Scan to Email / Google Drive setup (HP/Epson/Brother) — step‑by‑step fixes

Joe B.

Expert ★★★★★ 27,853 satisfied customers

Specialities: Windows 11/10, macOS (Sonoma/Ventura/Monterey), HP/Epson/Brother MFPs, Networking, Office 365/Google Workspace

Set up Scan to Email, Scan to Google Drive, and Scan to Network (SMB) — HP, Epson, Brother

Technician

Hey! We’ll get Scan to Email and Scan to Google Drive working on your MFP. Which brand — HP, Epson, or Brother? Who’s the mail provider — Gmail/Google Workspace, Outlook/Office 365, iCloud, or Yahoo? Also tell me if 2‑step verification is enabled; we’ll use an app password when needed.

Customer

Small office HP LaserJet MFP. We use Microsoft 365 mail. Scans fail with “SMTP server not available” and sometimes “authentication failed”. Scan to Network also stopped after a Windows update.

Technician

Thanks. Those errors usually mean a mismatch in SMTP hostname/port, SSL/TLS mode, or credentials. Typical causes:
• Wrong server: using smtp.office365.com but on the wrong port (needs 587/TLS with STARTTLS).
• Password policy: Microsoft 365 accounts with MFA require an app password for basic SMTP auth.
• “From” address does not match the authenticated user; many hosts block relay.
• DNS/gateway/time wrong on the printer (SSL handshake fails if date/time is off).
• For Scan to Network (SMB): Windows update disabled SMB1 or tightened NTLM; the share needs SMB2/SMB3, correct username\password, and permissions/firewall rules.

Customer

What should the exact settings be for Office 365 SMTP on HP?

Technician

HP/Epson/Brother — SMTP for Microsoft 365:
• Server: smtp.office365.com
• Port: 587 • Security: STARTTLS (TLS/STARTTLS, not SSL).
• Authentication: On. Use the mailbox that will appear in From.
• Username: full email address • Password: account password or app password if MFA is enabled.
• From/Reply‑To: same licensed mailbox; avoid unlicensed relay.
After saving, send a test to an internal and external address to verify outbound/relay.

Customer

We also want Scan to Google Drive. The MFP shows “Sign‑in with Google” but then says “can’t connect to Google server”.

Technician

Scan to Google Drive / Gmail:
• Make sure the printer date/time and DNS are correct (use 8.8.8.8/1.1.1.1 or your router). OAuth fails when the clock is off.
• For Gmail SMTP: server smtp.gmail.com, Port 465/SSL or 587/TLS, auth with the Google account. If 2‑Step Verification is on, create an App Password (“Mail” → “Other”).
• For Scan to Google Drive apps on HP/Epson/Brother, sign into the account via the MFP’s embedded web server (EWS) or front‑panel app and allow the OAuth permission. In Google Workspace, the admin may need to allow the vendor’s app in Admin Console → Security → Access & Data Control → API Controls.

Customer

Scan to Network (SMB) fails with “cannot write file”. What should I check?

Technician

Scan to Network (SMB) — Windows 10/11 & macOS:
• Create a folder (e.g., C:\Scans), share it, and grant Modify to a service user (avoid your admin account).
• On Windows, use \\PC‑NAME\Scans or IP; protocol should be SMB2/SMB3. Enable File and Printer Sharing through the firewall.
• Credentials in the MFP must match DOMAIN\user or PC‑NAME\user plus password. On macOS, share via System Settings → Sharing → File Sharing and add the user with Read & Write.
• If it used to work and stopped, Windows may have rotated the password or disabled NTLMv1; update the stored password and keep SMB1 disabled for security.

Customer

Any brand‑specific advice? We have a second office with Epson, and a Brother at home.

Technician

Brand notes — HP / Epson / Brother:
• HP: Use the printer’s Embedded Web Server (EWS) → Scan → Scan to Email. Choose Direct SMTP and enter the settings above. For Google Drive, enable HP Smart Apps or JetAdvantage connectors and complete OAuth.
• Epson: In Epson Web Config, set Gmail: 465/SSL or 365: 587/TLS. Epson Connect / Scan‑to‑Cloud can send to Google Drive without SMTP.
• Brother: Use Web Based Management → Scan → to E‑mail Server. For cloud, enable Brother Web Connect and link Google Drive/Dropbox; check the device’s time zone before linking.

Customer

We still get “TLS negotiation failed”. Could it be certificate or time?

Technician

Exactly. TLS errors often come from wrong date/time, bad DNS, or an outdated TLS mode.
• Set the printer to NTP with a valid time server, correct time zone, and daylight‑saving.
• Use public DNS (8.8.8.8 / 1.1.1.1) and a working gateway.
• For 365, select STARTTLS (TLS 1.2+); for Gmail on 465 use SSL. If the model is very old, firmware may be required to support modern ciphers.

Customer

Can we use a no‑auth relay from our router or ISP?

Technician

Possible but not ideal. Authenticated SMTP is more reliable. If you must use a relay:
• Microsoft 365: set up an SMTP relay (Port 25) from your static IP using a connector in Exchange Admin Center; SPF should authorize your public IP.
• Some ISPs block Port 25 — in that case stay with 587/TLS or Gmail’s 465/SSL with app password.

Customer

Great. Could you summarize the quick path so I can document it?

Technician

Summary: For Scan to Email not working or Scan to Google Drive failed on HP/Epson/Brother — verify time/DNS → enter the correct SMTP server, port 465/SSL or 587/TLS → use the mailbox’s credentials (or an app password) and matching From → test. For Drive, complete OAuth in the device’s web portal. For SMB, use a shared folder with SMB2/3 and proper permissions. Need help tailoring this to your exact model? Open the chat.

Quick answer: the accepted fix

Accepted fix when Scan to Email / Google Drive is not working: set correct time/DNS on the printer, then configure SMTP with the provider’s hostname (smtp.office365.com or smtp.gmail.com), Port 587/TLS or 465/SSL, and authenticate using the mailbox or an app password. Ensure the From address matches the account. For Scan to Network (SMB), use SMB2/SMB3, proper credentials, and firewall permissions.

FAQ

Step‑by‑step (SMTP setup)

1. On the printer, set correct Time/Date and NTP; set DNS/gateway.
2. Enter provider settings: smtp.office365.com:587/TLS or smtp.gmail.com:465/SSL.
3. Authenticate with the sending mailbox; create an app password if MFA is enabled.
4. Set From to the same mailbox; send test scans to internal/external recipients.

Optional: Scan to Network (SMB) checklist

1. Create a shared folder and grant a dedicated user Modify permissions.
2. In the MFP, add the path \\HOST\Share (or smb://HOST/Share on macOS networks).
3. Use SMB2/SMB3 and correct credentials (HOST\user or DOMAIN\user).
4. Allow File/Printer Sharing through the firewall; test with a small PDF.

Sources

• Microsoft — Set up a multifunction device to send email with Microsoft 365
• Google — Send email from a printer, scanner, or app
• Google — Allow OAuth apps & configure API controls
• HP — Embedded Web Server & Scan to Email
• Epson — Web Config / Scan‑to‑Cloud
• Brother — Scan to E‑mail Server / Web Connect

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