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fax vs scan to email

by stacy


As its name suggests, the beauty of multifunction printing is that you have multiple capabilities to use. E-mail scanning is one of the most important apps. You can scan and store documents directly to a folder on your server on your multi-function printer or send them to an email address.

This feature requires certain knowledge of technological IT and configuration of printers. It is useful to talk with your print provider and to train your key operator on proper configuration if possible. Here are some of the questions to be answered. To answer these questions, you may need help from your system administrator.

  1. What is your server address for SMTP (Simple Mail Transfer Protocol)?
  2. What is your SMTP server account login name and password?
  3. What kind of authentication does it necessitate?
  4. Does your server require SSL?


When your printer has set up this email scan, you will need to add contacts to your address book and get acquainted with many scan options.

You can scan and email every document to yourself or any other colleague or contact in this feature. When you set up your address book, you should add both yourself and most of your company employees, if not all of them. This simplifies scanning by e-mail, because you can select contacts from your book of addresses and not enter an e-mail address every time you send a scanned document. You can also add any contacts outside your organization to which you will frequently send documents from your printer via the scan to email function.

There are several scanning options on a multifunction printer. Some of the most widely used features are:

  • Scan documents on one or two sides easily without having to do every page individually.
  • Adjust the color mode:
    • Auto Color (based on original)
    • Full Color
    • Gray Scale
    • Black
  • Specify the file type: PDF, TIFF, JPEG and more
  • Scan quality: 200×200 dpi, 300×300 dpi, 400×400 dpi and 600×600 dpi is refined.
  • Note: the higher the dpi, the better the quality, but the larger the file size.
  • Modify the file size for email efficiency
  • This is important because many email boxes limit the size of the files you can receive.
  • Change the file name to identify the document more accurately
  • Default name often represents a combination of the name of your device, the function you use, the date, the file extension, etc.
  • Personalize the subject line, message and email address of the sender
  • Default email address, topic and message are generally specified by design and device.


If the answers to the initial setup questions change, you should expect the scan to stop working with the e-mail function, because your printer was configured to work in those settings. Your printer needs to be reconfigured to account for any changes to the server. Additional changes made within your organisation, such as an update or migration of email settings, your network connectivity and email security settings can influence how this function works. If you have a service contract with your print provider, it will probably help you get all elements properly configured so you can perform this function properly.


Many organizations often use email scanning in a variety of ways. Here are some of the most common and most valuable uses we can see:

  1. For scanning printed records for security and security purposes to create digital files.
  2. You only have hard copies of scanning documents or images to share with a colleague or for digital storage.
  3. For completed processing and digital storage paperwork.
  4. For storage and organizational purposes digital receipts.

Email scanning is an electronic alternative to faxing that can be used for paper reduction or in case the recipient has no fax machine that is growing in business circles.

In addition to the email scanning feature, multifunction devices offer several capabilities that enhance the workflow through usability and ease of use. Call for a free print technology evaluation to find out the uses in your office environment.

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