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:
- Access the Gmail Account used for the SMTP Server Login.
- Select the Gear menu at the top right corner.
- Select Settings.
- Select Accounts and Import.
- Select Other Google Settings.
- Select Sign-in & Security.
- Scroll down to the Apps with account access section.
- Set Allow Less Secure Apps to ON.
Setup Scan to Gmail Instructions for AltaLink (other model’s steps will vary)
- Access the Embedded Web Server and login as System Administrator.
- Select Properties.
- Select Configuration Overview.
- Select the Settings button for the Email App.
- Select the Edit button for SMTP.
- 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.
- Select Hostname radio button.
- Enter smtp.gmail.com as the hostname.
- Enter 587 as the Port number.
- Select Save.
- Select the SMTP Authentication Tab.
- Select Device for both the User Jobs and System Jobs sections.
- Enter the LoginName and Password credentials for this Gmail account setup.
- Select Save.
- Select the Connection Encryption tab.
- Select the radio button for STARTTLSS (if available).
- Remove checkmark for Validate Server Certificate.
- Click Save.
- Access the DNS settings in the Connectivity section of the Properties Tab.
- Ensure domain is set to gmail.com
- 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. - Add an Alternate DNS server of 8.8.8.8.
- Select General Setup from the left hand side menu.
- Select Date and Time.
- 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. - Select Apply if any changes were made.
- Login into the Gmail account that the machine is using in a web browser.
- Go to the Google Account and ensure Less Secure apps is enabled. Preferably turn off 2 step verification.
- Access the Embedded Web Server again for the printer.
- Select Properties.
- Select Configuration Overview.
- Select the Settings button for the Email App.
- Select the Edit button for SMTP.
- Select the Test Configuration tab.
- Enter an email address in the To Address to send a test email.
- Select the Send Email button. A confirmation that the test email was successfully sent should appear.
- 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.
Very helpful write-up!
Hi John,
Thanks for reading the At Your Service blog. I am glad to hear it was helpful for you.
Thanks,
CherylO-Xerox
[…] Nota: Este artículo fue publicado originalmente en el blog At Your Service. Para leer el artículo en inglés accede aquí. […]
used these settings to re-abled scan to email after our in-house mail server went down. working fine using google as SMTP server… so far!
Hi Sam,
Thanks for reading the At Your Service blog. I am glad to hear that the steps worked for you. Thanks for letting us know.
Regards,
CherylO-Xerox
“Less Secure Apps” will not be an option much longer. Earlier this year, Google announced its end of life: https://gsuiteupdates.googleblog.com/2019/12/less-secure-apps-oauth-google-username-password-incorrect.html. Their plans have currently been put on hold, but I’m sure a new timeline will be announced at some point.
What are Xerox’s plans to keep your Gmail customers working in the long-term?
Hi Terry,
Thank you for reading the blog. Please see the new blog that will address the Less Secure App issue.
Thanks,
CherylO-Xerox
[…] Are you having issues getting your scan to email to work with Gmail by Google? You may need to make changes in setting-up your Xerox printer or multifunction device to scan to email with Gmail. The security update will provide more security when connecting to Gmail. The network settings update provides instructions on setting up Wi-Fi as your primary network. This blog provides some additional steps not found in the At Your Service Blog from September 2019 titled Gmail and Your Xerox Multifunction Printer. […]
Hi,
I have a CM315z and I am really struggling to set up the scan to email.
My settings are
E-Mail Settings page:
SMTP Server Settings
Machine’s E-mail Address: myscanner@gmail.com
SMTP Server Address: smtp.gmail.com
SMTP Server Port Number: 587
Send Authentication
E-Mail Send Authentication: SMTP Auth (plain)
Login Name myscanner@gmail.com
Password
SSL/TLS Settings page
SSL/TLS Server Communication Enabled
SSL/TLS Server Communication Port Number 587
IPP – SSL/TLS Communication Port Number 443
SMTP – SSL/TLS Communication: STARTTLS
DNS page
DNS Domain Name: gmail.com
Obtain DNS Server Address Automatically Enabled
Any suggestions? I don’t care about having to use gmail I just want scan to gmail working.
What I meant was I don’t care about using gmail for scan to email, I can use whatever service works well.
Thank you for reading the blog. If you have not already found a solution for your issue or answer for your question, please consider posting on the Xerox Customer Support Forum. Alternately contact your local support centre.
Thanks,
CherylO-Xerox
Thank you for reading the blog. If you have not already found a solution for your issue or answer for your question, please consider posting on the Xerox Customer Support Forum. Alternately contact your local support centre.
Thanks,
CherylO-Xerox
Our AD server that was used to query the company address book has been decommissioned along with most of our MS servers. We’ve been using scan to mail successfully with gmail so far, but there’s no clear documentation on whether Google LDAP can be used as an address book on our AltaLink multifunctional devices.
Any advice? Or are we stuck with manually typing out the whole e-mail address?
TIA,
tomsy
Hi tomsy,
Thanks for reading the blog. If you have not already found a solution for your issue or answer for your question, please consider posting on the Xerox Customer Support Forum. Alternately contact your local support centre.
Thanks,
CherylO-Xerox
Google generated app password was needed to get the SMTP Authentication to work on Xerox WorkCentre 3335. See Google Account, Security, Signing in to Google, App passwords or Google Tili, Tietoturva, Googleen kirjautuminen, Sovellussalasanat.