Printer or scanner cannot send email using Google Workspace
If your printer or scanner used to send emails but has suddenly stopped working, you are not alone. This is a common issue for organisations using Google Workspace, particularly after security changes made by Google over time.
This guide explains why this happens and outlines the safe, supported options available.
Symptoms of email dending failures
Many printers and scanners were designed to send emails by logging in to an email account using a stored username and password. Over time, Google has tightened email security to reduce account compromise, phishing, and abuse.
As a result, older ways of sending email from devices are no longer supported or no longer reliable. When this happens, printers often fail without a clear explanation, even though nothing appears to have changed locally.
This is not usually caused by a fault with the printer itself, but by changes in how email security is enforced.
Common symptoms organisations see
Scan emails fail to send
Authentication Error Messages
Emails send from computers but not from the printer
The issue starts suddenly
Rebooting does not help
Error messages referencing SMTP or login
Important note about security settings
Some of the options discussed below involve Google Workspace email security and routing controls. These settings are designed to protect user accounts and the organisation as a whole.
Before making changes, it is important to understand that incorrect configuration can affect email security, deliverability, and user accounts across the organisation. In managed environments, these settings should always be reviewed carefully and assessed before changes are made.
The realistic options going forward
Option 1. Use Google Workspace SMTP relay
This is Google’s recommended approach for devices such as printers and scanners. Instead of storing an email account password on the device, email is sent through a controlled relay that complies with modern security requirements.
This option is suitable for many business environments and avoids storing credentials on printers.
Option 2. Use a dedicated scan-only mailbox
In some cases, a separate mailbox is created purely for scanning. This avoids using a personal account and limits exposure.
This can work for certain printers, but it is not considered a long term solution and may stop working in the future as security requirements continue to change.
Option 3. Stop using email for scanning
Email is no longer the safest or most reliable way to move scanned documents in many organisations.
Scanning directly to a secure folder, SharePoint, Google Drive, or another managed storage location often provides better reliability and control, without relying on email delivery.
Option 4. Replace or upgrade the printer
Some older printers simply cannot meet modern email security requirements and cannot be updated to do so. In these cases, replacement may be the only supported option.
An assessment can usually confirm this before any purchase is made.
Why step by step fixes are not listed here
Online guides often provide detailed configuration steps. While this can be tempting, these settings affect organisation-wide email security and can create problems if applied incorrectly.
Because Google Workspace environments vary and security controls are layered, configuration should be assessed in context rather than copied from generic instructions.
When it is time to get help
If scanning by email is business-critical, or if you are unsure which option applies to your environment, it is usually best to pause and assess before making changes.
An assessment can confirm whether the issue is a configuration limitation, a security policy, or a hardware constraint, and help you choose the most appropriate and supported solution.
Need help assessing your setup
If your printer or scanner can no longer send emails using Google Workspace and you want a clear, safe way forward, we can review your setup and explain the options in plain English.