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Set up an HP printer

Scan to email on HP printers and multifunction printers, from the Embedded Web Server (EWS).

Configure HP through its Embedded Web Server (EWS), by opening the printer's IP address in a browser. These steps apply to models that scan to email through an SMTP server; sending through an HP app or cloud service is a different feature.

Before you start

Connect your Microsoft 365 mailbox to smtp365, then create a dedicated credential in the dashboard and keep its username and password. Use these details, not your Microsoft 365 password.

Use the sender address configured for the credential: the connected mailbox or a shared mailbox verified with a test message. Any other address is rejected.

Find the printer's IP address and administrator login details. Check that the model supports scanning to email via SMTP.

Settings

LaserJet Enterprise and Managed

  1. Log in to the EWS and open Scan/Digital Send, then the email setup page. Enable scanning to email if it is not already enabled. The tab name may vary with the firmware.
  2. In the outgoing SMTP server section, manually add mail.smtp365.it without searching the local network for a server. Set port 587 and enable the secure SMTP connection for STARTTLS. Some versions call this option “Enable SMTP SSL Protocol”: check the model's manual.
  3. Specify that the server requires authentication and choose to always use the same login details. Enter the smtp365 credential's username and password, rather than the details of the user signed in at the printer's control panel.
  4. Enable use of the server for scanning to email and set the default sender to the authorised address. If possible, prevent users from changing it.
  5. Complete the procedure, save and run any test offered.

OfficeJet and LaserJet Pro

  1. In the EWS, find the scan to email section. Depending on the model, open server setup or create an outgoing email profile: not every model has a profiles page.
  2. Enter the authorised sender and, if requested, a display name for the profile.
  3. Set the server to mail.smtp365.it, the port to 587 and the secure connection to STARTTLS. If the model supports only implicit TLS, use 465. A simple SSL/TLS switch does not identify the mode by itself: check the manual.
  4. Enable SMTP authentication and enter the smtp365 credential's username and password.
  5. Save and run any test offered by the setup procedure.

If the TLS connection fails, check the firmware, the device's date and time, and its trusted certificates. Keep server certificate verification enabled.

Test

Send a scan to your own address and check the sending log in the smtp365 dashboard. A successful connection test does not confirm delivery of a scan.

If the device reports an error

Many devices show the code they got from the server. You will also find it in the dashboard's sending log, next to the message.

535

Invalid credentials

Wrong user or password, or the credential has been disabled. Copy the user and password again from the dashboard: if you no longer have the password, generate a new one. If you use port 25, check that it is enabled for that credential.

553

Sender not allowed

Each credential can only send with its own address. On the device, set the sender to the address of the connected mailbox, or of the shared mailbox you have verified.

454

Mailbox needs reconnecting

Microsoft asked for a new sign-in, for example after a password change. Open the dashboard and reconnect the mailbox: the device credentials stay the same.

451

Limit reached, try again later

Microsoft 365 or the credential's limit slowed sending down for a few minutes. Almost every device retries on its own; if it keeps happening, check the log to see who is sending so much.

552

Message too large

The message exceeds the mailbox limit, usually 35 MB. Lower the scan resolution or format, or split it into several sends.

550

Sending refused

The monthly quota is used up, the subscription is not active, or Microsoft 365 refused the sender. The text next to the code says which: if it is not clear, write to us.

The device cannot connect to the server at all? Check that the office firewall lets the chosen port out and that the device supports encrypted connections: some very old models need a firmware update.