Scan to Email Not Working?

You hit "Scan to Email" on your printer, walk to your computer, and the email never arrives. Or the printer screen says "Authentication Failed." Or "SMTP error." Welcome to the most annoying printer feature.

The reason this stopped working for so many people: Google, Microsoft, and Yahoo all changed their email security between 2022 and 2024. Old printers can't use the new methods. Here's how to fix yours.

Method 1: Use the manufacturer's app (easiest)

This is genuinely the best path now. Install the manufacturer's app on your phone:

• HP: HP Smart
• Brother: Brother Mobile Connect
• Canon: Canon PRINT
• Epson: Epson Smart Panel

In the app, you can scan directly to your phone, then forward via email. Or use the app's cloud scan feature, which sends to an email of your choice automatically.

No SMTP settings, no app passwords, no breakage when Google updates security.

Method 2: Set up Gmail with an App Password

If your printer requires SMTP setup and you want to keep using your Gmail:

1. Enable 2-Step Verification on your Google account at myaccount.google.com/security
2. Go to myaccount.google.com/apppasswords
3. Create a new app password (label it "Printer")
4. Google gives you a 16-character password. Save it. You won't see it again.
5. On the printer's email setup:
   • SMTP server: smtp.gmail.com
   • Port: 587
   • Encryption: TLS (or STARTTLS)
   • Username: your full Gmail address
   • Password: the 16-character App Password (not your regular Gmail password)
6. Save and test

Method 3: Outlook/Microsoft 365

Microsoft also requires App Passwords now.

1. Sign in to your Microsoft Account at account.microsoft.com
2. Go to Security > Advanced security options
3. Turn on Two-step verification
4. Create an App Password
5. On the printer:
   • SMTP server: smtp-mail.outlook.com (or smtp.office365.com for Microsoft 365 business)
   • Port: 587
   • Encryption: TLS
   • Username: your full Outlook address
   • Password: the App Password

Method 4: Yahoo Mail

Yahoo also dropped support for less secure apps.

1. Sign in to Yahoo Mail
2. Account Info > Account Security > Generate app password
3. Use this on the printer:
   • SMTP server: smtp.mail.yahoo.com
   • Port: 465 (SSL) or 587 (TLS)
   • Username: your full Yahoo address
   • Password: the App Password

Common error messages and what they mean

• "Authentication Failed": Wrong password (you're using your regular password instead of an App Password)
• "Could not connect to server": Wrong SMTP server name or port. Or your network is blocking SMTP.
• "Network error": Printer can't reach the internet. Check Wi-Fi.
• "Send failure" with no detail: Often a TLS/SSL mismatch. Try the other port (587 vs 465) or toggle TLS on/off.

Pro tip: send to yourself first as a test

Set the destination email to your own address while testing. If it works, great. If not, check spam folder before trying further fixes.

Video walkthrough

Video by HP Support on YouTube