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How to Configure Your Printer to Send Email Using Gmail SMTP (Google Workspace)

Updated

Overview

This guide explains how to configure a multifunction printer (MFP) to send scanned documents via email using Gmail SMTP through Google Workspace. This method allows the printer to send outgoing emails using a verified Google Workspace account.

You will need valid Google Workspace credentials and a printer that supports authenticated SMTP connections. If multi-factor authentication (MFA) is enabled, an App Password must be used.

Steps

Prerequisites

  • A Google Workspace account with SMTP access enabled.
  • A printer that supports SMTP email configuration.
  • Network access to the internet on port 587.
  • A valid Gmail address and password for authentication.
  • If MFA is enabled, a Google App Password is required.

SMTP Settings for Gmail

SMTP Server:  smtp.gmail.com
SMTP Port:    587
Encryption:   STARTTLS
Authentication: Enabled
Username:     user@domain.com
Password:     Gmail password OR App Password (if MFA is enabled)
Sender Address: Same as Username

Steps to Configure

  1. Access Printer Settings
    Log in to the printer’s web interface or access SMTP settings via the control panel.
  2. Navigate to Scan to Email / SMTP Settings
    Locate the email or SMTP configuration area.

  3. Enter SMTP Details
    Use the following values:

    SMTP Server: smtp.gmail.com
Port:        587
Encryption:  STARTTLS

  4. Enable Authentication
    Enter the Gmail address and password:

    Username: user@domain.com
Password: Gmail password OR App Password

    If MFA is enabled, create an App Password in Google Account → Security → App Passwords.

  5. Set Sender Address
    Use the same Gmail address as the authenticated account.
  6. Test the Configuration
    Send a test email from the printer and check for errors such as authentication or TLS failures.

What Does Gmail SMTP Integration Do?

  • Allows your printer to send scanned documents via Gmail SMTP.
  • Provides secure email transmission using Google Workspace authentication.
  • Supports TLS encryption for secure communication.
  • Enables shared or individual senders, depending on permissions.
  • Integrates printers with Google Workspace without needing a local mail server.

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