The process of scanning to email has never been easier, now that Office 365 offers this feature. You can use your scanner to scan documents and then email them as PDFs or JPEGs, all without having to download any special software. This guide will show you how to set up and use the scan to email feature in Office 365. We’ll also provide some troubleshooting tips in case you run into any problems along the way.

What is scan to email?

Scan to email is a handy way to send documents from your scanner directly to an email recipient. This can be useful if you need to send a scan of a document quickly, or if you don’t have access to a printer. To use scan to email, you’ll need to have a scanner that is compatible with your computer and an email account set up. Follow the steps below to learn how to scan to email.

  1. Open the scanning software on your computer. This will likely be located in the “Start” menu under “All Programs.
  2. Select the option for scanning a document. This may be labeled as “Scan,” “New Scan,” or something similar.
  3. Choose whether you want to scan in color or black and white. For most purposes, black and white will suffice.
  4. Place your document face-down on the scanner glass. Make sure it is positioned correctly so that it will be scanned correctly.
  5. Click the button to start the scan. Depending on your scanner, this may be labeled as “Scan,” “Start,” or something similar.
  6. When the scan is complete, a preview of the scanned document will appear on your screen. At this point, you can make any necessary edits, such as cropping or rotating the image.
  7. Once you are satisfied with the preview, click the button to send the scan by email. A new email message will open with the scanned document attached.
  8. Enter the email address of the recipient in the “To” field.
  9. If you want, you can add a subject and message body. Otherwise, leave these fields blank and click the “Send” button.

The benefits of scan to email

Scanning to email has many benefits in the office setting. It can help save time by allowing documents to be sent electronically, without the need to print them out and physically mail them. This can also reduce paper waste and save on printing costs. In addition, scanning to email can allow for easy document sharing and collaboration, as well as provide a way to store and backup important files.

How to set up scan to email in Office 365?

Setting up scan to email in Office 365 is a simple process that can be completed in a few steps.

  1. Log into your Office 365 account and go to the settings page.
  2. Select the “Mail” option from the list of settings.
  3. In the “Mail” section, select the “Accounts” tab.
  4. Select the account you want to set up scan to email for and click on the “Edit” button.
  5. Scroll down to the “Inbound mail server (IMAP)” section and enter the following information:
    • Server name: imap-mail.outlook.com
    • Port: 993
    • Encryption method: SSL/TLS
  6. Click on the “OK” button to save your changes and then close the window.

That’s it! You’ve now successfully set up scan to email in Office 365.

Troubleshooting tips for scan to email

If you’re having trouble getting your scanner to send emails, there are a few things you can try.

First, check that your scanner is connected to the internet and that all the cables are securely plugged in. If everything looks good there, try restarting your scanner.

If that doesn’t work, the problem might be with your email settings. Check that the settings in your scanner’s software match those of your email account. If you’re not sure what they should be, you can usually find them by going to your email provider’s website and looking under the “help” or “settings” section.

Once you’ve double-checked everything, try resending the email. With any luck, it should go through this time!

How to scan documents to email with Office 365?

Assuming you have a scanner connected to your computer, you can use Office 365 to scan documents and email them as attachments. To do this, open the document in Office 365 that you want to scan. Then, click the “File” tab and select “Print.” In the print dialog box that appears, select your scanner from the “Printer” drop-down menu.

Click the “Scan” button and wait for your scanner to finish scanning the document. Once it’s done, click the “Send” button to email the document as an attachment.

How to save scanned documents to your Office account?

To save a scanned document to your Office account, follow these steps:

  1. Open the document in your Office program.
  2. Click File > Save As.
  3. In the “Save As” dialog box, select your Office account from the “Save In” drop-down menu.
  4. Enter a name for the document in the “File Name” field, and then click Save.

Your document will now be saved in your Office account, and you can access it from anywhere by logging into your account online.

How to share a scanned document with others?

If you need to share a scanned document with others, there are a few different ways that you can do so. One option is to email the document to the recipient. To do this, you will need to have a scanner that is connected to your computer. Most scanners these days are “plug and play” which means that they will work with your computer without any special installation required.

