How To Setup Scan Email on HP LaserJet Pro MFP M377

The HP Color LaserJet Pro MFP M377 series is a multifunction color printer for small and medium sized businesses or work groups printing up to 4,000 pages a month. It offers best in class performance including fastest first page out from sleep, fastest duplex printing, and lowest total energy consumption against leading competitors. The HP Color LaserJet Pro MFP M377 series is expected to be available in April.

Before you Setup Scan Email Feature on HP Color LaserJet Pro MFP M377 Two Metod
  • Method one: Use the Scan to Email Wizard (Windows)
  • Method two: Set up the Scan to Email feature via the HP Embedded Web Server (Windows)

Setup Scan Email on HP LaserJet Pro MFP M377
HP Color LaserJet Pro MFP M377 Setup Scan to E-mail Feature On a Mac

The HP MFP M377 printer has a feature that enables it to scan a document and send it to one or more email addresses. To use this scan feature, the printer must be connected to a network; however, the feature is not available until it has been configured. There are two methods for Setup Scan Email on HP LaserJet Pro MFP M377, the Scan to Email Setup Wizard (Windows), which is installed in the HP program group for the printer as part of the full software installation in Windows 7, and the Scan to Email Setup through the HP Embedded Web Server (EWS). Use the following information to set up the Scan to Email feature.

To set up the Scan to Email feature, the printer HP LaserJet MFP M377 must have an active network connection to the same network as the computer that will run the setup process. Administrators need the following information before beginning the configuration process. For information wireless setup, See open HP LaserJet Pro MFP M377 wireless setup on this web

Administrative Access to The Printer HP LaserJet Pro MFP M377

SMTP server (e.g., smtp.mycompany.com)
If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information. SMTP server names and port names are typically easy to find by doing an Internet search. For example, use terms like "gmail smtp server name" or "yahoo smtp server name" to search.

SMTP Port Number

SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable. Consult your email service provider's documentation for information on digital sending limits for your email account. Some providers may temporarily lock your account if you exceed your sending limit.

Method one: Setup Scan to Email Wizard (Windows)

Some HP LaserJet M377 printers include driver installation from a software CD. At the end of this installation is an option to Setup Scan to Folder and Email. The setup wizards include the options for basic configuration.

The Scan to Email Wizard is only available in the Windows 7 operating system.
  • Click Start, and then click Programs.
  • Click HP, click the name of the printer, and then click Scan to E-mail Wizard.
  • If the Scan to E-mail Wizard option is not available, use Method two: Set up the Scan to Email feature via the HP Embedded Web Server (Windows)
In the Outgoing Email Profiles dialog, click the New button. The Scan to Email Setup dialog opens.

On the 1.
  1. Start page, enter the sender’s email address in the Email Address field.
  2. In the Display Name field, enter the sender’s name. This is the name that will display on the printer control panel.
  3. To require a PIN to be entered on the printer control panel before the printer can send an email, enter a 4-digit PIN in the Security PIN field, and then re-enter the PIN in the Confirm Security PIN field, and then click Next.
  4. HP recommends creating a PIN to secure the email profile.
  5. When a PIN is created, it must be entered on the printer control panel each time the profile is used to send a scan to email.
On the 2.
  1. Authenticate page, enter the SMTP Server and Port Number.
  2. In most cases, the default port number does not need to be changed.
  3. If you are using a hosted SMTP service such as gmail, verify the SMTP address, port number, and SSL settings from the service provider’s Web site or other sources. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.
  4. Please refer to online sources to confirm these server settings are current and valid at the time of configuration.
  5. If you are using Google™ Gmail for email service, select the Always use secure connection (SSL/TLS) check box.
  6. Select the Maximum Size of Email from the drop-down menu.
  7.  HP recommends using the default file size of Automatic for the maximum size.
  8.  If the SMTP server requires authentication to send an email, select the Email Log-in Authentication check box, and then enter the User ID and Password, and then click Next.
    On the 3.
  • Configure page, to automatically copy the sender on email messages sent from the profile, select Include sender in all email messages sent out successfully from the printer, and then click Next.
    On the 4.
  • Finish page, review the information and verify all the settings are correct. If there is an error, click the Back button to correct the error. If the settings are correct, click the Save and Test button to test the configuration.
When the Congratulations message displays, click Finish to complete the configuration.

