What Is Scan-to-Email?
Scan-to-email is one of the most common scanning workflows in any office. You scan a paper document and it is sent as an email attachment to one or more recipients — directly from the scanner, without needing to open a PC, save the file, compose an email, and attach the file manually.
The Plustek eScan handles scan-to-email natively. You configure your email settings (SMTP server, sender address) once during setup, and from that point any user can scan a document, enter or select a recipient on the touchscreen, and send it as an email attachment with one tap.
How to Configure Scan-to-Email
The eScan sends email via SMTP, which means it works with virtually any email system — Microsoft 365, Google Workspace, on-premises Exchange, or any SMTP relay. Configuration involves:
- • SMTP server address (e.g., smtp.office365.com for Microsoft 365)
- • SMTP port (typically 587 for TLS)
- • Authentication credentials (sender email and password or app password)
- • Default sender name and address
Once configured, users can enter recipient addresses directly on the touchscreen, or select from a pre-configured address book. You can also set up scan profiles with pre-filled recipients for common workflows — for example, a "Send to Accounts" button that automatically emails scans to your finance team.
When to Use Scan-to-Email vs Scan-to-SharePoint
Scan-to-email is best for one-off document sharing — sending a signed contract to a client, forwarding a delivery note to a supplier, or emailing a receipt to your accountant. It is quick, familiar, and the recipient does not need access to your SharePoint environment.
However, for internal document management and filing, scan-to-SharePoint is almost always the better choice. Documents filed in SharePoint are organised, searchable, version-controlled, and accessible to authorised colleagues. Email attachments, by contrast, get buried in inboxes, duplicated across mailboxes, and are difficult to audit.
The eScan supports both — so you can use scan-to-email when sharing externally and scan-to-SharePoint for everything else, all from the same device.
Frequently Asked Questions
Does scan-to-email work with Microsoft 365?
Yes. The eScan supports SMTP connections to Microsoft 365 (smtp.office365.com). You can send scanned documents as email attachments using your M365 email account.
Can I scan to email without a PC?
Yes. The eScan handles scan-to-email entirely on the device itself. No PC, no driver, no desktop email client needed.
What is the maximum attachment size?
This depends on your email provider's limits (typically 25 MB for Microsoft 365). The eScan allows you to configure compression and resolution settings to keep file sizes within limits.
Can I send to multiple recipients?
Yes. You can enter multiple email addresses on the touchscreen or configure profiles with pre-set recipient lists for common workflows.
Is scan-to-email secure?
The eScan supports TLS/SSL encryption for SMTP connections, ensuring your scanned documents are transmitted securely. For sensitive documents, we recommend scan-to-SharePoint where you have more granular access controls.
Need Help Setting Up Scan-to-Email?
Our UK-based specialists can help configure your eScan for email, SharePoint, and more.
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