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 admin, 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.

Google Workspace has 3 options for setting up email with a printer, scanner, or app. Select one of these options based on what your device or app supports:

• Option 1: Recommended: Send email with SMTP relay
• Option 2: Send email with the Gmail SMTP server
• Option 3: Send email with the restricted Gmail SMTP server

Note: Google doesn’t support issues with third-party devices or apps. For help with setting up your device or app to send email, check the support information or contact the vendor for the device or app.

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 services authenticates messages with IP addresses, so devices and apps can send messages to anyone inside or outside your organization. This option is the most secure.

Considerations

When using the SMTP relay service, keep in mind:

• 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
  • Secure Socket Layer (SSL) and Transport Layer Security (TLS) protocols
  • Dynamic IP addresses, however authentication might require a static IP address.

Setup steps

1. Set up SMTP relay in Google Workspace, 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 passwords.

Considerations

Keep the following in mind when using the Gmail SMTP server:

• Your complete Google Workspace email address is required for authentication.
• 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
  • Secure Socket Layer (SSL) and Transport Layer Security (TLS) protocols
  • Dynamic IP addresses

Older scanners or printers might not support OAuth, which lets apps and devices share your Google account data without requiring a username or password. For these devices, take these steps before you set up the device:

1. Turn on less secure apps in the Admin console.
2. Tell your users to turn on less secure apps in their account.
3. Tell your users to create and use app-specific passwords to use with the device or app that is sending email.

Setup steps

1. On the device or in the app, enter smtp.gmail.com as the server address.
2. In the Port field, 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 password. Make sure to sign in to the account before you use it with the device or app.

Option 3: Send email with the restricted Gmail SMTP server

This option lets you 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

Keep the following in mind when using the Gmail SMTP server:

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

Setup steps

1. Connect your device or app to the restricted Gmail SMTP server:
   • Enter aspmx.l.google.com as the server address.
   • Enter 25 the port field.
2. In your Google Admin console, add the device or app IP address to the allowlist. Follow 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 Define your SPF record. 

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