How to Fix HP Printer Scan-to-Email SMTP Authentication Fails
Question details
The user is unable to configure the scan-to-email feature on an HP printer because the SMTP authentication is being rejected.
- Product
- HP Printer and Microsoft 365/Exchange
- Device & OS
- not provided
- Scenario
- Setting up or using the scan-to-email function on an HP printer with an email provider.
- Observed behavior
- The printer reports that the username and password are incorrect and fails to authenticate with the SMTP server, blocking outgoing emails.
Before modifying your printer settings, ensure you have your email provider's exact SMTP server address, required port number, and TLS/SSL encryption requirements available.
Verify Basic SMTP Server and Encryption Settings
Ensure that your HP printer is configured with the exact SMTP settings and encryption protocols required by your email provider.
Many authentication errors occur simply because the port or encryption method does not match the provider's security requirements. For Microsoft 365, TLS encryption is mandatory.
Open a web browser on a computer connected to the same network and type in your HP printer's IP address to access the Embedded Web Server (EWS).
Go to the 'Scan' or 'Settings' tab, then select 'Scan to Email Setup' or 'Email Server'.
Input the correct SMTP server address (e.g., smtp.office365.com) and set the port to 587.
Check the box for 'Always use secure connection (SSL/TLS)' and ensure your full email address is entered as the username.
Generate and Use an App Password for MFA Accounts
If your email account has Multi-Factor Authentication (MFA) enabled, your standard login password will be rejected by the printer.
Enable Authenticated SMTP in Microsoft 365 Admin Center
For Exchange Online users, tenant administrators must explicitly allow SMTP AUTH for the specific mailbox being used by the printer.
Manage Your Scanned Documents Seamlessly with WPS Office
While troubleshooting Exchange and printer SMTP issues, you can rely on WPS Office to handle all your scanned documents, PDFs, and daily workflow needs. It is a lightweight, fully compatible alternative to Microsoft Office that makes editing and sharing files effortless.
- 1. Download the Software: Download and install WPS Office for free from the official website to your desktop or mobile device.
- 2. Open Your Scans: Launch the application and click 'Open' to load any documents or PDFs you have scanned from your printer.
- 3. Edit and Share: Use the integrated PDF and document tools to annotate, convert, or directly email your files from within the application.
Frequently Asked Questions
Why does my HP printer say incorrect username or password when they are definitely correct?
This commonly happens because Multi-Factor Authentication (MFA) is enabled on your email account. Printers cannot process the second authentication step, so they interpret the login as failed. You must generate an 'App Password' from your email provider's security settings and use that instead of your regular password.
What is the correct SMTP port for scanning to email?
Most modern email providers (including Microsoft 365 and Gmail) require Port 587 with TLS encryption for authenticated SMTP connections. If Port 587 is unavailable, Port 465 with SSL is the standard alternative. Always confirm the exact port with your email service provider.
How do I know if SMTP Auth is disabled in my Microsoft 365 tenant?
If your credentials are correct, you are not using MFA (or are using a valid app password), and the printer still fails to connect, your administrator has likely disabled SMTP Auth globally or for your specific mailbox. The admin must verify and enable 'Authenticated SMTP' in the Microsoft 365 Admin Center under the user's email apps settings.
