How To Use Scan to Email After Google Disabled LSAs

By Bob ThompsonGoogle

What Happened to LSAs?

On May 31st 2022, Google decided to disable Less Secure Apps (LSAs) in order to improve security for Google Workspace Accounts. While this did prove to be an effective security decision, it also meant that anyone that relied on LSAs to send scanned documents via Gmail from their printers or scanners needed to update their settings. Instead of LSAs, users now rely on authentication via App Passwords. In this post, we will walk you through how to set up App Passwords so you can continue using scan to email on a Gmail account.

Enable 2SV on your Google Account

Since LSAs are no longer a valid solution to scan to email, you’ll need to enable 2-Step Verification (2SV) on your Google Account so you can generate an App Password. Here are the steps to do just that:

  1. Sign into your Google account at myaccount.google.com.
  2. Navigate to Security on the left-hand side.
  3. Find How you sign in to Google and select 2-Step Verification underneath.
  4. Follow the steps given to finish enabling 2SV.

Create an App Password

After you completed the steps above you’ll be able to create an App Password, which will allow your scanner to properly authenticate with Gmail.

  1. Go to the following link: https://myaccount.google.com/security.
  2. Under How you sign in to Google select 2-Step Verification.
  3. At the bottom of the page, select the arrow next to App Passwords.
  4. Enter an app name in the prompted section.
    • This can be any name that helps you identify the password (like “Mail” or “Gmail”).
  5. Copy the password generated.

Configure Your Scanner With Gmail SMTP Settings

Now, in order to be able to use a Gmail account on a scanner, you need to update the scanner with the following details:

  1. SMTP Server: smtp.gmail.com
  2. SMTP Port: 465 for SSL 587 for TLS
    • We recommend TLS due to it being more secure.
  3. Encryption: SSL or TLS (depending on the port you chose above)
  4. Authentication: Enabled
  5. Username: Your full Gmail address
    • Example: yourname@gmail.com
  6. Password: Paste your App Password you generated in the step above
    • NOT your regular Gmail password

Save these settings on your scanner and test the connection by sending a scanned document to your email. If you get an email from the configured Gmail account with the document attached, you’re ready to rock! If nothing went to your email read the next section for common troubleshooting steps.

Help! The Steps Above Did Not Work

If you followed the steps listed above and cannot get your printer to send scanned documents over Gmail, try these common troubleshooting tips:

  • Make sure the App Password is entered correctly with NO spaces.
  • Check your network settings on the scanner and confirm it is connected to the internet.
  • Double check your firewall settings and ensure SMTP traffic is not blocked.
  • Restart your scanner after applying changes.
  • Try both ports (465 and 587) if one doesn’t work.