ScantoEmail

ScantoEmail is a workflow feature that lets users scan documents directly from a compatible scanner, multifunction printer, or scanning software and send the resulting image or document as an email attachment. It appears in many networked office devices and aims to streamline digitization by bypassing saving to a computer and manual attachment.

Operation typically involves placing a document on the scanner, selecting scan-to-email in the interface, entering or selecting a recipient, and starting the scan. The device converts the file to a chosen format (PDF, JPEG, or TIFF) and sends it via an integrated email client or configured SMTP server. Some implementations offer subject/body templates, address book lookup, and optional OCR.

Use cases include digitizing paper archives, distributing contracts or forms, sharing notes, and enabling remote workflows. It can integrate with directory services or document management systems to streamline routing and archiving, and may support automated rules.

Security considerations include enabling TLS for transmission, securing access to the device, and restricting who can send to external addresses. Admins should configure SMTP securely, disable open relays, monitor usage, and apply firmware updates.

Alternatives include scan-to-PC, scan-to-cloud, scan-to-folder, or mobile scanning apps. ScantoEmail is often part of a broader document imaging or enterprise content management strategy.