For more scanning tips click here: Scan to Email: Tips for Small and Mid-size Businesses

Nearly every business is looking for ways to improve their productivity. One of the best – and most underutilized – options is scanning. Not only can this streamline your paper processes and make them more efficient, it’s also a great way to get rid of all those piles of paper sitting on your desk (and your conference room table, and in your filing cabinets…) Your office multifunction printers (MFP), is a powerful productivity tool and putting it to use is easier than you think. One of its most user friendly features is scan to e-mail.

The Scan to E-mail feature for most multifunction printers requires the following information for successful operation. Need help with any of the terms below? Take a look at this post.

  1. Enter the correct IP address or host name for your SMTP server (example “10.0.0.1” or “smtp.server.isp.net”). To obtain the correct SMTP server information for your printer, contact your ISP (Internet Service Provider) or System Administrator.
  2. Enter the appropriate SMTP authentication information. To determine what authentication method your SMTP server requires, contact your ISP (Internet Service Provider) or System Administrator. The following are three examples of common authentication methods.
    • Most SMTP servers use “SMTP Authentication” that requires a user name and password to allow access for e-mail.
    • Enter the correct user name and password information in the SMTP Authentication fields. If no user name or password is required for e-mail with your SMTP server, select [Anonymous] for the SMTP Authentication method, or leave the user name and password fields blank.
    • Certain SMTP servers require using “POP before SMTP” as the authentication method. Enter the correct POP3 server as well as the Post Office Protocol 3 (POP3), user name and password information. WARNING: POP3 Mail will download all contents of the remote In-box and then delete the server contents of the account used for scanning.

If you have any issues, try these troubleshooting tips:

  • E-mail has two components: sending and receiving. Usually SMTP is used for sending and POP is used for receiving. The multifunction printer must be configured with an SMTP server address in order to send e-mail.
  • A POP server address may need to be entered if the SMTP server requires logging into a POP server before being able to receive e-mail.
  • Make sure the printer is configured with the correct SMTP server address. Check with your ISP to verify the correct address.
  • Make sure you are using the correct port number.
  • Verify the authentication. Contact your ISP to determine what kind of authentication they use and to verify the correct username and password.
  • If using a DNS Name for the server address, verify with your ISP or System Administrator that the printer is configured with the correct DNS server address in the TCP/IP settings.

If you have additional questions or need step-by-step instructions go to the online support page for your machine and search on e-mail. You can also head over to the Xerox Support Community Forum to ask your questions of others using the e-mail feature. You can also contact your local support center.

The scan to e-mail feature is the quickest and easiest way to share a printed page. Leveraging the address book on your device makes the process even more efficient; you can email directly to the intended recipient from the device (versus emailing it to yourself and resending back at your desk). By investing just a few minutes up front to setup scan to e-mail you’ll be saving your business countless hours. Be sure to check whether you need to minimize your file size to keep from overloading the recipient’s in-box.

The best MFPs should be intuitive. True workplace assistants leverage the power of built-in document workflow apps to help you transform the way you work. However, easy though they may be to use, setting up these functions for the first time can be intimidating if you don’t have an IT background or have never used its functions before. Accessing your network and navigating your security features does require a few set up steps, but once you understand them, using scan to email can transform the way you work for the better.

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

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