How to Scan to Email on Your Canon Printer: A Gmail Setup Guide

Setting up the Scan to Email feature on your Canon printer can be incredibly convenient, allowing you to send scanned documents directly to your email inbox. However, if you’re using Gmail, you might encounter some hurdles due to Google’s security protocols. This guide will walk you through the necessary steps to configure your Canon printer to seamlessly scan to email using your Gmail account. The key to this process is generating an App Password specifically for your printer, ensuring secure communication without compromising your main Gmail password.

Setting Up a Gmail App Password

For enhanced security, Gmail requires you to create an App Password for less secure apps or devices like your Canon printer to access your account. Here’s how to generate one:

1. Navigate to your Google Account. Start by opening your web browser and going to Google.com. Click on your profile picture, usually located in the top right corner, and then select “Manage Your Google Account”.

2. Access the Security settings. In the left-hand navigation menu, click on “Security”.

3. Enable 2-Step Verification. Scroll down to the “Signing in to Google” section. Ensure that “2-Step Verification” is turned on. If it’s not, you’ll need to set it up first by following Google’s prompts. This is a crucial security measure required to create an App Password.

4. Create an App Password. Once 2-Step Verification is enabled, click on “App Passwords”. You might be asked to sign in to your Google account again for security verification.

5. Select “Other (Custom app)”. Under the “Select app” dropdown menu, scroll down and choose “Other (Custom app)”.

6. Name your app. Enter a recognizable name for your Canon printer. Using your printer’s model number, such as MF644Cdw, can be helpful for future reference.

7. Generate and save your App Password. Click the “Generate” button. Google will create a 16-digit App Password for you. Important: Copy this password and store it in a safe place or write it down immediately as you won’t be able to see it again. This password is what you will use in your Canon printer’s settings instead of your regular Gmail password.

Configuring Your Canon Printer’s Network Settings

Before diving into email settings, you need to access your Canon printer’s configuration page through its IP address.

1. Find your Canon printer’s IP Address. On your Canon printer’s control panel, navigate to the ‘Status Monitor’ (the exact path might slightly vary depending on your model). Look for options like ‘Network Information’ and then ‘IPv4’. Note down the numbers listed next to ‘IP Address’.

2. Access System Manager Mode. Open a web browser like Chrome on your computer and enter the IP address you noted in the address bar. This will take you to your printer’s web interface.

3. Log in to System Manager Mode. Select the ‘System Manager Mode’ option and click ‘Log In’. If you have previously set up a System Manager ID and PIN, enter them now. Otherwise, you might be able to log in with default credentials (check your printer’s manual for default login information).

Setting Up Scan-to-Email in Printer Settings

Now, you will configure the email settings within your Canon printer’s System Manager to use your Gmail account and the App Password.

1. Navigate to TX Settings. In the System Manager interface, click on the ‘Settings/Registration’ button, usually located on the right side of the page. Then, on the left-hand side menu, select ‘TX Settings’.

2. Access E-mail/I-Fax Settings. Choose ‘E-mail/I-Fax Settings’ from the TX Settings menu.

3. Edit Email Settings. Click the ‘Edit’ button, typically found in the upper right corner of the page, to modify the email settings.

4. Configure SMTP Server and Email Address. Enter the following information:

   • SMTP Server: smtp.gmail.com
   • Email Address: Enter your full Gmail address (e.g., [email protected]).

5. Enable SMTP Authentication. Check the box next to ‘Use SMTP Authentication (SMTP AUTH)’.

6. Enter User Name. In the ‘User Name’ field, enter your full Gmail address again.

7. Set the App Password. Check the box for ‘Set/Change Password’. In the ‘Password’ field, enter the App Password you generated in Step 7 of the “Setting Up a Gmail App Password” section.

8. Enable TLS for SMTP. Check the box for ‘Use TLS for SMTP’.

9. Verify Certificates (Optional but Recommended). Check the boxes for ‘Verify Certificate’ and ‘Add CN to Verification Items’ for enhanced security.

10. Configure POP Settings (If Applicable). While not always necessary for Scan to Email, ensure the following are set if you see POP settings:

    • Check the box for ‘Use TLS for POP’.
    • Check the boxes for ‘Verify Certificate’ and ‘Add CN to Verification Items’.

11. Save Email Settings. Scroll to the top of the page and click the ‘OK’ button to save all the email settings you’ve configured.

12. Adjust Port Number Settings. Navigate to ‘Network Settings’ on the left-hand side menu and then select ‘Port Number Settings’.

13. Edit Port Numbers. Click the ‘Edit’ button in the upper right corner.

14. Change SMTP Port. Change the ‘SMTP’ field value to 465. This port is commonly used for secure SMTP connections with TLS.

15. Save Port Settings. Scroll to the top and click ‘OK’ to save the port settings.

Adding Email Address to Address Book

To easily use the Scan to Email function, add your email address to your printer’s address book.

1. Go to Address Book. Click the ‘To Portal’ link in the upper right corner to return to the main portal page. Then, select the ‘Address Book’ button on the right-hand side.

2. Edit Address Book Entry. Click on the ’01’ link (or any available entry) and then select the ‘Edit’ button. Add your email address as the first email address entry.

3. Save Address Book. Scroll to the top and click ‘OK’ to save the address book settings.

Testing Scan to Email

Finally, test if your Scan to Email setup is working correctly.

1. Test Scan to Email Function. Go to your Canon printer and use the Scan to Email function to send a test scan to your Gmail address.

2. Check for Email and Troubleshoot. Check your Gmail inbox to see if you have received the scanned email. If you don’t receive the email, check the ‘Status Monitor/Cancel’ button on your printer. Look for the ‘TX Job Log’ section for any Error Codes that can help you troubleshoot the issue.

By following these detailed steps, you should be able to successfully set up Scan to Email on your Canon printer using your Gmail account. Remember to double-check each setting and refer to your Canon printer’s manual for any model-specific instructions.