Scanning from the printer straight to a shared folder or an inbox is convenient until it fails with messages like cannot connect to server or login failed. Both features rely on settings stored in the printer: a network path and account for folders, and an outgoing mail server for email. When Windows, your email provider or the router changes something, those settings fall out of step. This guide checks each part, covering SMB for folders and SMTP for email.
What you might be seeing
- The printer says it can't connect to the server or folder
- A login, authentication or access denied error appears
- Scan to folder stopped after a Windows update
- Email scans fail, or only short ones arrive
Common causes
- Wrong path or credentials
- The path points to an old computer name or address, the password changed, or the printer uses a sign-in format the computer rejects.
- SMB version or security mismatch
- Current Windows versions disable SMB1 and tighten guest access and signing rules, which some older printers can't meet without a firmware update.
- Email provider security
- Many providers no longer accept a normal account password from devices and require an app password, or have switched off basic SMTP sign-in.
- Attachment size limits
- Mail servers reject messages above a set size, so long scans fail while single pages arrive.
How to fix it, step by step
Work through these in order and test a print after each one. Most people are done within the first few steps.
Avoid fixes that weaken security, such as re-enabling SMB1, allowing guest access or sharing with Everyone.
Note the exact error and test each feature
Write down the error's wording and whether it appears instantly or after a pause, then test folder and email separately with one page. An instant failure usually means a wrong path or server name, while a long pause suggests the printer can't reach the destination at all. Also check the printer's date and time, since secure connections fail when the clock is wrong.
Open the printer's built-in web page
Find the printer's IP address on its network settings screen or a printed network configuration page, and type it into a web browser on a computer on the same network. Folder and email destinations usually sit under scan, address book or network sections, which are easier to edit there than on the panel. You may need the admin password, which is often on a label on the printer.
Rebuild the shared folder
On the receiving PC, create a folder such as
C:\Scans. Right-click it, choose Properties, open the Sharing tab and click Advanced Sharing. Check Share this folder, click Permissions, and give the scanning account Change and Read; on the Security tab, give it Modify. In the printer, enter the path as\\COMPUTERNAME\Scans, using the device name from Settings › System › About. The PC's network profile must be Private.Use a dedicated local account for scanning
Printers often can't sign in with a Microsoft account email, and a Windows Hello PIN never works. Create a local scanning account: Settings › Accounts › Other users › Add account, choose I don't have this person's sign-in information, then Add a user without a Microsoft account, and set a strong password. Enter it in the printer as
COMPUTERNAME\scanuser; your own password changes then won't affect scanning.Resolve SMB version and signing problems
If the path and password are definitely right but the connection still fails, especially after a Windows update, the printer may only support SMB1 or may not handle the signing and guest rules newer Windows versions enforce. Update its firmware through the built-in update option or the manufacturer's official website, since many updates add SMB2 or SMB3 support. Don't re-enable SMB1 on the computer; it's off for security reasons.
Check the outgoing email server settings
In the printer's email settings, confirm the SMTP server name your provider publishes for outgoing mail, plus the port and security type. Port 587 normally pairs with STARTTLS and port 465 with SSL/TLS, and mixing them up causes connection errors. Turn on SMTP authentication with your full sign-in name, and use an app password from your account's security settings if your provider offers them.
Reduce attachment size
If single pages arrive but longer documents fail, the message probably exceeds your mail server's size limit. Scan for email at 200 dpi in grayscale or black and white, choose high-compression PDF if offered, and use any option to split large scans across several emails. For long documents, scan to the network folder instead.
How to keep it from happening again
- Use a dedicated account just for scanning
- Reserve a fixed IP address for the receiving computer
- Keep printer firmware current through official updates
- Record the working settings somewhere safe
Common questions
Scan to email stopped working although nothing changed. Why?
Providers regularly tighten security, and many have retired plain password sign-in for devices, so the server now refuses the printer's stored settings. Create an app password if your provider offers one, and look for a printer firmware update that adds newer sign-in methods. If neither works, scanning to a folder avoids the issue.
Should the folder path use the computer's name or its IP address?
Either works if it stays stable. A name survives address changes, but some printers resolve names poorly on small networks, while an IP address is dependable only when reserved in the router. If the name fails, try the computer's IP address in its place.
Is it safe to share a folder for scanning?
Yes, if you keep it narrow. Share only a dedicated scans folder, grant access to one named account with a strong password rather than Everyone, and keep the network profile Private so the share isn't offered on public networks. Move finished scans elsewhere regularly.
This guide is general information written for common home and office printers. Menus and button names vary between models, so check your printer’s manual where a step differs. Printer Problems Solved is independent and not affiliated with any printer manufacturer. See our disclaimer.