Scanning Basics; Setting Up Scan to E-mail on Your Multifunction Printer

Reading this in 2017? We’ve updated the instructions here: How to Setup Scan to Email in 2017.

With all the capabilities of today’s office multifunction printers (MFPs), I can guarantee there are some you’re not using. Some features you simply may not need and others you may not be aware of at all. One of the better known, and a personal favorite, is scan to e-mail.

The core functions of an MFP are print, copy, scan and fax and many products come with the ability to e-mail documents. These core functions should be easy to access and easy to use on any good multifunction printer. However, setting up these functions can be intimidating to a small business owner or someone without an IT background. Why is this you ask? Good question! The reason for that is simple; scan to e-mail accesses your network and a level of security is required. Striking that balance between making setup easy and keeping your network secure adds extra steps.

The bottom line is setting up the e-mail features of an MFP does require some knowledge of your network. If you find yourself without help from an IT person, Internet service provider, or a tech-savvy co-worker, here are a few things you will need to make the setup a little easier.

First you will need to answer some basic questions before you try to tackle the setup. You can get this information from the people who manage your network.

  1. What is the SMTP server address?
  2. What is the login name and password (if one is required)?
  3. What kind of authentication does it use?
  4. Does it require SSL?

With this information, you should be able to successfully navigate through the setup process for scan to e-mail with the assistance of your product’s User Guide or by navigating through the front panel of your multifunction printer.

The scan to e-mail feature is a quick way to distribute a printed page. When you utilize the product’s address book, you also save the time it takes to scan the document back to your desktop and send it out a separate e-mail. Taking a little time up front to setup scan to e-mail can save your small business a great deal of time on a daily basis. And remember to minimize your file size to keep from overloading the recipient’s in-box.

Looking for more scanning tips? Check out

Do you have any scan to e-mail tips for small businesses? Share them in the comments below.

 

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13 Comments

  1. richard schulte August 4, 2013 - Reply

    how to setup email from scan fax boxes.
    The email feature isn’t on.
    Help .

    • Nathan Van Ness August 8, 2013 - Reply

      Hi Richard,

      Unfortunately, I am not the best source for technical-issue troubleshooting.

      I recommend you contact Xerox Support. They most likely will have a solution for you: http://www.support.xerox.com/support/enus.html.

      Best of luck.

  2. pius sumba September 5, 2017 - Reply

    very nice

  3. John Glover November 30, 2017 - Reply

    Scan to word processor – I have a book that I want to edit, but I only have the printed copy, is there a scanner that will scan the book and transfer the words into a word processor?

  4. Cheryl December 20, 2017 - Reply

    Can you scan multiple pages at once and get a separate pdf for each page?

    • azimmer January 2, 2018 - Reply

      Hi Cheryl, While our VersaLink products have a wide range of productivity boosting capabilities, they currently do not have the ability to produce separate PDF files for individual pages when a multi-page job is scanned. However, this can be achieved using software on your PC once the scan is sent. But if using the MFP, you’ll need to scan each page individually.

  5. autocollant voiture December 25, 2017 - Reply

    Greetings! Very helpful advuce іn tһis partiϲular post!
    It’s the little chаnges that make thе most іmportant changes.
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  6. keith bennett January 27, 2018 - Reply

    just got a c405 looks good, sorte out the printing and copying

    can I start scanning from my pc (via a icon ????? like on my old Epson machine)

  7. Michael Gillum January 30, 2018 - Reply

    when I scan to email I get a dialog box stating that there is no associated email

    • Cindy Lee February 6, 2018 - Reply

      Hey Michael, did you double check that you’re using a valid email address? It’s difficult for us to provide advice without additional information. If you respond with the model number then we can help point you in the right direction. Otherwise, you can try searching our support site here: http://www.support.xerox.com/.

      -Cindy

  8. Fiona Hixon July 23, 2018 - Reply

    When scanning a doc to email on a multi-function Fuji Xerox machine, is there a short cut tip… something like “#1” when scanning to email address No.1 in the address book?

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