Set up Secure Scan

Turn on Secure Scan in a device profile, choose the default scan options and destinations, and apply the profile to your printers. Because every printer uses the settings of the device profile it's assigned to, you can give groups of printers different scan options by giving them different profiles.

Before you begin

  • Your printers are secured and from a supported manufacturer. See Supported printers.
  • For OneDrive, SharePoint or Microsoft 365 email, you can grant admin consent in Microsoft Entra ID, or know who can. See Connect Secure Scan to Microsoft 365.
  • For SMTP email, fax or a network folder, you have the server, gateway or folder details and credentials.

Steps

1

Choose a device profile

Go to Secure > Device Profiles. Edit the Default Profile, which all printers use unless you assign another, or create a profile for printers that need different settings.

2

Turn on Scan

In Profile Properties, expand Scan and turn on its toggle. The Secure Scan settings appear.

3

Set the default scan options

Choose the defaults for color mode, paper size, quality, orientation, two-sided scanning and file type. These are only starting points: users can change them at the printer before they scan. See Scan options.

4

Set up the destinations

  1. Turn on each destination you want to make available, such as Email, OneDrive, SharePoint, Fax, or Network Folder, and configure the required settings. See Destination settings.
  2. If you enable OneDrive, SharePoint, or Microsoft 365 email, make sure a Microsoft Entra ID administrator approves the HP Insights app. See Connect Secure Scan to Microsoft 365.
  3. Select Apply to save your changes.
5

Assign the profile

Secure Scan settings apply only to the printers that are assigned to the device profile. A printer uses the scan options and destinations from its own profile, so assigning the profile is what makes your settings take effect on the printers you choose.

By default, all printers are assigned to the Default Profile. If you configured Secure Scan in the Default Profile, the settings already apply to every printer that uses it, and you do not need to assign anything.

If you created a custom profile, assign it to the printers that should use its settings. Printers that you do not assign to it keep the profile they already have, which is the Default Profile unless you have assigned another one. See Assign a device profile to printers.

6

Re-secure Canon and Ricoh printers

After configuring Secure Scan, re-secure Canon and Ricoh printers to apply the settings. Secure Scan will not appear on these printers until they are re-secured.

HP and Toshiba printers do not need to be re-secured.

Result

Users who sign in at the printers see Scan Document, with your default options and destinations. The first time a user scans to a Microsoft 365 destination, they get an authorization email and need to approve access before the scan is delivered. See Scanning.

If something goes wrong

See Secure Scan isn't working.

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