Canon Printer Cannot Scan to Email

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If your Canon printer cannot scan to email, the issue is typically related to incorrect SMTP settings, authentication errors, network connectivity, or unsupported configurations. This function is commonly used on Canon imageCLASS, imageRUNNER, and MAXIFY printers for sending scanned documents directly via email, without a computer.

This guide outlines the necessary steps to configure and troubleshoot Scan to Email on Canon printers.

Verify That Your Printer Supports Scan to Email
  • Not all Canon printers have native Scan to Email functionality.
  • Supported models include:
    • Canon imageCLASS
    • Canon imageRUNNER ADVANCE
    • Some Canon MAXIFY models
  • Check the user manual or Canon’s support site to confirm.

Ensure Printer Is Connected to the Network
  • Your printer must be connected to a working internet connection via WiFi or Ethernet.
  • Print a Network Configuration Page to verify IP address and DNS settings.
  • Make sure your router allows SMTP traffic (usually port 465 or 587).

Configure SMTP (Outgoing Mail Server) Settings

You must enter correct SMTP server details for your email provider.

Common SMTP Settings:
Email 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
  • SSL/TLS Encryption
  • Sender Email Address
  • SMTP Username (usually the email)
  • SMTP Password or App Password (for Gmail, Outlook, etc.)

Generate an App Password (If Using 2FA)

If you have 2-step verification enabled (Gmail, Outlook, etc.), you’ll need to use an App Password instead of your regular password.

Gmail (App Password):
  1. Go to Google Account Security.
  2. Under “Signing in to Google”, select App Passwords.
  3. Generate a password for “Mail” on “Other (Custom name)” device.
  4. Enter this password in the SMTP settings on your Canon printer.

Outlook/Office365:
  • Go to Microsoft Security.
  • Under Advanced Security Options, generate an app password if using MFA.

Enter Scan to Email Settings on the Printer

For Canon imageCLASS:
  1. Access the Remote UI by typing the printer’s IP address into a web browser.
  2. Login as Administrator.
  3. Go to Settings/Registration > Function Settings > Send > E-mail/I-Fax Settings.
  4. Enter:
    • SMTP server and port
    • Use TLS/SSL if required
    • SMTP authentication (user + app password)
    • Default “From” address
  5. Register email addresses in the Address Book or use Manual Entry.

For Canon imageRUNNER:
  1. Open Remote UI and log in.
  2. Go to Settings > Send > Email Settings.
  3. Set the SMTP server, port, encryption, and authentication.
  4. Use app-specific passwords for Gmail, Outlook, etc.
  5. Register recipients in Address Book > Email.

Test the Scan to Email Function
  • Go to the printer’s Home Screen > Scan > Email.
  • Choose a recipient or enter manually.
  • Load a document and press Start.
  • Check for immediate errors or a successful transmission notice.

Common Errors and Fixes

Error: SMTP Authentication Failed
  • Double-check the username and app password.
  • Make sure authentication is enabled in the printer settings.
  • Ensure account security settings allow third-party apps.

Error: Cannot Connect to SMTP Server
  • Check if the SMTP server and port are correct.
  • Verify that DNS settings are working on the printer.
  • Ensure no firewall is blocking outbound SMTP traffic (ports 465 or 587).

Error: SSL/TLS Not Supported
  • Match the correct encryption protocol to the port:
    • SSL = port 465
    • STARTTLS = port 587
  • Some printers need firmware updates to support newer protocols.

Use Canon Tools or Utilities

Remote UI (Web Interface)
  • Use it for easier configuration of SMTP and email address book entries.

Canon MF Scan Utility (For Some Models)
  • If native Scan to Email fails, use Scan to Computer + send via email client as a temporary workaround.

Firmware Update (If Necessary)
  • Outdated firmware may not support current email encryption protocols.
  • Visit Canon Support to download firmware for your printer model.

Contact Canon Support

If your Canon printer:

  • Fails to connect despite correct settings
  • Has missing Scan to Email options
  • Shows hardware-level SMTP errors

Then contact Canon technical support for further assistance or service options.

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