Did your scan-to-email configuration stop working?

You’re not alone! Last week LOTS of districts reported issues with their multi-function copiers after Google discontinued support for “less secure apps“. This change broke some old copier integrations, but there’s a fix!

Here’s why it’s happening: Any device or application that is using a “less secure” method of connecting with Google (i.e. POP) will be unable to connect. This includes some copiers with a “scan to email” function.

Here’s the solution: App passwords! These special passwords let older devices authenticate without 2FA so that they will continue to work. 

What’s an app password?

Think of it as a one-time password for a specific app or device. In this case, it gives your copier permission to send emails from a Google account.

• You’ll enter this password into your copier’s settings just once.
• After that, the copier should be able to email scans without any further password hassles.

Related post: Is your admin role a security risk? (quick fix!)

Create your app password:

1. Sign in to the Google account that your copier uses to send emails.
2. Click on the profile photo in the accounts, and select “manage Google account.” Next, enable 2-Factor Authentication for that account. You will need to enter a phone number, but you won’t need to use it more than once. 
3. Next, we need to create an app password. This section is difficult to find. I recommend that you use the search for “app password” using the search box at the top of your account settings page. 
4. Create a new app password. Each password is unique and won’t change. Write down the password and walk over to your copier. 
5. Use the app password (not your regular account password) to sign into your copier’s scan-to-email settings. This will bypass the need to set up 2FA. 

This should get your scan-to-email working again!

Additional resources:

• Use app passwords
• Turn on 2-Step Verification
• Video instructions: turn on 2FA
• Less secure apps & your Google Account