Learn how to set up Scan to Email on Sharp copiers with this detailed guide covering DNS, SMTP, and authentication settings for Gmail.
Setting Up Network Scan to Email on Your Sharp Copier
A reference for configuring DNS, SMTP, and Authentication settings for Gmail
Setting up Scan to Email on a Sharp copier comes down to three blocks of settings: DNS, SMTP, and SMTP Authentication. Once you have the right values in each of these, the copier will be able to hand off your scans to Gmail and Gmail will deliver them. Here's what each section should look like.
DNS and SMTP Settings
The first page is where you tell the copier how to find Gmail on the internet and what server to talk to when it gets there.
- Primary DNS Server:
8.8.8.8(Google's public DNS) - Secondary DNS Server:
8.8.4.4 - Domain Name:
gmail.com - SMTP Primary Server:
smtp.gmail.com - Sender Name: whatever you want to appear in the From field (something like "Scans" works well)
- Enable SSL: check this box
For authentication, you'll fill in the Gmail address you want the copier to send from, and the 16-digit App Password you generated for it (not the regular Gmail password — Google requires App Passwords now, see our Scan-to-Email Fix post for the full walkthrough on generating one).
Services Settings > SMTP tab
On some Sharp models the SMTP settings live under Services Settings, where DNS, SMTP, Kerberos, SNTP, mDNS, SNMP, and WINS each have their own tab. Click the SMTP tab.
- Primary Server:
smtp.gmail.com - Port Number: 587 works for most setups (this is for TLS). If 587 doesn't work, try 465 (for SSL). Port 25 is rarely needed.
- Timeout:
20seconds is fine - Enable SSL: check this
- SMTP Authentication: check this, then enter the Gmail address as the User Name and the 16-digit App Password as the Password
One last thing: click Submit
It's an easy thing to miss, but the Sharp doesn't actually save any of these settings until you click the Submit button at the top of each panel. Make a change, click Submit, watch for the confirmation, and then move to the next panel.
Quick troubleshooting: if scans aren't sending after you save everything, run the Connection Test from the same page. It'll tell you whether the problem is DNS, the SMTP server, or your authentication — much faster than guessing.
That's the whole setup. Once these three sections are saved with the right values, the copier can send Scan to Email jobs to anyone, anywhere — as long as the address is in the copier's address book, or someone types it in at the touchscreen.
