Xerox scan to email setup — VersaLink & WorkCentre SMTP settings

Q: “Login failed” with a correct password

Xerox devices sometimes retain an old credential in the Device E-mail section separately from the SMTP entry. Clear both and re-enter.

These are working scan-to-email settings for VersaLink, AltaLink, WorkCentre and Phaser MFPs. 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 Xerox 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 Xerox device

Configure this from the Embedded Web Server — browse to the device IP and sign in as admin (default password is often the device serial number). The panel can usually do it too, but the browser interface is far quicker and lets you paste the password.

Go to Properties → Connectivity → Setup, and edit the SMTP entry (on VersaLink: Apps → Email → Setup → SMTP).
Set the server to smtp.scanhive.net and the port to 587.
Set Connection Encryption to STARTTLS.
Under SMTP Authentication, choose SMTP AUTH and enter your Scanhive username and password.
Turn off Validate Server Certificate.
Set the device's From address to anything valid — Scanhive rewrites it on the way out.

Common Xerox problems

“Login failed” with a correct password

Xerox devices sometimes retain an old credential in the Device E-mail section separately from the SMTP entry. Clear both and re-enter.

Validation fails during setup

Xerox tests the server as you save. If it reports a certificate problem, switch off Validate Server Certificate and save again — the session is still encrypted.

Scans arrive from the wrong address

That's expected: Scanhive sends from a verified domain so modern mailboxes accept the mail, and keeps the device's address in Reply-To.

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.