You know those features that you discover on your devices and, once you do, you know you just couldn’t go back to the way things were before you started using them?
We’re willing to bet that scan-to-email will be one of those features for you once you give it a try. This time-saving method allows you to “scan ‘n send” in just moments, saving you time and getting your recipient the information they need as quickly as possible.
In this post, we’re going to show you exactly…
- How scan-to-email works with your Xerox MFP
- How to make the most of this time-saving feature
- Basic but important security considerations
Let’s get started:
How Scan-to-Email Works With a Xerox MFP
Scan-to-email allows you to scan a document and have it automatically sent to the email address of your choosing. This can be extremely handy in a number of scenarios which we’ll explore below. First, let’s take a look at how it works and how to set it up.
We’ve established that your Xerox MFP will be sending an email. In order to do so, you need to tell it what account you want it to use. This can be your email address or an address you designate for the printer only (e.g., myprinter@example.com). The recipient will see this email address like they would for any other kind of email, so keep it professional.
The setup interface will be slightly different depending on what kind of Xerox unit you have. However, most MFPs will require the same information to get scan-to-email working. If you’re not a techie, don’t worry—it’s not that complicated.
You’ll need the following:
- The SMTP address for your organization’s outgoing email
- The username and password
You’ll also need to know whether or not your server requires SSL (it almost certainly does). If you use Gmail or G Suite, here’s all the information you need to get your MFP set up. If your company uses a custom email platform, check with your documentation or IT people to get this info.
That’s all there is to it—you’re now ready to scan documents and have them sent through email.
Scenarios Where Scan-to-Email is Especially Useful
Scan-to-email is great for any occasion where you would normally need to scan a document and send it over email, but consider a few of these scenarios:
- You’re in a meeting and need to fill out and sign a document. You need a little more time to review the details, so you say you’ll email it once you have more time.
- An employee on the road needs a document you currently only have in hard-copy format.
- You want to quickly send something to yourself to review later at home.
And many, many more!
Security Considerations When Using Scan-to-Email
Remember, just like with any device that’s accessing your local network and the greater internet, you need to keep your best security practices in mind when setting up scan-to-email on your Xerox MFP.
Use strong passwords that you don’t give out to anyone and change that password regularly, encrypt sensitive documents before transferring, and ensure that only trusted personnel have access to the scan-to-email feature.
Discover the Other Powerful Features of a Xerox Multifunction Printer
Our goal is to help you discover the office equipment you need for a more efficient working environment. We understand that all businesses are different and that there’s no “one size fits all” solution, which is why we have a team of product specialists at the ready to answer your questions and develop an understanding of your unique goals.
We would love to speak with you today to tell you about more powerful Xerox MFP features like scan-to-email. If you already know what you’re in the market for, please feel free to request a free quote.
