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HP LaserJet Pro Color M200, M300 and M400 MFP Product Series - Configuring Scan to E-mail

What is Scan to E-mail?

The Scan to E-mail feature allows a user to send a scanned image to e-mail addresses directly from the product’s control panel. To use the feature an outgoing e-mail profile must first be configured. There are two methods for configuring. From a Windows PC that has the M200 or M300/M400 software installed the feature can be configured using the Scan to E-mail Wizard. If using a Mac OSX computer or a Windows PC without the software installed the feature must be configured using the products Embedded Web Server (EWS).

Method 1: Configuring Scan to E-mail Outgoing E-Mail Profiles Using the Windows Scan to E-mail Wizard

  1. From the Windows desktop click Start, All Programs and then select the HP program group.

  2. Click the HP LaserJet Pro M200, M300 or M400 (example shown is the HP TopShot M275) and choose Scan to E-mail Wizard.

    Figure 1: Scan to E-mail Wizard

  3. Click New to enter a new outgoing e-mail profile (for this example gmail e-mail is used).

    Figure 2: Adding a new outgoing “From” e-mail address

  4. In the Scan to E-mail wizard enter your e-mail address in the e-mail address field and click Next.

    Figure 3: Entering the e-mail address

  5. Assign a display name for this e-mail address that will display on the printer control panel and click Next.

    Figure 4: Assigning a display name for the e-mail address

    NOTE: Optionally, a 4-digit security PIN number can be created to secure the e-mail profile. Once a security PIN number is assigned to a profile, the PIN number must be entered at the printer control panel before an e-mail can be sent from the device using that profile.
  6. The wizard will attempt to populate the SMTP Server name and SMTP Port number automatically. If the wizard is unable to find the SMTP information it must be entered manually. In addition, if e-mail authentication is required (gmail requires authentication) enter that information in the E-mail login authentication section of the wizard and then click Next.

    Figure 5: Confirming the SMTP settings

    NOTE: If the SMTP server name, SMTP port number, or authentication information are not known, contact the e-mail/internet service provider or system administrator for the information. SMTP server names and port names are typically easy to find by doing an internet search. For example, use terms like “gmail smtp server name” or “yahoo smtp server name”.
  7. Click the Save and Test button to test the configuration.

    Figure 6: Testing the outgoing e-mail profile

  8. Click Finish to close the Scan to E-mail Wizard.

    Figure 7: Scan to E-mail Settings

Method 2: Configuring Scan to E-Mail Outgoing Profiles Using the Embedded Web Server

  1. On a Mac or Windows computer the Embedded Web Server can be accessed by entering the product's IP Address into a web browser if the product is on the network.

    Figure 8: Entering the product's IP Address

    Or

    1. Click the HP Utility icon on the dock or in the Utilities folder.

      Figure 9: HP Utility

    2. In the HP Utility click Additional Settings.

      Figure 10: HP Utility - Additional Settings

    3. Next, select Open Embedded Web Server.

      Figure 11: Opening Embedded Web Server

  2. Select the Scan tab in the Embedded Web Server.

    Figure 12: Embedded Web Server - Selecting Scan tab

  3. On the left navigation area select Outgoing E-Mail Profiles and then click New.

    Figure 13: Outgoing E-Mail Profiles

  4. In the Outgoing E-mail Profiles section enter the following information:

    1. E-mail Address – this is the e-mail from which outgoing e-mails will be sent from.

    2. Display Name – this is the name that will appear on the products control panel.

    3. SMTP Server Name – this is the SMTP outgoing e-mail server name.

    4. SMTP Port – this is the SMTP port number of the outgoing e-mail server.

    5. SMTP Authentication Information – this information is not required by all outgoing SMTP e-mail servers (in this example gmail does require authentication).

    NOTE: If the SMTP server name, SMTP port number, or authentication information are not known, contact the e-mail/internet service provider or system administrator for the information. SMTP server names and port names are typically easy to find by doing an internet search. For example, use terms like “gmail smtp server name” or “yahoo smtp server name”.

    Figure 14: Outgoing E-mail Profiles

  5. Click Save and Test at the bottom of the Embedded Web Server to complete the setup.

    Figure 15: Completing the setup

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