Why Did Scan to Email Stop Working?
Microsoft retired basic authentication in 2023. If your printer was logging in directly with a Microsoft 365 or Google Workspace account to send email, that method no longer works. App passwords were a temporary workaround and are heading the same way. This is not a problem with your printer — it is a deliberate security change, and the right fix is to stop routing scan-to-email through a user account entirely.
Introducing SMTP2GO
SMTP2GO is a dedicated email relay service. Instead of your printer authenticating as a person's account, it sends through SMTP2GO using credentials you control. Nothing is tied to an individual Microsoft or Google login, and it keeps working regardless of what either platform changes next. The free tier is more than enough for most offices.
What you need: Domain Registrar Access
Your login for your domain registrar or DNS provider. Not sure who that is? Look up your domain at ICANN Lookup and check the Registrar field.
What you need: SMTP2GO Account
Sign up at smtp2go.com. The free tier allows 1,000 emails per month, which is plenty for a typical office printer.
Setup Your Domain as a Verified Sender
Sign into SMTP2GO, expand Sending in the left menu, and click Verified Senders. On the right side click Add Sender Domain and enter your domain name (e.g. example.com).
SMTP2GO will show you three CNAME records to add to your DNS. These are DKIM records — they tell receiving mail servers that SMTP2GO is authorized to send on behalf of your domain. Without them, your scanned emails may be flagged as spam or fail DMARC checks. See our guide to DMARC and email authentication if you want to understand how this fits into the bigger picture.
Add all three records to your DNS provider, then click Verify in SMTP2GO. Not sure if the records have spread yet? Check dnschecker.org and search for your domain using CNAME. Propagation can take a few minutes or up to 72 hours depending on your DNS provider. See the FAQ below if verification is not passing.
Create the SMTP User
After verification, go to SMTP Users on the left menu and click Add SMTP User. Create a username and password — use their auto-generated password or pick a strong one. Note: this username is a credential you are creating inside SMTP2GO. It does not need to be a real email address or existing mailbox. Something like printer@yourdomain.com works fine as a format. These credentials go into your printer, not into Microsoft or Google.
Configure Your Printer
Most printers have a built-in web interface. To access it, type the printer's IP address into a browser on the same network. To find the IP: print a network configuration page from the printer's menu, or check your router's connected devices list.
Inside the printer web interface, look for Email Settings or SMTP Settings — usually found under Network or Scan. Set Authentication Method to SMTP Auth, then enter:
SMTP2GO Configuration
- SMTP Server: mail.smtp2go.com
- SMTP Port: 2525 (recommended — see FAQ on why not port 25)
- Username: the SMTP2GO username you created
- Password: the SMTP2GO password you created
Run the printer's test email function to confirm it is working.
Troubleshooting
- Verification not passing in SMTP2GO: Check DNS propagation at dnschecker.org before assuming something is wrong. Select CNAME and enter your domain.
- Printer test email fails: Double-check the username and password match exactly what you set in SMTP2GO — no extra spaces.
- Connection error on port 2525: Try port 587. Port 25 is the original SMTP standard but most ISPs block it outgoing to prevent spam.
- Emails arriving in spam: Your DKIM records may not have fully propagated yet, or your domain may be missing a DMARC record. See our DMARC setup guide for next steps.
Frequently Asked Questions
Why not just use port 25? Isn't that the standard SMTP port?
Port 25 is the original SMTP standard, but most ISPs block outgoing connections on port 25 specifically to prevent spam. Start with port 2525 -- it is SMTP2GO's recommended port and gets through most firewalls. If 2525 does not work, try 587 next.
What are CNAME records and why do I need to add them?
CNAME records are entries in your domain's DNS settings that point one name to another. The three records SMTP2GO gives you are DKIM records -- they prove to receiving mail servers that SMTP2GO is authorized to send email on behalf of your domain. Without them, your scanned emails may be flagged as spam or fail DMARC checks. If you want to understand DMARC in more detail, see our guide on fixing DMARC failures.
My domain verification is not passing. What do I do?
DNS changes can take anywhere from a few minutes to 72 hours to propagate depending on your provider. Before assuming something is wrong, check whether your records have spread using dnschecker.org -- enter your domain and select CNAME to see if the records are showing globally. If they are visible but verification still fails, double-check that you copied the Hostname and Value fields exactly as shown in SMTP2GO.
Does the SMTP username need to be a real email address?
No. The username you create in SMTP2GO is a credential that lives inside SMTP2GO -- it does not need to be a real mailbox or an existing email address on your domain. Something like printer@yourdomain.com is fine as a format, but it does not need to exist as an actual inbox.
How do I find my printer's IP address?
The easiest way is to print a network configuration page directly from the printer -- most printers have this option under Settings or Information. Alternatively, log into your router and look at the connected devices list. Once you have the IP, type it into a browser on the same network and the printer's web interface should load.
Will this work with Google Workspace too?
Yes. SMTP2GO is not tied to Microsoft 365 or Google Workspace -- it is a standalone relay service. The setup is identical regardless of which email platform your business uses. Your printer sends through SMTP2GO, not through Google or Microsoft directly.
Is SMTP2GO free?
SMTP2GO has a free tier that allows 1,000 emails per month. For most office printers doing occasional scanning, the free tier is more than enough. Paid plans start if you need higher volume or additional features like detailed reporting.
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