How to Configure Automatic Scanning to Specific Emails

Automatic scan-to-email streamlines document workflows and saves time. Instead of scanning, saving, opening email, and attaching, you can send documents with a single touch. Here’s how to configure this feature on your professional copier.

Why scan-to-email matters

Time savings

Traditional workflow:

1. Scan document to computer (30 seconds)
2. Navigate to file (15 seconds)
3. Open email client (10 seconds)
4. Compose email (30 seconds)
5. Attach file (15 seconds)
6. Send (5 seconds) Total: ~2 minutes per document

Scan-to-email:

1. Place document
2. Press shortcut button
3. Done Total: ~15 seconds

Business benefits

• Faster document distribution
• Immediate confirmation (email sent)
• Reduced steps = fewer errors
• Works for everyone (no computer needed)

Prerequisites

What you need

• Network-connected multifunction copier
• SMTP server access (for sending email)
• Email addresses to configure
• Admin access to copier

SMTP information required

Setting	What it is	Example
SMTP server	Mail server address	smtp.yourcompany.com
Port	Communication port	25, 465, or 587
Authentication	Login required?	Usually yes
Username	Account for sending	copier@yourcompany.com
Password	Account password	********
Encryption	SSL/TLS	Usually required

Getting SMTP details

From IT department: Best option—they know your mail server

Common providers:

Provider	Server	Port	Encryption
Microsoft 365	smtp.office365.com	587	STARTTLS
Google Workspace	smtp.gmail.com	587	TLS
Generic	smtp.yourdomain.com	25/587	Varies

Configuration steps

Step 1: Access admin settings

On the copier:

1. Press Settings or Menu
2. Navigate to Administrator Settings or System Settings
3. Enter admin password (default varies by brand—check manual)

Via web interface:

1. Open browser
2. Enter copier IP address
3. Log in as administrator

Step 2: Configure SMTP

Navigate to email settings:

• Canon: Settings → Function Settings → E-Mail/I-Fax Settings
• Ricoh: System Settings → Send (Email/Folder) → SMTP Server
• Konica Minolta: Network → Email Settings → SMTP
• HP: Network → Email Settings

Enter SMTP details:

1. Server address: smtp.yourserver.com
2. Port: 587 (most common)
3. Enable authentication: Yes
4. Username: your-sender@company.com
5. Password: (the password)
6. Encryption: TLS or SSL
7. Sender address: copier@company.com

Test the configuration (most machines have a test button)

Step 3: Create address book entries

For frequently used addresses:

1. Go to Address Book or Contacts
2. Click Add New
3. Enter:
   • Name: “John Smith” or “Finance Team”
   • Email: john.smith@company.com
4. Save
5. Repeat for all common destinations

Step 4: Create one-touch shortcuts

For even faster scanning:

1. Go to Shortcuts or Quick Settings
2. Create new shortcut
3. Configure:
   • Name: “Scan to Finance”
   • Type: Scan to Email
   • Destination: finance@company.com
   • Format: PDF
   • Resolution: 300 DPI
   • Colour: Auto or B&W
4. Save

Now users press one button to scan directly to Finance.

Advanced configurations

Scan to yourself

Dynamic “me” address: Some copiers support scanning to the logged-in user’s email automatically—requires user authentication setup.

Personal shortcuts: Each user creates their own shortcut with their email address.

Group distribution

Send scans to multiple recipients:

1. Create a group in address book
2. Add multiple email addresses
3. Create shortcut pointing to group

Or use distribution lists (emails like team@company.com).

Automatic subject and body

Configure default email text:

• Subject: “Scanned document from [device name]” or “Document from [user]”
• Body: “Please find attached document scanned on [date] at [time]”

Most copiers support variables like date, time, user, pages.

File naming

Configure how attached files are named:

Options typically include:

• Date-time: 20240415_143022.pdf
• User-date: JSmith_20240415.pdf
• Custom prefix: Invoice_20240415.pdf
• Counter: Scan_001.pdf

File format options

Format	Best for
PDF	Most documents
PDF/A	Archival, legal
Searchable PDF	Documents needing OCR
TIFF	High quality images
JPEG	Photos

Brand-specific guides

Canon

1. Press Settings → Preferences → Network
2. Select E-Mail/I-Fax Settings
3. Configure SMTP in E-Mail Send Settings
4. Test with Check SMTP Connection

Ricoh

1. Press User Tools → System Settings
2. Select File Transfer → SMTP Server
3. Enter server details
4. Use Connection Test

Konica Minolta

1. Access Utility → Administrator Settings
2. Go to Network Settings → E-mail Settings
3. Configure SMTP TX
4. Test configuration

HP

1. Open web interface (EWS)
2. Go to Networking → TCP/IP Settings
3. Select Network Identification → SMTP
4. Configure and test

Troubleshooting

”Email failed to send”

Check:

• SMTP server address correct
• Port number correct
• Authentication credentials valid
• Encryption type matches server

Solution: Verify all settings with IT department

”Authentication error”

Causes:

• Wrong username/password
• Account requires app-specific password
• Two-factor authentication blocking

Solutions:

• Reset password
• Create app password (Microsoft 365, Google)
• Use service account

”Connection timeout”

Causes:

• Wrong port
• Firewall blocking
• Server unreachable

Solutions:

• Try different port (25, 465, 587)
• Check firewall rules
• Verify server is online

”Recipient not found”

Check:

• Email address spelled correctly
• No extra spaces
• Valid email format

Email going to spam

Solutions:

• Set up SPF records for copier
• Use authenticated SMTP
• Avoid spam-like subjects
• Ask recipients to whitelist

Security considerations

Protect credentials

• Use service account (not personal email)
• Change password regularly
• Limit admin access

Encrypt transmissions

• Use TLS/SSL for SMTP
• Avoid port 25 (unencrypted)

Audit trail

• Enable logging
• Track who scans what
• Review periodically

Address book control

• Limit who can add addresses
• Restrict external emails if needed
• Regular review and cleanup

User training

What users need to know

1. How to place documents (ADF vs platen)
2. Which shortcut to use
3. How to select recipients (if not using shortcuts)
4. What format options mean
5. Where to get help

Create quick reference

Post near copier:

SCAN TO EMAIL
1. Place document face-up in feeder
2. Press [Scan to Email] button
3. Enter recipient OR select from contacts
4. Press [Start]
5. Document sent!

Summary

Setting up scan-to-email involves:

1. Gather SMTP details from IT
2. Configure SMTP on copier
3. Create address book entries
4. Set up shortcuts for common destinations
5. Train users on the process

Once configured, scanning to email becomes a one-touch operation that saves significant time.

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