Setup Scan Email on HP LaserJet Pro MFP M377
Method two: Setup the Scan to Email feature via the HP Embedded Web Server (Windows)

Step one: Access the HP Embedded Web Server (EWS)
    Locate the IP address.
  • 2-line control panels: On the printer HP M377 control panel, press the OK button. Open the Network Setup menu, and then select Show IP Address to display the IP address or host name.
  • Touchscreen control panels: From the Home screen on the printer control panel, touch the Connection Information button, and then touch the Network Connected button or the Network Wi-Fi ON button to display the IP address or host name.
  • Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
  • Example of an IP address in a browser window
  • If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Step two: Configure Scan to E-mail feature

  1. Click the System tab.
  2. On the left navigation pane, click the Administration link.
  3. In the Enabled Features area, set the Scan to Email option to On.
  4. Click the Scan tab.
  5. On the left navigation pane, click the Outgoing E-mail Profiles link.
  6. On the Outgoing E-mail Profiles page, click the New button.
  7. In the E-mail Address area, complete the following fields:
In the Your E-mail Address field, enter the sender’s email address for the new outgoing email profile.
In the Display Name field, enter the sender’s name. This is the name that will display on the printer control panel.
In the SMTP Server Settings area, complete the following fields:
  • In the SMTP Server field, enter the address of the SMTP server.
  • In the SMTP Port field, enter the SMTP port number.
  • In most cases, the default port number does not need to be changed.
  • If you are using a hosted SMTP service such as gmail, verify the SMTP address, port number, and SSL settings from the service provider’s Web site or other sources. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.
Please refer to online sources to confirm these server settings are current and valid at the time of configuration.
If you are using Google™ Gmail for email service, select the Always use secure connection (SSL/TLS) check box.
If the SMTP server requires authentication to send an email, complete the following fields in the SMTP Authentication area:
  • Select the SMTP server requires authentication for outgoing e-mail messages check box.
  • In the SMTP User ID field, enter the user ID for the SMTP server.
  • In the SMTP Password field, enter the password for the SMTP server.
To require a PIN to be entered on the printer control panel before an email is sent using the email address, complete the following fields in the Optional PIN area:
  • In the PIN (Optional) field, enter a four digit PIN.
  • In the Confirm PIN field, re-enter the four digit PIN.
HP recommends creating a PIN to secure the email profile.
When a PIN is created, it must be entered on the printer control panel each time the profile is used to send a scan to email.
To configure optional email preferences, complete the following fields in the E-mail Message Preferences area:
  1. From the Maximum Size for E-mail Message Attachments drop-down, select the maximum size for email message attachments.
  2. HP recommends using the default file size of Automatic for the maximum size.
  3. To automatically copy the sender on email messages sent from the profile, select the Auto CC check box.
  4. Review all the information, and then click one of the following options:
  5. Save and Test: Select this option to save the information and test the connection.
  6. Save Only: Select this option to save the information without testing the connection.
  7. Cancel: Select this option to quit the configuration without saving.
Step three: Add contacts to the E-mail Address Book
In the left navigation pane, click E-mail Address Book to add email addresses to the address book accessible from the printer.
  1. To enter an individual email address complete the following task:
  2. In the Contact Name field, enter the name of the new email contact.
  3. In the Contact E-mail Address, enter the email address of the new email contact.
  4. Click Add/Edit.
 To create an email group, complete the following task:
  1. Click New Group.
  2. In the Enter the group name field, enter a name for the new group.
  3. Click a name in the All Individuals area, and then click the arrow button to move it to the Individuals in Group area.
  4. Select multiple names at one time by pressing Ctrl and then clicking a name.
  5. Click Save.

Step four: Configure the default E-mail Options

  1. In the left navigation pane, click E-mail options to configure the default email options.
  2. In the Default Subject and Body Text area, complete the following fields:
  3. In the E-mail Subject field, enter a default subject line for the email messages.
  4. In the Body Text field, enter a custom default message for the email messages.
  5. Select Show body text to enable the default body text to display in emails.
  6. Select Hide body text to suppress the default body text for an email.
        In the Scan Settings area, complete the following fields:
  • From the Scan File Type drop-down, select the default file format for scanned files.
  • From the Scan Paper Size drop-down, select the default paper size for scanned files.
  • From the Scan Resolution drop-down, select the default resolution for scanned files.
  • Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.
  • From the Output Color drop-down, select Black & White or Color.
  • In the File Name Prefix field, enter a file name prefix (e.g., MyScan).
  • Click Apply.

