HP printers are designed to improve productivity by allowing users to scan documents directly to email accounts. If your organization uses Google Workspace (formerly G Suite), you can configure your HP printer’s Scan to Email feature to send scanned files directly to your Google Workspace email. This feature is especially useful for offices, remote workers, and businesses that rely on fast digital document sharing.
By enabling Scan to Google Workspace Email, you can quickly scan contracts, invoices, forms, and important documents without needing a computer.
What is HP Printer Scan to Google Workspace Email?
HP Printer Scan to Email is a built-in feature that allows your printer to scan documents and send them directly to an email address using SMTP server settings. When configured with Google Workspace Email, the printer connects securely to Google’s email servers to deliver scanned files instantly.
This feature helps users:
- Send scanned documents directly to Google Workspace accounts
- Eliminate the need for manual scanning and uploading
- Improve workflow efficiency
- Enable secure document delivery
HP printers with touchscreen control panels and network connectivity typically support this feature.
Requirements Before Enabling Scan to Google Workspace Email
Before configuring the Scan to Email feature, ensure the following requirements are met:
- HP printer connected to Wi-Fi or Ethernet network
- Active Google Workspace email account
- Printer firmware updated to the latest version
- HP Smart app or printer Embedded Web Server (EWS) access
- SMTP server settings for Google Workspace
Required Google Workspace SMTP settings:
- SMTP Server: smtp.gmail.com
- Port: 587 (TLS) or 465 (SSL)
- Email Address: Your Google Workspace email
- Password: Email password or App Password
- Authentication: Enabled
How to Login to HP Printer Embedded Web Server (EWS)
The HP Embedded Web Server allows you to configure Scan to Email settings.
Follow these steps:
- Turn on your HP printer
- Connect the printer to your network
- On the printer control panel, find the printer IP address
- Open a web browser on your computer
- Enter the printer IP address in the address bar
- Press Enter
- The HP printer EWS login page will open
- Login using admin credentials
If you have not created login credentials, use default admin login settings or create a new account.
How to Signup and Activate Scan to Email Feature on HP Printer
To activate Scan to Email for Google Workspace, follow these steps:
- Open HP Printer Embedded Web Server
- Click Scan tab
- Select Scan to Email Setup
- Click Enable Scan to Email
- Choose Outgoing Email Profile
- Click New Profile
- Enter profile name
- Enter Google Workspace email address
- Enter SMTP server: smtp.gmail.com
- Select port 587 or 465
- Enable SMTP Authentication
- Enter email login username and password
- Click Apply
- Click Save and Activate
Your HP printer Scan to Google Workspace Email feature is now activated.
How to Download and Install HP Smart App for Scan to Email Setup
HP Smart App helps configure Scan to Email easily.
Follow these steps:
- Go to Microsoft Store or HP official software page
- Search HP Smart App
- Click Download
- Install the application
- Open HP Smart App
- Login to your HP account or signup for new account
- Add your HP printer
- Go to Advanced Settings
- Open Embedded Web Server
- Configure Scan to Email settings
The HP Smart App simplifies installation and setup.
How to Configure Google Workspace Email SMTP Settings on HP Printer
Follow these steps to configure email server settings:
- Open HP Embedded Web Server
- Click Scan tab
- Select Email Setup
- Enter sender email address
- Enter display name
- Enter SMTP server smtp.gmail.com
- Enter port 587
- Enable TLS or SSL
- Enable authentication
- Enter Google Workspace email login credentials
- Click Test
- Click Save
Once the test is successful, your printer is ready to scan to Google Workspace Email.
How to Use HP Printer Scan to Google Workspace Email
Follow these steps to scan documents:
- Place document on scanner glass or feeder
- Go to printer control panel
- Tap Scan
- Select Email
- Choose your email profile
- Enter recipient email address
- Click Scan
- Press Send
The scanned file will be delivered to the Google Workspace email.
Benefits of Enabling HP Printer Scan to Google Workspace Email
Faster Document Delivery
You can send scanned files instantly without using a computer.
Improved Productivity
Helps offices streamline workflow and document sharing.
Secure Transmission
Google Workspace provides secure email transmission.
Easy Setup and Activation
Simple login, signup, and activation process.
Remote Accessibility
Access scanned files from any device using Google Workspace.
Common HP Printer Scan to Email Not Working Issues and Fix
If Scan to Email is not working, try these troubleshooting steps:
Check Internet Connection
Ensure printer is connected to Wi-Fi network.
Verify SMTP Settings
Confirm SMTP server, port, and authentication settings.
Check Google Workspace Login Credentials
Make sure username and password are correct.
Enable App Password
If two-factor authentication is enabled, use App Password.
Update HP Printer Firmware
Outdated firmware may cause email scanning issues.
Restart Printer
Restart printer and try scanning again.
Reinstall HP Smart App
Download and install latest HP Smart App version.
How to Update HP Printer Firmware for Scan to Email Support
Updating firmware improves compatibility.
Steps:
- Open HP Smart App
- Select your printer
- Click Advanced Settings
- Select Printer Update
- Click Check for Updates
- Download and Install updates
- Restart printer
Firmware update improves Scan to Email performance.
HP Printer Customer Support and Service for Scan to Email Setup
If you cannot enable Scan to Google Workspace Email, contact HP Customer Support.
HP support helps with:
- Login and signup assistance
- Scan to Email activation
- Download and installation support
- Troubleshooting errors
- Firmware updates
- Printer connectivity issues
HP service experts can remotely guide you through setup and activation.
Troubleshooting Advanced Scan to Google Workspace Email Errors
If issues persist, try advanced fixes:
- Reset printer network settings
- Reconfigure email profile
- Update printer drivers
- Enable SMTP authentication
- Check firewall settings
- Restart router and printer
- Reinstall HP Smart software
These steps resolve most Scan to Email problems.
Conclusion
Enabling HP Printer Scan to Google Workspace Email allows users to scan and send documents quickly and securely. By completing login, signup, download, install, and activation steps, you can fully enable this feature. Proper configuration of SMTP settings and regular updates ensures smooth performance.
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