- • Group: Organize by department (optional)
Save and Test
Save entry and verify it appears in address book selection screen.
💡 Address Book Best Practices:
- Use descriptive names: "HR - Sarah Johnson" instead of just "Sarah"
- Create department groups: "Sales Team", "Accounting", "Executive" for easy selection
- Assign logical numbers: 001-099 for executives, 100-199 for departments, etc.
- Export/backup regularly: Most copiers let you export address book to CSV
Test Scan to Email and Troubleshoot
Test the configuration by sending a scan to yourself, then troubleshoot any issues before rolling out to users.
Testing Procedure:
Send Test Email to Yourself
- • Place blank page on scanner
- • Press "Scan" or "Email" button on copier
- • Enter your email address manually or select from address book
- • Press "Start" to send
Verify Email Delivery
Check your inbox within 1-2 minutes. Email should arrive with:
- • Correct "From:" address (copier@yourcompany.com)
- • PDF attachment of scanned document
- • Subject line (usually date/time or can be customized)
Test External Email
Send scan to external address (Gmail, Yahoo, etc.) to verify external delivery works.
Test from Address Book
Verify address book entries work by selecting a contact and scanning.
Common Problems and Solutions
"Authentication Failed" Error
✓ Check username/password
Verify credentials are correct. For Gmail/O365, use App Password if 2FA is enabled.
✓ Enable SMTP authentication
Make sure "SMTP Auth" is enabled on copier and allowed on email server.
✓ Check username format
Try full email vs just username. Exchange may need DOMAIN\\username.
Emails Not Being Received
✓ Check spam/junk folder
Emails from copier may be flagged as spam. Add sender to safe list.
✓ Verify SMTP server/port
Confirm server address and port are correct. Test with telnet from copier.
✓ Check firewall
Ensure firewall allows SMTP traffic from copier IP on required port.
"Connection Refused" or Timeout
✓ Verify network connectivity
Ping SMTP server from copier. If fails, network/DNS issue.
✓ Check port is open
Port 25 often blocked by ISP. Try port 587 instead.
✓ Test with different server
Try smtp.gmail.com temporarily to isolate if server is the issue.
"Relay Access Denied"
✓ Enable authentication
Server requires auth but copier not providing credentials.
✓ Add copier to relay list
In Exchange/server, add copier IP to allowed relay addresses.
✓ Use authenticated account
Make sure copier email account has send permissions on server.