Scan to email sends the file straight from your scanner or multifunction printer without opening your computer
Most modern scanners and all-in-one printers have a button or menu option that scans directly to an email address. You press the button on the device, it scans the page, and the file arrives in your inbox — you never touch your computer. This works because the scanner connects to your network and talks to an email server the same way your phone does.
The setup takes 15 to 30 minutes the first time. After that, scanning to email is faster than scanning to your computer and then attaching the file yourself. You can also set it to scan to multiple addresses at once, or to a shared folder on your network.
Key Takeaways
- Your scanner or printer must connect to your network (WiFi or ethernet) and have access to an email server to send files directly.
- You enter your email address and password into the scanner's settings menu, usually through a small touchscreen or a web browser on your computer.
- Once configured, you press a button on the device itself to scan and send — no computer required.
- Scan-to-email works best with Gmail, Outlook, and Yahoo, though some corporate email systems may block it unless you use an app password instead of your regular password.
Check whether your scanner supports scan-to-email
Not every scanner has this feature. Older models and very basic flatbed scanners often do not. Check your device's manual or the manufacturer's website — search for your model number plus "scan to email" or "network scanning".
All-in-one printers (printer, scanner, and copier in one) almost always support it. Dedicated scanners from Canon, Fujitsu, Xerox, and Brother usually do. Inexpensive USB-only scanners that plug directly into your computer do not.
If your device does not have this feature, you can still scan to your computer and attach the file to an email manually — that process is covered in the previous guide in this series.
Connect your scanner to your network
Your scanner must be on the same WiFi network as your computer, or connected to your router with an ethernet cable. Most modern scanners have a WiFi setup button or menu. Press it, select your network name from the list, enter your WiFi password, and wait for the connection light to turn solid.
If your scanner has an ethernet port, you can plug a cable directly from the scanner to your router instead. This is more reliable than WiFi, especially if you scan large batches of documents. Ethernet does not require you to enter a password.
Once connected, the scanner should show an IP address on its display screen. Write this down — you may need it later.
Enter your email address and password into the scanner
Most scanners have a small touchscreen menu where you can enter settings. Look for a button labeled "Settings," "Menu," "Network," or "Email." Navigate to the email or SMTP settings section.
You will need to enter:
- Your email address
- Your email password (or an app-specific password if your email provider requires one)
- The outgoing mail server address (SMTP server) for your email provider
- The port number, usually 587 or 465
If your scanner does not have a touchscreen, you can enter these settings through a web browser instead. Type the scanner's IP address into your browser's address bar (for example, 192.168.1.100), and a settings page will open. Log in with the default username and password — usually "admin" and "admin" or "admin" and a blank password — then navigate to the email settings section.
Find your email provider's SMTP server and port number
Different email providers use different server addresses. Here are the most common ones:
| Email Provider | SMTP Server | Port |
| Gmail | smtp.gmail.com | 587 |
| Outlook / Hotmail | smtp-mail.outlook.com | 587 |
| Yahoo Mail | smtp.mail.yahoo.com | 587 |
| AOL | smtp.aol.com | 587 |
| Apple iCloud | smtp.mail.icloud.com | 587 |
If you use a work email address or a smaller provider, search online for "[your email provider] SMTP settings" to find the correct server and port.
Gmail and Outlook require an extra step: you cannot use your regular password. Instead, you must create an app-specific password. For Gmail, go to myaccount.google.com, click "Security" in the left menu, scroll down to "App passwords," and generate a new one for your scanner. For Outlook, go to account.microsoft.com, click "Security," then "App passwords," and create one there. Use this generated password in your scanner settings, not your regular email password.
Test the connection and save your settings
Most scanners have a "Test Email" or "Send Test" button in the settings menu. Press it and check your inbox within a minute or two. If the test email arrives, your settings are correct and you can save them.
If the test fails, the most common problems are:
- Wrong password or app-specific password not used when required
- Wrong SMTP server address or port number
- Your email provider blocking the connection (check your email's security settings or spam folder)
- The scanner not connected to the network
Check each of these before trying again. If your email provider has two-factor authentication turned on, you almost certainly need an app-specific password, not your regular one.
Scan and send a document
Place your document face-down on the scanner glass or face-up in the automatic feeder, depending on your device. Look for a button on the scanner labeled "Scan," "Email," "Send," or with an envelope icon. Press and hold it for two to three seconds.
The scanner will display a menu showing the email address or addresses it will send to. Confirm the selection, and the scanner will begin scanning. When it finishes, it will send the file automatically. You should see a confirmation message on the scanner's display, and the email will arrive in your inbox within a few seconds.
If you want to scan multiple pages into a single email, load all pages into the automatic feeder at once, or scan them one at a time and tell the scanner to add each page to the same batch before sending.
Frequently Asked Questions
Can I scan to multiple email addresses at once?
Yes. In the scanner's email settings menu, look for an option to add multiple recipients or a distribution list. Enter each email address separated by a semicolon or comma, depending on what your scanner accepts. When you press the scan button, the file will be sent to all addresses.
What if my email provider says the connection is not find?
This usually means you need to use an app-specific password instead of your regular password, or your email provider is blocking the connection. Check your email account's security settings for any alerts. Gmail and Outlook both show warnings if an unknown device tries to log in — you may need to approve the scanner as a trusted device.
Can I scan to email if my scanner is not connected to WiFi?
No. Scan-to-email requires the scanner to connect to your network and reach an email server. If your scanner only has a USB cable, it cannot send email on its own. You would need to scan to your computer first, then attach the file to an email manually.
Why is my scanned file so large?
Scanners default to high resolution (300 dpi or more) to capture detail. For most documents, you can reduce the resolution to 200 dpi or lower in the scanner's settings to make files smaller and faster to email. Check your scanner's menu for "Resolution," "Quality," or "DPI" settings.
Can I scan to a shared folder instead of email?
Yes, if your scanner supports it. This is called "scan to network folder" or "scan to SMB." You would enter the network path, username, and password for a shared folder on your computer or network drive instead of email settings. Check your scanner's manual to see if this feature is available.