Send & Receive Issues

Fix HP Printer Scan-to-Email Not Working with Microsoft 365

Adam Davis Oct 12, 2026 871 views

Question details

The user is unable to use the scan-to-email feature on an HP multifunction printer when configured to route emails through Microsoft 365.

How to Fix Scan-to-Email from HP Printer Not Working with Microsoft 365

Product: Microsoft 365 / HP Printer
Device & OS: not provided
Scenario: Configuring a multifunction device to send scanned documents via email using a Microsoft 365 Exchange Online account.
Observed behavior: The printer sends emails successfully via other providers but fails with Microsoft 365, even after configuring app passwords, ports, and TLS settings.

Before you start

Ensure you have Microsoft 365 administrator permissions, as verifying SMTP relay configurations, adjusting Exchange Online settings, or granting OAuth permissions requires admin access.

Solution 1Recommended

Configure Microsoft 365 SMTP Client Submission Correctly

Ensure the HP printer is set up using Microsoft's officially supported SMTP client submission settings, including the correct port and TLS configuration.

Microsoft 365 has strict security requirements for SMTP client submission. Basic authentication might be disabled by default for your tenant, meaning you need to specifically enable Authenticated SMTP for the account used by the printer.

Enable Authenticated SMTP

Log into the Microsoft 365 admin center, go to Active Users, select the user account assigned to the printer, click the 'Mail' tab, and select 'Manage email apps'. Ensure 'Authenticated SMTP' is checked.

Access the Printer EWS

Find your HP Printer's IP address and type it into a web browser to access the Embedded Web Server (EWS). Navigate to the Network or Scan-to-Email setup section.

Enter SMTP Details

Set the SMTP server address to 'smtp.office365.com' and the port to '587'. Check the box to enable TLS/STARTTLS encryption.

Apply App Passwords

If Multi-Factor Authentication (MFA) is enabled for the account, generate an App Password from the Microsoft account security page and use it in the printer's password field instead of the regular account password.

Account Requirements: The email address you enter in the authentication field must have an active Microsoft 365 mailbox license assigned to it.

Solution 2

Use Microsoft 365 Direct Send or SMTP Relay

If SMTP client submission fails due to authentication policies or MFA, use Direct Send or a connector-based SMTP relay.

Free Microsoft Office alternative

Looking for a Hassle-Free Office Suite? Try WPS Office

Troubleshooting Microsoft 365 Exchange and printer configurations can be a complex task for IT administrators. If you're looking for a simpler, lightweight way to manage your daily documents and scanned files, WPS Office is a highly compatible alternative to Microsoft Office.

1. Download the Installer: Visit the official WPS Office website and click the Free Download button.
2. Install the Software: Run the setup file and follow the quick installation wizard to set up WPS Office on your computer.
3. Manage Scanned Documents: Open WPS Office to instantly view, edit, and organize the PDF files you scanned from your HP printer.

Fully compatible with Microsoft Office formats, including .docx, .xlsx, and .pptx.Includes a powerful built-in PDF toolkit perfect for viewing, editing, and annotating your scanned documents.Lightweight design ensures fast loading on older or low-spec computers.Free to use with a familiar, user-friendly interface that requires zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my HP printer say authentication failed with Microsoft 365?

Microsoft 365 disables Basic Authentication by default to improve security. You must ensure that 'Authenticated SMTP' is explicitly enabled for the specific mailbox in the Microsoft 365 admin center, or use an App Password if Multi-Factor Authentication is active.

Can I use an App Password for scan-to-email with Microsoft 365?

Yes. If your Microsoft 365 account enforces multi-factor authentication (MFA), the printer cannot process the secondary prompt. You must generate an App Password in your Microsoft account's security settings and paste it into the printer's Web Server interface.

What port should I use for Microsoft 365 SMTP?

For standard SMTP client submission, use port 587 with TLS/STARTTLS enabled. If you are using Direct Send or an SMTP relay via an Exchange connector, use port 25.

Why do emails scanned from my printer go to the spam folder?

If you are using Direct Send or an SMTP Relay without authentication, recipient servers might flag the messages. Ensure your domain's SPF record in your DNS settings includes the static public IP address of the network where your HP printer resides.

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