Send email from a printer, scanner, or app

Who this article is for

This article is for Google Workspace administrators who want to send email from devices or apps in their organization or domain. If you're a Gmail user who wants to send email from a device or app, contact your organization's administrator.

As an administrator, you can set up devices and apps to send email through Google Workspace. Set up Gmail to send email from common printers and scanners, including Canon, Epson, HP, Ricoh, and Xerox.

Starting in March 2025, Google Workspace accounts no longer support less secure apps, third-party apps, or devices that ask you to sign in to your Google Account with your username and password. You must use OAuth to let these apps and devices access your account. Third-party email apps that are no longer supported include Microsoft Outlook and the mail app on iOS and MacOS. For detailed instructions and information, visit Transition from less secure apps to OAuth. For the latest dates, visit Google Workspace Updates.

You have 3 options for setting up email with a printer, scanner, or app based on what your device or app supports:

• Option 1: Send email with SMTP relay (recommended)
• Option 2: Send email with the Gmail SMTP server
• Option 3: Send email with the restricted Gmail SMTP server

Before you begin

• Google doesn’t support issues with third-party devices or apps. For help setting up your device or app to send email, check the support information or contact the vendor for the device or app.
• Older scanners or printers might not support OAuth, which lets apps and devices share Google Account data without requiring a username or password. These devices might not support sending email.
• If you're trying to authenticate your account directly from a printer and your account has 2-Step Verification turned on, an authentication error appears. To fix the error, configure an app password.

Option 1: Send email with SMTP relay (recommended)

We recommend using the SMTP relay service to send email from devices or apps. The SMTP relay service authenticates messages with IP addresses, so devices and apps can send messages to anyone inside or outside of your organization. This option is the most secure.

Considerations

When using the SMTP relay service:

• Each user in your organization can relay messages up to 10,000 recipients per day. Learn more about sending limits for the SMTP relay service.
• Suspicious messages might be filtered or rejected.
• The fully qualified domain name of the SMTP service is smtp-relay.gmail.com.
• Configuration options include:
  • Port 25, 465, or 587
  • SSL and TLS protocols
  • Dynamic IP addresses (authentication might require a static IP address)

Setup steps

1. Set up SMTP relay in Google Workspace by following the steps in Route outgoing SMTP relay messages through Google.
2. Set up your devices and apps to connect to the SMTP service smtp-relay.gmail.com on one of these ports: 25, 465, or 587.

Option 2: Send email with the Gmail SMTP server

If you connect using SSL or TLS, you can send email to anyone inside or outside of your organization using smtp.gmail.com as your SMTP server. This option requires you to authenticate with your Gmail or Google Workspace account and password when you set it up. The device uses those credentials every time it attempts to send email.

Considerations

When using the Gmail SMTP server:

• The sending limit is 2,000 messages per day. Learn more about email sending limits.
• Spam filters might reject or filter suspicious messages.
• The fully qualified domain name of the SMTP service is smtp.gmail.com.
• Configuration options include:
  • Port 25, 465, or 587
  • SSL and TLS protocols
  • Dynamic IP addresses

Setup steps

1. On the device or in the app, for server address, enter smtp.gmail.com.
2. For Port, enter one of the following numbers:
   • For SSL, enter 465.
   • For TLS, enter 587.
3. For authentication, enter your complete Google Workspace email address (for example: [e-mail]) and an app password.

Option 3: Send email with the restricted Gmail SMTP server

This option lets your organization send messages to Gmail or Google Workspace users only. This option doesn't require authentication.

If your device or app doesn't support SSL, you must use the restricted SMTP server aspmx.l.google.com.

Considerations

When using the restricted Gmail SMTP server:

• Verify the IP address of your device or app.
• Google Workspace per-user limits apply. 
• Spam filters might reject or filter suspicious messages.
• The fully qualified domain name of the SMTP service is aspmx.l.google.com.
• TLS and authentication aren't required.
• Configuration options include:
  • Port 25
  • Dynamic IP addresses

Setup steps

1. Connect your device or app to the restricted Gmail SMTP server:
   1. For the server address, enter aspmx.l.google.com.
   2. For the port, enter 25.
2. In your Google Admin console, add the device or app IP address to the allowlist by following the steps in Add IP addresses to allowlists in Gmail.
3. Set up SPF for your domain. Make sure your SPF record includes the IP address or domain for the device or app that's sending messages from your domain so messages from these devices aren't rejected. Your SPF record must reference all senders for your domain. For details, go to Set up SPF. 

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