Step-by-Step Guide: How to Setup HP OfficeJet Pro 8720 Scan to Email for Seamless Document Management

The HP OfficeJet Pro 8720 is a powerful all-in-one printer that offers a wide range of features, including the ability to scan documents directly to email. This can be an incredibly useful feature for businesses and individuals alike, allowing you to easily share important documents with colleagues, clients, or family members. However, setting up this feature can seem daunting if you’re not familiar with the process.
This blog post will guide you through the simple steps of setting up “scan to email” on your HP OfficeJet Pro 8720. We’ll cover everything from connecting your printer to your network to configuring the email settings. By the end of this guide, you’ll be able to effortlessly scan and send documents directly from your printer to any email address.

Connecting Your Printer to Your Network

Before you can scan to email, you need to ensure your HP OfficeJet Pro 8720 is connected to your network. This is typically done using a wireless connection, but you can also connect via Ethernet cable if preferred.

• Wireless Connection:
• Using the printer’s control panel: Navigate to the network settings on your printer’s control panel and follow the on-screen instructions to connect to your Wi-Fi network. You’ll need your network name (SSID) and password.
• Using HP Smart app: Download the HP Smart app on your smartphone or tablet. Follow the app’s instructions to connect your printer to your Wi-Fi network.
• Ethernet Connection:
• Plug one end of an Ethernet cable into the Ethernet port on your printer and the other end into your router.

Once connected, you can test the connection by printing a test page.

Accessing the HP Embedded Web Server (EWS)

The HP Embedded Web Server (EWS) is a web-based interface that allows you to manage your printer’s settings, including scan to email configuration.

• Access the EWS: Open a web browser on your computer and enter the printer’s IP address in the address bar. You can find the IP address printed on the printer’s information page or by accessing the network settings on your printer’s control panel.
• Login to the EWS: The EWS will open in your browser. You may be prompted to log in with your printer’s administrator username and password. If you haven’t set up a password, you can typically access the EWS without one.

Configuring Scan to Email Settings

Now that you’ve accessed the EWS, you can configure the scan to email settings:

• Navigate to the Scan to Email section: Look for the “Scan to Email” or “Email Settings” section within the EWS. The exact location may vary slightly depending on your printer’s firmware version.
• Add a new email address: Click on “Add New Email Address” or a similar option. You’ll be prompted to enter the following information:
• Email address: Enter the email address you want to send scans to.
• SMTP server: Enter the SMTP server address for your email provider. You can usually find this information on your email provider’s website.
• Port number: Enter the port number for the SMTP server. The default port is typically 25, but your email provider may use a different port.
• Authentication: Select whether you want to use authentication for sending emails. If authentication is required, you’ll need to enter your email address and password.
• Test your settings: Once you’ve entered all the necessary information, click “Save” or “Apply.” Test your settings by sending a test scan to the email address you’ve added.

Scanning Documents to Email

Once you’ve successfully configured the scan to email settings, you can start scanning documents directly to email:

• Place your document on the scanner glass: Make sure the document is placed correctly on the scanner glass.
• Select “Scan to Email” on the printer’s control panel: You’ll find the “Scan to Email” option on the printer’s control panel.
• Choose the email address: Select the email address you want to send the scan to from the list of saved email addresses.
• Select any additional settings: You can adjust settings like scan resolution, file type, and color mode.
• Start the scan: Click “Start” to begin the scan process. Your printer will scan the document and send it to the specified email address.

Tips for Troubleshooting Scan to Email Issues

If you’re experiencing problems with scan to email, here are some troubleshooting tips:

• Check your network connection: Make sure your printer is connected to your network and that your internet connection is working properly.
• Verify your email settings: Double-check that you’ve entered the correct SMTP server address, port number, and authentication settings.
• Test your email address: Try sending a test email from your computer to the email address you’re using for scan to email. This will help you determine if the problem is with your email settings or your printer.
• Restart your printer and router: Sometimes a simple restart can resolve connectivity issues.
• Update your printer’s firmware: Outdated firmware can cause problems with scan to email. Check for updated firmware on the HP website.

Beyond the Basics: Advanced Scan to Email Features

The HP OfficeJet Pro 8720 offers several advanced features that enhance your scan to email experience:

• Scan to multiple email addresses: You can add multiple email addresses to your printer’s settings, allowing you to send scans to different recipients simultaneously.
• Scan to a specific folder: You can configure the scan to email feature to send scans to a specific folder in your email account.
• Schedule scans: You can schedule scans to be sent at specific times, making it easier to manage your workflow.
• Customize scan settings: You can adjust scan settings like resolution, file type, and color mode to ensure the best quality for your scans.

Final Thoughts: Unlocking the Power of Scan to Email

Setting up scan to email on your HP OfficeJet Pro 8720 is a straightforward process that can significantly streamline your document sharing workflow. From connecting your printer to your network to configuring email settings, this guide has provided you with the necessary steps to get started.
By taking advantage of the advanced features and troubleshooting tips provided, you can unlock the full potential of scan to email and enjoy the convenience of effortlessly sending documents directly from your printer.

Questions We Hear a Lot

Q: Can I scan to email from my smartphone or tablet?
A: Yes, you can scan documents to email using the HP Smart app on your smartphone or tablet. The app provides a user-friendly interface for scanning documents and sending them directly to email addresses.
Q: What if I don’t know my email provider‘s SMTP server address or port number?
A: You can usually find this information on your email provider’s website or by searching online. For example, if you’re using Gmail, you can find the SMTP server address and port number on the Google support website.
Q: Can I scan to email without using the HP Embedded Web Server (EWS)?
A: While the EWS is the most common way to configure scan to email settings, some printers may offer alternative methods, such as using the printer’s control panel. However, the EWS generally provides a more comprehensive set of options for customizing scan to email settings.
Q: What file formats can I scan to email?
A: The HP OfficeJet Pro 8720 supports a variety of file formats for scan to email, including PDF, JPEG, and TIFF. The specific file formats available may vary depending on the printer’s firmware version.
Q: What are the benefits of using scan to email?
A: Scan to email offers several benefits, including:

• Convenience: Easily scan and send documents directly from your printer.
• Efficiency: Streamline your document sharing workflow and eliminate the need for manual scanning and emailing.
• Accessibility: Share documents with anyone who has an email address.
• Security: Securely send documents without the risk of physical loss or damage.