Once you have your scanner plugged in and ready to go, open up the software that came with it. This is usually located on your computer’s “Start” menu. Look for a program with a name like “Scanner and Camera Wizard” or something similar. Once you find it, launch the program.

When the program opens, select the option to “scan an image” or “scan a document.” Follow the prompts until you reach the point where you can select what format you want to save your scan in. JPEG is a good choice for most purposes. Then choose whether you want to scan in color or black and white.

Next, select the destination for your scan. If you want to email it, select the option to send it as an email attachment. Enter the recipient’s address and then send the email as you normally would. The scanned document will be included as an attachment just like any other file that you might attach to an email message.

How to email scanned documents from your Office account?

Assuming you have a scanner set up and connected to your computer, here is how you can email scanned documents from your Office account:

  1. Open the document you want to scan in your Office program.
  2. Select the scanning option from the File menu, then select Email.
  3. A new email message will open with the scanned document attached.
  4. Type in the recipient’s email address, add a subject and message if desired, then click Send.

How to share a document you’ve scanned with others?

Assuming you have a scanner connected to your computer, sharing a scanned document with others is relatively simple and only requires a few steps.

First, open the scanning software on your computer. This will likely be located in the “Start” menu under “All Programs” or “Applications.” Once the software is open, select the option to scan a document.

Next, choose whether you want to scan the document in color or black and white. For most purposes, black and white will suffice. However, if you need to preserve the color of the original document for some reason, select that option instead.

Then, select the resolution at which you want to scan the document. A higher resolution will result in a better quality scan, but it will also take longer to complete. Choose the resolution based on your needs and how quickly you need to share the document with others.

Finally, hit the “Scan” button and wait for the scanning process to finish. Once it’s done, you can save the scanned document to your computer or send it directly to another person via email.

Setup scan to email from a HP Multi-function Device

Assuming you have a HP multi-function device on your office network, you can scan documents directly to email using the device’s scanner.

In order to set up scan to email from a HP multi-function device, follow these steps:

  1. On the HP multi-function device, press the Scan button.
  2. Select Email as the destination for the scan.
  3. Enter in the email address that you want to send the scanned document to.
  4. Press Start to begin scanning the document.
  5. Once the document has been scanned, it will be sent to the specified email address as an attachment.

Method 1: Using Office 365 as the SMTP Server

If your organization uses Office 365, you can use it as your SMTP server to scan to email. This is the recommended method for scanning to email with Office 365. To configure Office 365 as your SMTP server, you’ll need the following information from your Office 365 account:

  • The name of your Office 365 domain (e.g. contoso.onmicrosoft.com).
  • The name of your Office 365 tenant (e.g. contoso)
    Your Office 365 username and password.

Once you have this information, you can follow these steps to configure Office 365 as your SMTP server:

  1. In the scanner’s web interface, go to the Email Settings page.
  2. Select Office 365 from the Email Server Type drop-down list.
  3. Enter your Office 365 domain in the Domain Name field.
  4. Enter your Office 365 tenant name in the Tenant Name field (optional).
  5. Enter your Office 365 username in the Username field, and enter your password in the Password field.
  6. Click Test Connection to test your connection settings, then click Save Changes to save them

Method 2: Using SendGrid as the SMTP Server

If you have a SendGrid account, you can use their SMTP Server to scan to email. This is a two-step process:

  1. Configure your scanner to use the SendGrid SMTP Server. The hostname will be smtp.sendgrid.net, and the port will be 587. You’ll also need to provide your SendGrid username and password.
  2. Configure your SendGrid account to route outgoing mail from the scanner’s IP address to the correct email address. This can be done in the “Settings” section of your SendGrid account.

Once both steps are complete, you should be able to scan documents and have them emailed directly to your inbox!

Conclusion

Scanning to Email with Office 365 is a great way to save time and increase productivity in your office. With just a few clicks, you can scan documents directly into your email inbox and have them ready to be sent out. No more waiting in line at the photocopier or having to search for a scanner when you need one. Check out our tutorial on Scan To Email Office 365 and start scanning today!

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