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Set Up Scan to Email Using Gmail

Article Id: 2140015 | Published: 05/16/2022

Product support for
  • WC3215_3225 Family
  • WorkCentre® 3215
  • WorkCentre® 3225

Note: Google will be requiring Gmail account users, when Scanning to Email, to use Google App Password.  Without the Google App Password, the printer will cease to send emails, causing the user to believe there is an issue with the printer.  Google will no longer support the use of third-party apps or devices to sign in to your Google Account using only your username and password.

For additional information and to setup the Google App Password, see the Related Content.

Once the App Password is created, enter the 16 digit code (without spaces) in place of the current scan to email SMTP authentication password.

Create a unique Gmail account that will be used to authenticate to the Gmail servers by the Xerox device. Go to support.google.com/mail and check Create Account.

Once the account is created, login to that Gmail account and do the following steps:

  1. Click the Icon for Your Account in the upper right hand corner. 
  2. Click Manage your Google Account.
  3. Click Security.
  4. Scroll down to the Less Secure App Access section and click Turn on access (not recommended) by moving the slider bar on the next page. 

Once these steps are completed do the following steps on your WorkCentre device:

  1. Login to the CentreWare Internet Services (CWIS) as an Administrator.
  2. Under Properties tab click Services>Email>Setup, then click Edit for SMTP Setting. 
  3. Under Required Information, for Host Name: Port, type smtp.gmail.com : 587.
  4. For Device Email Address, type the Gmail address created before and click Save/Apply.
  5. Click Edit for SMTP Setting and then click the SMTP Authentication tab. 
  6. Select System under User Jobs section and under System Jobs section. 
  7. Enter the Gmail address created before as the Login name and then enter the password twice. 
  8. Clic Save/Apply
  9. Click Edit for SMTP Settings and then click the Connection Ecryption tab. 
  10. Select STARTTLS (if available) and make sure that Validate Server Certificate is unselected. 
  11. Click Save/Apply
  12. Click Edit for From Field Setting. 
  13. For Default From Address, enter the Gmail address created before. 
  14. Click Save/Apply

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