HP printers are widely known for their advanced features, including wireless printing, scanning, copying, and cloud integration. One of the most useful features for office and business users is the ability to scan documents directly to Office 365 email. By enabling HP Printer Scan to Office 365 Email, you can quickly send scanned documents to your Outlook or Microsoft 365 account without using a computer.
What is HP Printer Scan to Office 365 Email?
HP Printer Scan to Office 365 Email is a feature that allows users to scan documents from their HP printer and send them directly to their Microsoft 365 or Outlook email account. This feature is commonly available on HP printers that support Web Services and HP Smart functionality.
To use this feature, you must configure your HP printer with your Office 365 email credentials and SMTP server settings. Once enabled, the printer securely connects to your Microsoft account and sends scanned files as attachments.
This feature is especially helpful for offices that regularly share scanned invoices, contracts, forms, and official documents.
Requirements to Enable HP Printer Scan to Office 365 Email
Before enabling the feature, ensure the following:
- HP printer connected to a stable WiFi network
- HP Smart App downloaded and installed
- Microsoft 365 or Office 365 email account
- Printer firmware updated to the latest version
- Web Services enabled on the printer
Meeting these requirements ensures smooth configuration and activation.
How to Login and Signup for HP Smart Account
To enable Scan to Office 365 Email, you need an HP Smart account.
HP Smart Login Process
- Open the HP Smart app on your computer or mobile device.
- Click on Sign In.
- Enter your registered email address and password.
- Access your printer dashboard.
HP Smart Signup Process
If you do not have an account:
- Open HP Smart.
- Click on Create Account.
- Enter your email address and create a password.
- Verify your email address.
- Add your HP printer to your account.
After login or signup, your printer will be linked to your HP account.
How to Download and Install HP Smart App
To configure Scan to Email, you must download and install the HP Smart app.
Download HP Smart App
- Visit the official HP support page.
- Search for your HP printer model.
- Download the HP Smart app compatible with your operating system.
Install HP Smart App
- Open the downloaded setup file.
- Follow on-screen instructions.
- Accept license terms.
- Complete installation.
- Launch the app and add your printer.
Make sure your printer and device are connected to the same network during setup.
Steps to Enable HP Printer Scan to Office 365 Email
Follow these steps carefully to configure the feature:
Step 1: Access Printer Embedded Web Server (EWS)
- Find your printer’s IP address from the control panel.
- Enter the IP address into your browser.
- Open the printer settings page.
Step 2: Navigate to Scan to Email Setup
- Go to Scan or Digital Sending settings.
- Select Scan to Email Setup Wizard.
- Choose Office 365 or Other Email Provider.
Step 3: Enter Office 365 SMTP Settings
Provide the following details:
- SMTP Server: smtp.office365.com
- Port: 587
- Encryption: TLS/STARTTLS
- Email Address: Your Office 365 email
- Password: Your email password or app password
Step 4: Verify and Activate
- Send a test email.
- Confirm successful delivery.
- Save settings.
Once verified, the Scan to Office 365 Email feature is activated.
How to Activate HP Printer Web Services
If Scan to Email is not available:
- Go to printer control panel.
- Select Web Services.
- Turn on Web Services.
- Accept terms and connect to HP servers.
Web Services activation enables cloud features and remote scanning.
How to Update HP Printer Firmware
Outdated firmware can cause Scan to Office 365 not working issues.
Steps to Update HP Printer
- Open HP Smart app.
- Go to Advanced Settings.
- Select Printer Update.
- Install available updates.
- Restart the printer.
Updating ensures compatibility with Microsoft 365 security settings.
HP Printer Scan to Office 365 Email Not Working – Troubleshooting
If the feature is not working, try the following solutions:
Check Internet Connection
Ensure your printer is connected to a stable WiFi network.
Verify SMTP Settings
Confirm server name, port number, and encryption type are correct.
Check Microsoft Security Settings
Microsoft may block sign-ins from devices. Enable SMTP authentication in your Office 365 admin panel.
Use App Password
If multi-factor authentication is enabled, generate an app password instead of using your regular password.
Restart Devices
Restart printer, router, and computer.
Reinstall HP Smart
Uninstall and reinstall the HP Smart app if configuration errors occur.
Benefits of Using HP Printer Scan to Office 365 Email
Faster Document Sharing
Scan and send files instantly without needing a computer.
Improved Office Productivity
Employees can quickly distribute scanned documents.
Secure Email Transmission
Uses encrypted SMTP settings for secure communication.
Paperless Workflow
Supports digital document storage and sharing.
When to Contact HP Customer Support
If troubleshooting does not resolve the issue, contact HP customer service for assistance.
You may need support if:
- SMTP authentication repeatedly fails
- Printer firmware update fails
- HP Smart login problems occur
- Scan to Email option is missing
- Printer shows connection errors
HP support technicians can guide you through advanced configuration and service solutions.
Conclusion
Enabling HP Printer Scan to Office 365 Email is a valuable feature for businesses and home offices. By properly configuring SMTP settings, updating firmware, installing HP Smart, and activating Web Services, you can easily scan documents directly to your Microsoft 365 account.
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