Set up the Scan to E-mail feature on a Mac

Step one: Access the HP Embedded Web Server (EWS)
Use one of the following methods to open the Embedded Web Server (EWS) interface.
Method one: Use a Web browser to open the HP Embedded Web Server (EWS)
    Locate the IP address.
  1. line control panels: On the printer control panel, press the OK button. Open the Network Setup menu, and then select Show IP Address to display the IP address or host name.
  2. Touchscreen control panels: From the Home screen on the printer control panel, touch the Connection Information button, and then touch the Network Connected button or the Network Wi-Fi ON button to display the IP address or host name.
  3. Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
  4. Example of an IP address in a browser window
  5. If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Method two: Use the HP Utility to open the HP Embedded Web Server (EWS)

  1. From the Go menu, click Utilities, click the Hewlett-Packard folder, and then double-click HP Utility. The main HP Utility screen displays.
  2. In the main HP Utility screen, access the HP Embedded Web Server (EWS) in one of the following ways:
  3. In the Printer Settings area, click Additional Settings and then click Open Embedded Web Server.
  4. In the Scan Settings area, click Scan to Email, and then click Begin Scan to E-mail Setup....
  5. The HP Embedded Web Server (EWS) opens.

Step two: Configure the Scan to E-mail feature

  1.     Click the System tab.
  2.     On the left navigation pane, click the Administration link.
  3.     In the Enabled Features area, set the Scan to Email option to On.
  4.     Click the Scan tab.
  5.     On the left navigation pane, click the Outgoing E-mail Profiles link.
  6.     On the Outgoing E-mail Profiles page, click the New button.
  7.     In the E-mail Address area, complete the following fields:
  • In the Your E-mail Address field, enter the sender’s email address for the new outgoing email profile.
  • In the Display Name field, enter the sender’s name. This is the name that will display on the printer control panel.
    In the SMTP Server Settings area, complete the following fields:
  • In the SMTP Server field, enter the address of the SMTP server.
  • In the SMTP Port field, enter the SMTP port number.
  • In most cases, the default port number does not need to be changed.
  • If you are using a hosted SMTP service such as gmail, verify the SMTP address, port number, and SSL settings from the service provider’s Web site or other sources. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.
Please refer to online sources to confirm these server settings are current and valid at the time of configuration.
If you are using Google™ Gmail for email service, select the Always use secure connection (SSL/TLS) check box.
If the SMTP server requires authentication to send an email, complete the following fields in the SMTP Authentication area:
  • Select the SMTP server requires authentication for outgoing e-mail messages check box.
  • In the SMTP User ID field, enter the user ID for the SMTP server.
  • In the SMTP Password field, enter the password for the SMTP server.

To require a PIN to be entered on the printer control panel before an email is sent using the email address, complete the following fields in the Optional PIN area:

  • In the PIN (Optional) field, enter a four digit PIN.
  • In the Confirm PIN field, re-enter the four digit PIN.
  • HP recommends creating a PIN to secure the email profile.
  • When a PIN is created, it must be entered on the printer control panel each time the profile is used to send a scan to email.

To configure optional email preferences, complete the following fields in the E-mail Message Preferences area:

  1. From the Maximum Size for E-mail Message Attachments drop-down, select the maximum size for email message attachments.
  2. HP recommends using the default file size of Automatic for the maximum size.
  3. To automatically copy the sender on email messages sent from the profile, select the Auto CC check box.
  4. Review all the information, and then click one of the following options:
  5. Save and Test: Select this option to save the information and test the connection.
  6. Save Only: Select this option to save the information without testing the connection.
  7. Cancel: Select this option to quit the configuration without saving.
Step three: Add contacts to the E-mail Address Book
  • In the left navigation pane, click E-mail Address Book to add email addresses to the address book accessible from the printer.
  • To enter an individual email address complete the following task:
  • In the Contact Name field, enter the name of the new email contact.
  • In the Contact E-mail Address, enter the email address of the new email contact.
  • Click Add/Edit.
    To create an email group, complete the following task:
  • Click New Group.
  • In the Enter the group name field, enter a name for the new group.
  • Click a name in the All Individuals area, and then click the arrow button to move it to the Individuals in Group area.
  • Select multiple names at one time by pressing Ctrl and then clicking a name.
  • Click Save.
Step four: Configure the default E-mail Options
  1. In the left navigation pane, click E-mail options to configure the default email options.
  2. In the Default Subject and Body Text area, complete the following fields:
  • In the E-mail Subject field, enter a default subject line for the email messages.
  • In the Body Text field, enter a custom default message for the email messages.
  • Select Show body text to enable the default body text to display in emails.
  • Select Hide body text to suppress the default body text for an email.
        In the Scan Settings area, complete the following fields:
  1. From the Scan File Type drop-down, select the default file format for scanned files.
  2. From the Scan Paper Size drop-down, select the default paper size for scanned files.
  3. From the Scan Resolution drop-down, select the default resolution for scanned files.
  4. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.
  5. From the Output Color drop-down, select Black & White or Color.
  6. In the File Name Prefix field, enter a file name prefix (e.g., MyScan).
  7. Click Apply.

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