Setting Up Your Scan to Email Tool on a Canon MF628Cw Printer

Scanning documents and sending them directly to your email is a convenient feature for any modern office or home setup. This guide will walk you through the process of activating and configuring the scan to email tool on your Canon MF628Cw printer, ensuring you can easily send scanned documents straight to your inbox.

Accessing the Send Function Setting Tool

Before you can configure your scan to email tool settings, you need to activate the Send Function Setting Tool. This is done through your web browser. Follow these simple steps:

1. Open your web browser: Launch your preferred web browser on your computer.

2. Enter the address: In the address bar, type the following URL exactly: http://<printer's IP address>/sendsupport_login.html. You will need to replace <printer's IP address> with the actual IP address of your Canon MF628Cw printer. Press the Enter key.

   To find your printer’s IP address, you can usually check the network settings on the printer’s control panel.

Once you have successfully accessed the Send Function Setting Tool webpage, you can proceed to configure your email scan tool settings.

Configuring Your Scan to Email Settings

With the Send Function Setting Tool activated, you can now customize how your printer sends scans to email. Here’s how to configure the scan to email tool:

1. Start Configuration: On the Send Function Setting Tool webpage, click the [Start] button.

2. Administrator Login: To make changes, you need to log in as an administrator.
   a. Enter your System Manager ID in the [System Manager ID] field.
   b. Enter your System Manager PIN in the [System Manager Password] field.
   c. Click [Logon].

3. Navigate to Email Settings: Once logged in, click on [Send to E-mail Settings].

4. Specify Email Settings: Here, you will configure the details for your scan to email tool:

   • [Favorites Number]: Choose a favorite number from the drop-down menu to assign to this email setting for easy access on your printer.

   • [Name for Favorites Number]: Enter a descriptive name for this favorite setting, helping you identify it easily on the printer’s control panel. For example, “My Email” or “Office Inbox”.

   • [Destination E-mail Address]: Type in the email address where you want your scans to be sent. Double-check for accuracy to avoid sending scans to the wrong address.

   • [SMTP Server]: Enter the name of your SMTP (Simple Mail Transfer Protocol) server. This is the server your printer will use to send emails. You might need to get this information from your internet service provider (ISP) or network administrator. Common examples are smtp.gmail.com for Gmail or smtp.office365.com for Outlook.

   • [SMTP Authentication]: This setting depends on your SMTP server’s requirements.

     • [Not Set]: Select this if your SMTP server does not require authentication.
     • [Set]: If your SMTP server requires authentication, select [Set]. Then, enter your SMTP server [User Name] and [Password] in the provided fields.

     Note: SMTP Authentication is often required for security reasons. If you are unsure, check with your ISP or network administrator.

5. Proceed to Next Step: Click [Next] to review your settings.

6. Register Settings: Review all the configured settings. If everything is correct, click [Register] to save your Tool Scan Mail configuration.

7. Restart Your Printer: For the changes to take effect, you need to restart your Canon MF628Cw.

   • Turn OFF the printer and wait for at least 30 seconds.
   • Turn the printer back ON.

Testing Your Scan to Email Tool

After restarting your printer, your scan to email tool should be ready. To test it:

1. Place a document on the scanner glass or in the automatic document feeder.
2. On your printer’s control panel, navigate to the “Scan” menu and select “E-mail” or the favorite number you configured.
3. Follow the prompts on the printer to scan your document.
4. Check the destination email inbox to confirm that the scanned document has been successfully sent.

If you encounter any errors or the email is not received, double-check all your settings, especially the SMTP server details and authentication information. If problems persist, it might be necessary to contact your network administrator or Canon support for further assistance at 1-800-OK-CANON (1-800-652-2666).

By following these steps, you can successfully set up your scan to email tool on your Canon MF628Cw printer, streamlining your workflow and making document sharing easier than ever.