Canon Printer Cannot Scan to Email

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If your Canon printer cannot scan to email, it’s typically due to issues with SMTP server configuration, network connectivity, authentication failure, or incorrect email settings. This issue is most common with Canon imageCLASS, imageRUNNER ADVANCE, MAXIFY, and some PIXMA models that support direct Scan to Email functionality.

This guide provides step-by-step solutions to resolve the issue and successfully scan and send documents via email directly from your Canon printer.

1. Verify That the Printer Supports Scan to Email

Not all Canon printers support native Scan to Email.

Supported series typically include:
  • imageCLASS
  • imageRUNNER ADVANCE
  • MAXIFY (some models)
  • Select PIXMA models with network functionality

Check the printer’s user manual or Canon’s official specifications to confirm if Scan to Email is supported.

2. Ensure Network Connection is Working
  • Confirm the printer is connected to the internet via Wi-Fi or Ethernet.
  • Print a Network Configuration Page from the printer to confirm the IP address and DNS settings.
  • Ping the printer from a computer to ensure connectivity.

3. Set Up SMTP Server Settings Correctly

Incorrect SMTP (Simple Mail Transfer Protocol) settings are the most common cause of Scan to Email failure.

Common SMTP Settings by Email Provider:
Provider SMTP Server Port Encryption
Gmail smtp.gmail.com 465 SSL
Outlook smtp.office365.com 587 STARTTLS
Yahoo smtp.mail.yahoo.com 465 SSL
iCloud smtp.mail.me.com 587 STARTTLS

Required Information:
  • SMTP server address
  • Port number
  • Encryption method (SSL/TLS or STARTTLS)
  • Sender email address
  • SMTP authentication (username and password or app password)

4. Use an App Password if Using Two-Factor Authentication (2FA)

Gmail:
  1. Go to Google Account Settings
  2. Under “Signing in to Google”, click App Passwords
  3. Generate an app password for “Mail”
  4. Use this password in the printer’s SMTP configuration

Outlook (Office 365):
  • Go to Microsoft account security settings and generate an app password
  • Use the app password instead of your regular email password

5. Configure Email Settings on the Printer

Via the Printer Control Panel or Remote UI:
  1. Access Remote UI by entering the printer’s IP address into a browser
  2. Log in as Administrator
  3. Navigate to:
    • Settings/Registration > Function Settings > Send > Email Settings
  4. Enter:
    • SMTP server and port
    • Email address and display name
    • Authentication settings (username + app password)
    • SSL or TLS encryption
  5. Add recipients to the Address Book or allow manual entry

6. Check Date and Time Settings

Incorrect date/time can cause encryption handshakes to fail.

  • Go to Settings > Date/Time Settings
  • Ensure the date, time, and time zone are correct
  • Enable automatic time sync if supported

7. Confirm DNS Settings

If DNS is not configured properly, the printer can’t resolve the SMTP server address.

  • Set DNS Server to Google’s:
    • Primary DNS: 8.8.8.8
    • Secondary DNS: 8.8.4.4
  • Apply these settings via the control panel or Remote UI under Network > TCP/IP Settings

8. Check Firewall or Network Restrictions
  • Some networks (especially business or school environments) block SMTP ports (465/587)
  • If Scan to Email fails consistently, ask your IT administrator to allow outgoing SMTP traffic

9. Test Email Configuration

After setup:

  • Send a test email to confirm functionality
  • Monitor the printer’s screen or Remote UI for:
    • “Send successful” confirmation
    • Or specific error messages (authentication failed, server not found, etc.)

10. Common Error Messages and Fixes
Error Message Likely Cause Solution
Cannot connect to server Incorrect SMTP or network issue Verify server address, port, DNS settings
Authentication failed Wrong email or password Use correct credentials or app password
SSL/TLS error Wrong port or encryption mismatch Match port to encryption type
Send failed Incomplete settings or blocked port Complete setup and check firewall/router

11. Workaround: Scan to Email via Computer

If Scan to Email cannot be configured directly:

  1. Scan to PC or network folder
  2. Attach the scanned file manually in your email client
  3. Alternatively, use Canon’s Scan Utility software to scan and send via your desktop mail app

12. When to Contact Canon Support

Contact Canon if:

  • The printer is correctly configured but fails to send emails
  • You receive repeated error codes (e.g., #839, #846, #801)
  • Firmware may need updating
  • Internal email modules are malfunctioning

Canon support can assist with advanced SMTP setup, Remote UI access, or device-level service if needed.