Cara Scan Canon: Setting Up Scan to Email with Gmail on Your Canon Printer

Enabling the Scan to Email feature on your Canon printer can significantly streamline your workflow, allowing you to send scanned documents directly to email addresses. If you’re using Gmail, setting this up requires a few extra steps due to Google’s security measures. This guide will walk you through the process of configuring your Canon printer to scan directly to your Gmail account.

Step-by-Step Guide to Setting Up Canon Scan to Email with Gmail

To successfully set up your Canon printer for Scan to Email with Gmail, you’ll need to configure both your Gmail account and your printer’s settings. Follow these steps carefully:

Part 1: Generate a Gmail App Password

Gmail’s enhanced security requires you to create an App Password for applications like your Canon printer to access your Gmail account. Here’s how to generate one:

1. Go to Google.com and click on your profile picture in the top right corner. Select Manage Your Google Account.
2. In the left-hand navigation menu, click on Security.
3. Scroll down to the section labeled Signing in to Google.
4. Ensure 2-Step Verification is enabled. If it’s not, you’ll need to set up 2-Step Verification first.
5. Once 2-Step Verification is active, click on App Passwords. You might be asked to sign in to your Google account again.
6. Under Select app, choose Other (custom) from the dropdown menu.
7. Enter a name to identify your Canon printer. For example, use your printer’s model number like “MF644Cdw”.
8. Click Generate. This will create a unique password. Copy or write down this password, as you’ll need it later and won’t be able to see it again. Click Done after copying the password.

Part 2: Access Your Canon Printer’s Settings

Next, you need to access your Canon printer’s settings through its IP address to configure the Scan to Email feature.

1. Find your Canon printer’s IP address. Typically, you can find this information in the printer’s menu. Look for options like Status Monitor, Network Information, or IPv4 Settings on your printer’s control panel. Note down the IP Address.
2. Open a web browser (like Chrome) on your computer and enter the IP address you noted in the address bar. Press Enter.
3. This will open your printer’s web interface. Select the System Manager Mode option and click Log In.
4. If you have set up a System Manager ID and PIN, enter them. Otherwise, you might be able to log in with default credentials or without any credentials depending on your printer setup. Click Log In.

Part 3: Configure Email/I-Fax Settings

Now, configure the email settings within your Canon printer’s system manager interface.

1. In the System Manager Mode, click on the Settings/Registration button, usually located on the right side of the page.
2. On the left-hand side menu, select TX Settings.
3. Choose E-mail/I-Fax Settings.
4. Click the Edit button, often found in the upper right corner of the settings page.
5. Enter the following SMTP server details:
   • SMTP Server: smtp.gmail.com
   • Email Address: Enter your full Gmail address (e.g., [email protected]).
   • Check the box next to Use SMTP Authentication (SMTP AUTH).
   • User Name: Enter your full Gmail address again.
   • Check the box for Set/Change Password.
   • Password: Enter the App Password you generated in Part 1.
   • Check the box for Use TLS for SMTP.
   • Check the box for Verify Certificate.
   • Check the box for Add CN to Verification Items.
   • Check the box for Use TLS for POP. (Note: While POP settings might not be strictly necessary for Scan to Email, these settings are often present in the configuration and following the original guide, we include them)
   • Check the box for Verify Certificate for POP.
   • Check the box for Add CN to Verification Items for POP.
6. Scroll to the top of the page and click OK to save these settings.
7. Navigate to Network Settings on the left-hand menu.
8. Select Port Number Settings.
9. Click the Edit button.
10. Change the SMTP field to 465.
11. Scroll to the top and click OK to save.

Part 4: Add Your Email to the Address Book

For easy Scan to Email functionality directly from the printer, add your email to the printer’s address book.

1. Click the To Portal link in the upper right corner to return to the main portal page.
2. Select the Address Book button on the right side.
3. Click on the 01 link (or any available entry) and then click Edit.
4. Add your email address as the first entry.
5. Scroll to the top and click OK to save.

Part 5: Test Scan to Email Function

Finally, test if the Scan to Email feature is working correctly.

1. Go to your Canon printer and use the Scan to Email function. Send a test scan to your Gmail address.
2. Check your Gmail inbox. If you don’t receive the email, check the Status Monitor/Cancel button on your printer and look for TX Job Log for any error codes. These error codes can provide specifics on why the email was not sent.

By following these steps, you should be able to successfully set up your Canon printer to scan documents directly to your Gmail account, enhancing your office productivity and document management.