HP scan to email setup — LaserJet & OfficeJet SMTP settings

Q: Works from EWS, fails from the panel

The panel uses the outgoing e-mail profile, which stores its own copy of the credentials. Re-save the profile after changing the server settings.

These are working scan-to-email settings for LaserJet Enterprise/Pro MFP, OfficeJet Pro, PageWide and most HP MFPs with an Embedded Web Server. They point the printer at Scanhive instead of at Gmail or Microsoft 365, so the device no longer needs a mailbox password and isn't affected by either provider withdrawing basic authentication.

The settings

SMTP server	`smtp.scanhive.net`
Port	587 (or 25 on older devices)
Encryption	STARTTLS if offered — plain works for older firmware
Authentication	SMTP AUTH (LOGIN or PLAIN)
Verify server certificate	Off — see the note below
Username	from your dashboard, e.g. `prn_ab12cd34`
Password	shown once when you add the printer (rotate any time)

Turn “verify server certificate” off. Your scan is still encrypted over STARTTLS. That setting only asks the printer to check our certificate against its built-in list of authorities, and HP firmware ships with old, un-updatable lists that often don't recognise modern certificates — so leaving it on makes some devices refuse to connect.

Step by step on a HP device

Configure this from the Embedded Web Server (EWS) — browse to the printer's IP address. The panel can usually do it too, but the browser interface is far quicker and lets you paste the password.

Open Scan/Digital Send → E-mail Setup (on Pro models: Scan → Scan to E-mail → Outgoing E-mail Profiles).
Choose to add an Outgoing Email Server (SMTP) and pick the option to enter the server manually — not “Search network for outgoing email servers”.
Server: smtp.scanhive.net, port 587.
Tick Enable SMTP SSL/TLS Protocol (STARTTLS) and Server requires authentication, then enter your Scanhive username and password.
Leave Always use certificate validation unticked.
Send a test from the EWS page before trying the panel.

Common HP problems

The Scan to Email Wizard can't find a server

The wizard's auto-discovery only knows a handful of public providers and will fail here. Skip it and add the SMTP server manually — everything else in the wizard is optional.

Error 'Server not responding' on port 465

HP's wizard sometimes defaults to implicit-TLS port 465. Use port 587 with STARTTLS instead.

Works from EWS, fails from the panel

The panel uses the outgoing e-mail profile, which stores its own copy of the credentials. Re-save the profile after changing the server settings.

Where the scan goes next

Once the printer can send, Scanhive decides what happens to each scan: deliver it to one or more verified email recipients, file it into encrypted storage, push it to Dropbox, Google Drive, OneDrive, SharePoint, S3 or SFTP, or post it to another system. That's configured once in the dashboard under Routes and applies to every scan from the device.

Don't have a Scanhive account yet? Create one free — adding a printer takes about a minute and gives you the username and password for the steps above.