How to Fix HP Printer Cannot Scan to Email Through Microsoft 365 SMTP
Question details
Users are unable to use the scan-to-email feature on their HP multifunction printer after moving their organization's email to Microsoft 365.
- Product
- Microsoft 365 / Exchange Online
- Device & OS
- not provided
- Scenario
- Configuring an HP multifunction printer to send scanned documents via email using Microsoft 365 SMTP services.
- Observed behavior
- The printer fails to deliver scanned emails, displaying username and password errors due to disabled SMTP AUTH, multifactor authentication conflicts, or incorrect port settings.
Ensure you have administrator credentials for your Microsoft 365 tenant and the IP address to access the HP printer's Embedded Web Server (EWS).
Configure SMTP AUTH Client Submission with an App Password
Set up the printer to authenticate directly with Microsoft 365 using the correct SMTP settings and an App Password to bypass MFA requirements.
Microsoft 365 requires TLS encryption and correct authentication for SMTP client submission. If the mailbox account has Multifactor Authentication (MFA) enabled, standard passwords will fail because the printer cannot process authentication prompts.
Type the HP printer's IP address into a web browser to open the Embedded Web Server (EWS). Navigate to the 'Scan to Email' or 'Outgoing Email Profiles' section.
Set the SMTP Server to 'smtp.office365.com' and the Port to '587'. Check the box for 'Always use secure connection (STARTTLS)'.
Go to your Microsoft 365 account security settings online and create a new App Password. Use this generated App Password in the printer's password field instead of your regular account password.
Enter your Microsoft 365 email address as the username, save the profile configuration, and click the 'Test' button to verify the connection.
Enable Authenticated Client SMTP Submission (SMTP AUTH)
Ensure that SMTP AUTH is not disabled for the specific mailbox being used by the printer.
Set up a Microsoft 365 SMTP Relay with a Connector
Configure an IP-based SMTP relay in the Exchange Admin Center for printers that do not support modern TLS or cannot handle SMTP authentication.
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Frequently Asked Questions
Why do I get a username or password error when scanning to email?
This usually occurs if your Microsoft 365 account has Multifactor Authentication (MFA) enabled. Printers cannot process MFA prompts like your phone or computer can. You must generate an App Password in your Microsoft security settings and use it instead of your regular password in the printer's email configuration.
Does my HP printer need to support TLS to use Microsoft 365 SMTP?
Yes, standard Microsoft 365 SMTP AUTH client submission requires TLS 1.2 or higher for secure communication over port 587. If your older printer does not support TLS 1.2, you will need to set up a Microsoft 365 SMTP Relay using port 25 instead.
How do I find my Microsoft 365 SMTP server address for the printer?
For standard authenticated SMTP submission, the server address is 'smtp.office365.com'. However, if you are configuring an SMTP relay via an Exchange connector, you must use your domain's MX record endpoint, which typically looks like 'yourdomain-com.mail.protection.outlook.com'.
