How to Scan and Email Directly from a Printer

How to Scan and Email Documents from a Printer

Are you tired of the inconvenience of going back and forth between your computer and printer to send scanned documents?

Did you know that most office printers, such as Xerox or HP (Hewlett Packard) printers, come equipped with a scan-to-email feature? This feature allows you to easily send scanned documents directly from the printer to your email.

The Printer Knowledge Gap

Despite businesses investing in multifunction printers for their offices, they often neglect to provide training on how to set up scan-to-email applications and other advanced features. Knowing how to configure your printer with your office email setup can save you a significant amount of time. In this step-by-step guide, we will demonstrate how to use this convenient feature to streamline your document scanning process and provide you with information on when, why, and how to scan and email from a printer.

Determining whether to use the scan-to-email feature of your printer depends on your specific needs. This feature allows you to send scanned images or documents directly to an email address without the need to transfer them to your computer first. It can be particularly useful if you don’t have a dedicated scanning device or if you prefer not to install additional software.

The main advantages of sending scanned files to email from a printer are increased efficiency and reduced paper waste. By eliminating the need to physically handle and store paper documents, you can save time and reduce the amount of paper used in your business operations.

However, it’s important to note that this feature may not always be the most efficient or secure option for sending documents. If you need to scan a large number of documents or if you require high-resolution scanning, a dedicated scanning device may be faster and more suitable for your needs. Additionally, if security is a concern, you may want to consider using a more secure method of sending scanned documents, such as a secure file transfer service or an encrypted email service, instead of a standard email message.

How to Scan and Email from an HP Printer

How to Scan and Email from a Xerox Printer

Lastly, if you’re looking for a secure and paperless alternative to scan-to-email, you should consider using an eSigning solution or legal document workflow software like BlueNotary. A solution like this allow you and your clients to sign and notarize documents online, providing a faster and more secure form of authentication compared to scanning pre-signed forms.

Now, let’s explore how to scan to email from a printer. While not every printer functions exactly the same way, the scan-to-email function generally works similarly for most models. If you need assistance with icons and printer menus, consult your user guide.
To begin scanning a document to email, follow these steps:

1. Place the document face down on the scanner bed, ensuring that the right corner of the document is positioned correctly.
2. On your printer’s control panel home screen, locate and click the “Scan” button.
3. This will take you to the scan settings. Select the “Scan-to-Email” option.
4. Choose the desired file type for your scanned document, such as . df or . peg.
5. Follow the prompts to enter the recipient’s email address and any other necessary information.
6. Press the “Send” button to transmit the scanned document to the recipient’s email address.

In addition to using the scan and email feature on your printer, you can also attach a scanned document to an email directly from your computer or email application. Here’s how to do it using some popular email clients:

Via Gmail:

1. Scan the document using a scanning device.
2. Save the scanned document to your computer.
3. Open your Gmail account using a web browser or email application.
4. Click the “Compose” button to create a new email.
5. Click the “Attach” button (represented by a paperclip) and select the scanned document from your computer or mobile device.
6. Alternatively, you can drag and drop the file into the body of the email (desktop only).
7. Enter the recipient’s email address from your address book and provide any other necessary information.
8. Click “Send” to transmit the email with the attached scanned document.

Via Outlook:

1. Scan the document.
2. Save the scanned file to your computer.
3. Open your Outlook email account.
4. Click the “New Email” button to create a new email.
5. Click the “Attach” button and select the scanned document from your computer, or drag and drop the file into the email.
6. Enter the recipient’s email address and provide any other necessary information.
7. Click “Send” to send the email with the attached document.

Via Apple Mail:

1. Scan the document using a scanning device.
2. Save the scanned document to your computer.
3. Open your Apple Mail account.
4. Click the “New Message” button to create a new email.
5. Drag and drop the scanned document from your computer into the email, or click the “Attach” button and select the scanned document from your computer.

via Apple:

– If you’re using the Apple Mail mobile app, long-press the body of the email, select the right-pointing arrow, and tap it once to attach images or videos

General Question About Scan and Email Directly

How does one set up the scan-to-email feature for the first time on their printer?

To initiate the scan-to-email feature for the first time on a printer, access the printer’s settings menu either via its control panel or through its web interface on a computer. Configure the printer with the correct SMTP server settings, including the SMTP server address, port number, and authentication details such as the email address and password for sending emails. Refer to the printer’s manual or online support resources for specific instructions tailored to the printer’s make and model.

Can you scan and email documents in formats other than .pdf and .jpeg, such as .docx or .png?

Most modern printers supporting the scan-to-email feature offer a variety of file formats beyond .pdf and .jpeg, including .tif, .png, and sometimes .docx, depending on the printer’s capabilities. Choose the desired format within the scanning settings on the printer’s menu before scanning. Consider the intended use of the document, balancing quality and file size, and ensure compatibility with the recipient’s software.

What are the security implications of using the scan-to-email feature directly from a printer, and how can one enhance the security of this process?