Scanner won’t save to Google Drive/Email — cloud setup fixes

Joe B.

Expert ★★★★★ 27,853 satisfied customers

Specialities: Windows 11/10, macOS, MFPs & Scanners, Google Workspace/Microsoft 365, SMTP, OAuth2

Scan to Google Drive / Scan to Email not working — OAuth, app passwords, SMTP ports, DNS SPF/DMARC

Technician

Hey! We’ll fix scan to Google Drive or scan to email on your MFP. Tell me the brand/model (HP/Epson/Canon/Brother/Ricoh/Kyocera/Xerox), whether you’re saving to Google Drive, Gmail SMTP, Microsoft 365/Exchange, or another SMTP server, and the exact error (e.g., SMTP Authentication failed, Login not allowed, Connection timeout, 403 OAuth error). We’ll validate OAuth2 consent, app password, and SMTP ports/TLS.

Customer

Epson Workforce MFP. Scan to Google Drive stopped working — “Can’t connect to Google services”. Also scan to email via Gmail fails with 535-5.7.8 Username and Password not accepted.

Technician

Got it. Two common causes:
• Google tightened security: Less secure apps is retired. Your MFP must use OAuth2 for Drive and either OAuth2 for SMTP (if supported) or a Gmail app password with 2‑Step Verification enabled.
• Wrong SMTP settings (server/port/TLS) or blocked by network/DNS.
We’ll reauthorize Drive, create an app password for SMTP, and test the connection from the printer’s web UI.

Customer

Where do I reauthorize Google Drive and set the app password?

Technician

Re‑enable Scan to Google Drive (OAuth2):
1) Open the printer’s Embedded Web Server → Scan → Cloud / Google Drive and click Sign in with Google.
2) Choose the Google account (Workspace or personal) → Allow file access & See/Edit your Google Drive files. The device stores a refresh token; if it expired, this renews it.
3) Set the default Drive folder, filename pattern, and PDF/JPEG preferences.

Gmail SMTP (scan to email):
• Turn on 2‑Step Verification for the Gmail/Workspace account → create an App password → Mail → Other → “MFP”. Copy the 16‑char code.
• On the MFP set smtp.gmail.com, Port 465 (SSL/TLS) or 587 (STARTTLS), Authentication: Login, Username = full email, Password = app password.
• Set From address to the same mailbox (or an allowed alias) and add your addresses to the Address Book.

Customer

We’re on Google Workspace. Some scans never arrive or land in spam. Any domain settings?

Technician

Yes — improve deliverability:
• Publish DNS SPF that covers Gmail: v=spf1 include:_spf.google.com ~all (or -all once verified).
• Enable DKIM in Admin Console and consider DMARC (p=quarantine or p=reject after monitoring).
• If your MFP sends via your public IP or another relay, add it to SPF or relay through smtp-relay.gmail.com with authenticated/allowed IPs.

Customer

What about brands that support native Google Drive apps vs. older models?

Technician

Brand notes:
• HP & Epson: use the device’s Scan to Cloud / Google Drive app or the vendor portal to link OAuth; update firmware.
• Canon imageRUNNER / Ricoh / Kyocera / Xerox: often support Google Drive/OneDrive connectors; install/update the connector and re‑authorize.
• Older models without OAuth: use scan to email via SMTP or scan to local SMB/NAS then a script syncs to Drive (e.g., Google Drive for desktop).

Customer

SMTP test still fails with Connection timed out.

Technician

That’s a network block. Check:
• Firewall allows outbound 465/587 TCP; some ISPs block port 25 and sometimes 465/587 on guest VLANs.
• Correct DNS and gateway on the printer; set DNS to 8.8.8.8 + your internal resolver.
• Date/time on the MFP (invalid TLS if clock is wrong).
• If behind a strict proxy, use your organization’s SMTP relay instead of direct Gmail.

Customer

Scan to Google Drive authenticates, but files never appear in the folder.

Technician

Likely one of these:
• The app is authorized for the wrong Google account — re‑link and verify the target My Drive or Shared Drive path.
• The MFP lacks permission to a Shared Drive; grant Content Manager or use a service account/connector that supports Shared Drives.
• Drive quota reached or file size exceeds device limit; switch to PDF (compact), 200dpi, or split pages.
• Filename collisions; enable auto‑rename with timestamp.

Customer

We use Microsoft 365 instead of Gmail. Can we still scan to email reliably?

Technician

Yes — use one of Microsoft’s supported patterns:
• SMTP AUTH with a dedicated mailbox and app password (if MFA) → smtp.office365.com, Port 587 STARTTLS.
• Or Direct Send via Exchange Online (no auth) for internal recipients; requires sending from your public IP with SPF including that IP.
• Best practice is a dedicated scanner@yourdomain mailbox with a strong app password and transport rules that bypass spam for that sender.

Customer

Can we default to PDF/A and OCR so Drive/Email gets searchable PDFs?

Technician

Absolutely. In the scan settings, choose PDF/A + OCR (searchable), set color/B&W at 200–300 dpi, and enable auto‑deskew/blank‑page removal. Save as a preset for one‑touch Scan to Google Drive or Scan to Email.

Customer

Great — Drive upload and email sending both work now. Thanks!

Technician

Summary: If scanner won’t save to Google Drive or scan to email fails, re‑authorize OAuth2, use a Gmail/M365 app password with correct SMTP server, port, and TLS, verify DNS SPF/DKIM, and check network/DNS/clock. Need hands‑on help? Open the chat.

Quick answer: the accepted fix

Accepted fix when Scan to Google Drive not working or Scan to Email failed: re‑authorize Google with OAuth2, enable 2‑Step Verification and use an app password, set smtp.gmail.com:465 SSL/TLS or 587 STARTTLS (or smtp.office365.com:587), verify SPF/DKIM, correct DNS/time, and update device firmware.

FAQ

Step‑by‑step (Google Drive + Gmail)

1. Update device firmware; set correct time and DNS.
2. In Cloud/Google Drive on the device, click Sign in with Google and approve OAuth scopes.
3. Enable 2‑Step Verification → create a Gmail app password for SMTP.
4. Configure smtp.gmail.com with 465 SSL/TLS or 587 STARTTLS; test.

Step‑by‑step (Microsoft 365)

1. Create dedicated mailbox scanner@; enable MFA and generate an app password.
2. Set smtp.office365.com with 587 STARTTLS; authentication = Login.
3. Optional: configure Direct Send or SMTP relay with allowed IP and SPF include.

Sources

• Google Workspace — SMTP relay/SMTP AUTH
• Turn on 2‑Step Verification & app passwords
• Microsoft 365 — Configure scanners and apps to send email
• Google — OAuth 2.0 Overview

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