Xerox Scan-to-Email Configuration Guide

Scan-to-email failures are almost always SMTP server configuration issues rather than a problem with the scanner hardware itself.

Symptoms to look for

• Scans complete but the email never arrives
• Error message referencing SMTP or authentication failure
• Feature worked previously but stopped after an email provider change

What causes it

Incorrect SMTP server address or port, expired authentication credentials, or an email provider requiring app-specific passwords (common with Gmail/Microsoft 365) are the top causes.

How to fix it

1. Access the device's web-based configuration page and locate email/SMTP settings.
2. Enter your organization's correct SMTP server address, port, and encryption type.
3. If using Gmail or Microsoft 365, generate an app-specific password rather than your normal login.
4. Send a test scan to a known-working internal email address first.
5. Check spam/junk folders on the receiving end before assuming delivery failed.