Gmail and Your Xerox Multifunction Printer

An estimated 1.5 billion users worldwide use Google Gmail™.  As such, it is the most widely used web-based email provider. Recently there have been several questions about how to set up Xerox multifunction printers that have Scan to Email to work with Google Gmail.  In this blog post I will try to answer some of those questions.

Not all printers will support this setup.  Printer family will decide what the screens look like. You can always refer to the support pages for your specific model for more details. Let’s look at the information and steps for setting up your Xerox multifunction printer to work with Gmail. The steps may vary on your printer but the principles of the setup will be similar.

Pre-requisites:

  • An existing Gmail account.
  • Current firmware loaded on your Xerox multifunction printer.
  • Time/Date and DNS must be correct, time has to be within 3 minutes of current. If Smart eSolutions is working and the time is correct continue.
  • Do not use Chrome web browser, OR MS Edge if you have Win10 and are fully up to date, both are based on Chromium and password fields and some check boxes will not work properly.
  • You may need to change settings in Gmail to allow less secure apps when scanning to Gmail.  The steps are as follows:
  1. Access the Gmail Account used for the SMTP Server Login.
  2. Select the Gear menu at the top right corner.
  3. Select Settings.
  4. Select Accounts and Import.
  5. Select Other Google Settings.
  6. Select Sign-in & Security.
  7. Scroll down to the Apps with account access section.
  8. Set Allow Less Secure Apps to ON.

Setup Scan to Gmail Instructions for AltaLink (other model’s steps will vary) 

  1. Access the Embedded Web Server and login as System Administrator.
  2. Select Properties.
  3. Select Configuration Overview.
  4. Select the Settings button for the Email App.
  5. Select the Edit button for SMTP.
  6. Enter a Valid registered email address that is using Gmail as its mail server on the Required information Tab in the Device Email Address field.
  7. Select Hostname radio button.
  8. Enter smtp.gmail.com as the hostname.
  9. Enter 587 as the Port number.
  10. Select Save.
  11. Select the SMTP Authentication Tab.
  12. Select Device for both the User Jobs and System Jobs sections.
  13. Enter the LoginName and Password credentials for this Gmail account setup.
  14. Select Save.
  15. Select the Connection Encryption tab.
  16. Select the radio button for STARTTLSS (if available).
  17. Remove checkmark for Validate Server Certificate.
  18. Click Save.
  19. Access the DNS settings in the Connectivity section of the Properties Tab.
  20. Ensure domain is set to gmail.com
  21. Ensure DNS matches network DNS order.
    Note: You can perform an ipconfig /all from a command prompt on the network to confirm DNS servers and prioritization order.
  22. Add an Alternate DNS server of 8.8.8.8.
  23. Select General Setup from the left hand side menu.
  24. Select Date and Time.
  25. Ensure the Date, Time and time zone is correct.
    Note:  NTP is selected by default, if the network does not use an NTP server turn off the Automatic using NTP option and set time and time zone manually.
  26. Select Apply if any changes were made.
  27. Login into the Gmail account that the machine is using in a web browser.
  28. Go to the Google Account and ensure Less Secure apps is enabled. Preferably turn off 2 step verification.
  29. Access the Embedded Web Server again for the printer.
  30. Select Properties.
  31. Select Configuration Overview.
  32. Select the Settings button for the Email App.
  33. Select the Edit button for SMTP.
  34. Select the Test Configuration tab.
  35. Enter an email address in the To Address to send a test email.
  36. Select the Send Email button. A confirmation that the test email was successfully sent should appear.
  37. Ensure the email appeared in the inbox for the desired recipient.

You should now be able to email using the Google Gmail account.  If you need more information please consider contacting your local support centre, consulting your online support page or you can always ask for information from others that are using the setup on the Xerox Community Support Forum.

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