Managed Print Solutions | Part of the Cantec Group

Scan to E-mail Using Gmail Account

How to setup scan to e-mail using your GMAIL account

If you use Gmail as your smtp server, you could be having some issues recently with scanning to email. Google have updated their 2 Factor Authentication policy so that you can no longer use your username and password for third-party apps and devices like your printer.

They discuss this change in this support post:

The steps to resolve the issue are as follows;

  • Enable Two Step Verification in your Gmail account
  • Create an app password in your Gmail account
  • Use the app password as the authentication password on your Copier

Enable Two Step Verification in your Gmail account

First log into your Gmail account that is used for scan to email on the copier.

Open the Google home page, click the icon in the top left.

Select Manage Your Google Account and you will be brought to your settings page.

Click Security on the left-hand side of the page.

Scroll down till you see Signing into Google and click 2-Step Verification.

When the next page loads up click Get Started.

It will ask you to put in your password again, put in and click Next.

It will prompt you to put in a phone number and you can choose between text or phone call.

The next page will prompt you to enter the code you received from the text or phone call.

Click Turn On and 2 Step Verification will be activated.

Create an app password

 Click the back arrow beside the 2-step Verification at the top of the page.

Scroll back down to Signing into Google and click App Passwords

Put in your password and click next.
Click the drop down and select Other (Custom Name)

Type in what you want to call it and click generate.

A pop up will produce your new password. You cannot view this again so take note of it.

Use the app password as the authentication password on your Copier

Instructions here will vary depending on your device type. These instructions will cover the full range of Canon Ir-Adv series of models.
Open your browser and enter the IP address of your device.

Log in with the Admin credentials. If you do not know your credentials please contact our helpdesk on 0818337012 #2.

Go to Settings/Registration on the top right-hand side of the page.

When the next page loads on the left side of the page look for function settings then look for send settings.

Click on Network Settings – Email/I-fax Settings

Scroll to the bottom of the page and click change password and enter your app password into the password and confirm fields.

You should now be able to scan to email using the newly created app password.

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