Secure Scan settings and supported printers

This topic lists the printers Secure Scan supports, the scan options and their defaults, the settings for each destination, and the limits that apply. You set all of these in a device profile, so use it alongside Set up Secure Scan.

Supported printers

Manufacturer Requirements
HP None.
Canon Re-secure printers after you turn on Secure Scan.
Ricoh Re-secure printers after you turn on Secure Scan.
Toshiba In the printer's TopAccess web interface, turn on SSL/TLS under Network > WSD, and turn off user authentication for scanning under Security > Authentication > User Authentication.
Xerox None.

Scan options

These are the defaults you set in a device profile, and users can change them at the printer before they scan. A printer only shows the options it supports, so if a printer doesn't support A4, for example, users won't see it there.

Option Choices
Color Mode Color (default), Grayscale, Mono
Paper Letter (default in the US), A4 (default in the EU), A3, Ledger, Legal
Quality High, Medium (default), Low
Orientation Portrait (default), Landscape
Two-Sided One-sided (default), Two-sided
File Type PDF (default), JPEG, TIFF, PDF/A, and PDF(OCR)/Searchable PDF. Searchable PDF uses the printer's built-in OCR, so it works only on HP printers that have it, with firmware 5.8.1.x or later. Check with HP whether your model includes it. Other printers use the nearest supported type, such as PDF, without a message.

Destination settings

Email

Choose how scans are emailed:

  • Microsoft 365: the scan is sent from the user's own Microsoft 365 account, so you don't need an SMTP server. Only Enable editable "To" field and Max file size are shown, and admin consent is needed first. See Connect Secure Scan to Microsoft 365.
  • SMTP: the scan is sent through your own SMTP server, which works with any email provider.
Setting What it does
SMTP Server Name Your SMTP server, for example smtp.company.com.
SMTP Server Port The SMTP port. The default is 25.
SMTP Username The account used to sign in to the SMTP server. If Scan to Fax uses the same settings as Scan to Email, this must be a valid email address, because it's used as the From address.
SMTP Password The password for the SMTP username.
SMTP SSL/TLS Protocol Select it if your SMTP server uses SSL/TLS.
Enable editable "To" field Lets users change the To address, so they can send a scan to someone else or to a fax number. When it's off, scans can only go to the user's own address.
Max file size The largest scan that can be emailed. The default is 5 MB and the maximum is 80 MB. With Microsoft 365 this setting isn't enforced, and your Microsoft 365 attachment limit applies instead.

The SMTP settings apply only when you choose SMTP.

OneDrive and SharePoint

Scan to OneDrive saves scans to the user's own OneDrive, and Scan to SharePoint saves them to a SharePoint location they have access to. Both need admin consent before users can scan to them. See Connect Secure Scan to Microsoft 365.

Fax

Scan to Fax sends scans to a fax machine or fax service by email, usually through an email-to-fax gateway. To set the email side up, either select Use the same setting as the Scan to Email, or enter separate SMTP settings: server name, port, username, password and max file size.

ImportantScan to Fax uses the SMTP username as the From address. If it's blank, fax jobs fail with an error such as "The parameter 'from' cannot be an empty string." The account must also be allowed to send to your fax gateway.

For RightFax, choose the routing method that matches your RightFax email gateway:

Setting What it does
RightFax Mailbox Pattern Matching or Dedicated Domain Routes emails by mailbox pattern or by a dedicated domain.
RightFax Address Description routing Routes fax jobs by the address description.
IETF Addressing Uses standard IETF email addressing for faxes.
Company Domain Your company's domain. Scans sent to an address in this domain are processed only as faxes. Available with Mailbox Pattern Matching, Dedicated Domain or IETF Addressing.
Dedicated Fax Email Address A specific email address for faxes.

For details, see the RightFax documentation on email gateways.

Network Folder

Scan to Network Folder saves scans to a shared folder on your network. Enter the Network Folder Path, and the Username and Password of an account that can write to that folder.

Limits and known issues

  • File size: the Secure Scan app accepts scans up to 80 MB, about 200 pages depending on settings. If a scan is larger, the user gets an email telling them, and they can try again with settings that make a smaller file, such as a lower quality or grayscale.
  • Toshiba: multi-page scanning from the glass isn't supported.
  • Canon: PDF scans can't be opened at the destination.
  • Scan to Email with Microsoft 365: Max file size isn't enforced. Your Microsoft 365 attachment limit applies instead.

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