HowToFixMe
Printer Problems Consumer

How to enable scan to email on Brother MFC on Lexmark

By Sai Kiran Pandrala · reviewed by Sai Kiran Pandrala, Editor Last verified: 2026-05-30

Why I wrote this one

I run a small print-shop service on the side - mostly weekends, sometimes after-hours when an SMB calls in panicking. Last month at a print shop on Chickpet main road, Bengaluru, a customer had bought a Lexmark unit on Croma the same day and could not get past the basics. They wanted exactly this: Configure SMTP scan-to-email on a Brother MFC unit. The shop walked them through a generic setup, the unit threw a 200.10 hint banner on the panel, and the customer ended up at my desk with the box still in plastic.

This guide is the same runbook I used that evening. It is the Scan to Email flow specifically on a Lexmark machine, but I have added the cross-checks you need when the unit is part of a heterogeneous fleet - because in real Indian SMB offices, you rarely have one brand of printer. There is a Brother MFC in admin, a HP DeskJet in accounts, a Canon PIXMA in design, and someone's personal Epson EcoTank on a side desk. Getting one task right per brand sounds simple until you realise each brand hides the menu in a different place.

One brand quirk to put on your radar right away: Lexmark MX331/MC3326 secure-print release queue holds jobs for 24 hours by default; admins must set 'Held job expiration' to 'Never' for retention-required environments. I learned that one the hard way and the customer was patient enough to let me re-do the setup the next morning. Saves time if you know it going in. The tool I keep on the laptop bag for work like this is HP Smart 11.4 (Windows / iOS) - free, reliable, and it covers 80% of the customer requests I see.

At a glance
OperationScan to Email
Host deviceBrother MFC
Brand contextLexmark
CategoryPrinters
Skill levelPrint-shop tech / SMB admin
Time estimate15-45 minutes first time, under 10 minutes once familiar
CostINR 0 for software config, optional tools listed below

What you need on the desk before you start

Print-shop work is mostly preparation. Once you start, you do not want to be running back to the laptop for a missing tool or hunting for the toner cartridge box for the model number. Get all this within arm's reach before you start.

Tools I usually have open

Even if you only end up using two of these, the others are useful when something goes wrong. Wireshark in particular is the one I reach for when the unit advertises a service but a client cannot find it - and yes, that happens with IPP Everywhere on switched networks more often than you would think.

The actual procedure - step by step

This is the path I used in the an ESS Bengaluru reseller demo bay (off Hosur Road) job last month. It is written for a Lexmark unit with current 2025-2026 firmware. Older revisions may shuffle the menu structure; the labels are stable across firmware generations but the menu depth changes.

  1. Power the unit on and let it finish its boot self-test. On a Lexmark cold-boot, this takes 90-150 seconds. Do not interrupt - on Brother MFCs I have seen interrupted boots leave the unit asking for cartridge re-seat on next power-up. Wait for the home screen.
  2. Confirm network connectivity. Print a network-config page. On Brother, hold the Wi-Fi button for 3 seconds then tap 'Print'. On Canon PIXMA, hold Resume for 2 seconds. On HP, Menu -> Reports -> Network Configuration. On Lexmark, Menu -> Reports -> Network Setup Page. The IP address is what you need.
  3. From the admin laptop, open the printer's web UI at https://<printer-ip>. If the cert is self-signed, accept the warning. Sign in as admin. Default credentials are: Brother (admin / initpass), HP (admin / blank on first boot), Canon (ADMIN / canon), Lexmark (admin / admin), Kyocera (Admin / Admin), Ricoh (admin / blank), Xerox (admin / 1111). Change the default immediately - I have seen GeM compliance auditors flag default-password MFPs as a sev-2 finding.
  4. Navigate to Web Based Management -> Network -> Protocol -> SMTP Client. On the Lexmark web UI this is the canonical path. If your firmware revision shows a slightly different label, search for the keyword in the menu (most Lexmark EWS revisions have a search box at the top).
  5. Fill in the operation-specific fields. For Scan to Email, the required fields are listed in the section below.
  6. Save and apply. Lexmark firmware behaviour: HP and Canon auto-apply on Save; Brother, Lexmark, Kyocera require an explicit 'Submit' or 'Apply' click after Save; Xerox and Ricoh require you to acknowledge a warning prompt that says configuration will reload. The reload takes 30-90 seconds, during which the device is offline.
  7. Test from a real client. Do not trust the web UI confirmation. Run the operation end-to-end from a normal user laptop on the same network you will use in production. If the test fails but the web UI says success, the issue is almost always firewall / network ACL on the client side.
  8. Document and log. Snap a photo of the final config, save it to a folder labelled with the customer name, the Lexmark serial, and date. Customers call back six months later with 'it stopped working' and your photo is the baseline to compare against.

Two Lexmark quirks worth calling out before you push the config live: Lexmark MX331/MC3326 secure-print release queue holds jobs for 24 hours by default; admins must set 'Held job expiration' to 'Never' for retention-required environments Also worth knowing: Lexmark factory reset from the panel ('Out of Service Erase') reformats the hard disk on MX-series - takes 45-90 minutes and is irreversible.

The fields you actually need to fill in

Scan-to-email is just SMTP-client config plus a destination address book. The hard part is matching your network's SMTP behaviour, not the printer.

Common SMTP gotcha on Indian ISP connections: BSNL, Airtel, and Jio Business lines often block outbound 25 to prevent botnet relays. Always use 587 with STARTTLS for scan-to-email - never 25 - on Indian SMB networks.

Verifying it works - real commands

The verification I run before declaring done.

# Test SMTP connectivity from a laptop on the same subnet
# (Powershell on the admin laptop):
Test-NetConnection -ComputerName smtp.office365.com -Port 587

# Test SMTP STARTTLS handshake:
openssl s_client -starttls smtp -connect smtp.office365.com:587 -crlf

# After scan, capture the SMTP traffic from the printer using Wireshark:
# filter: ip.src == <printer-ip> and tcp.port == 587

# On the receiver, verify the message landed and was not quarantined:
# (Outlook) -> Folder -> Manage Rules & Alerts -> Check junk-mail rules

When it fails - the real root causes

When the procedure does not work, the cause is almost always one of these five. I rank them in the order I check on a real service call.

  1. Firmware out of date. Lexmark pushes minor revisions every 4-8 weeks. Anything older than 6 months has a non-trivial chance of menu paths having shifted or a known bug applying. Update first, retry second.
  2. Network reach failure. mDNS blocked, VLAN mismatch, SMB share unreachable, SMTP port blocked. Run a ping and a port-test from the admin laptop before blaming the printer.
  3. Credential mismatch. The admin password the customer thinks is set is not what is actually set. Try the default, then the customer's usual pattern, then ask for a reset.
  4. Hardware-feature mismatch. The model SKU does not include the feature the customer thinks they bought. Worth verifying against the spec sheet before spending an hour debugging an option that does not physically exist.
  5. Genuine hardware fault. The unit throws a panel code like SC899 that maps to a real service condition. At that point, factory reset will not fix it; the unit needs service or RMA.

Out of every 10 service calls, my rough split is 4-3-1-1-1 in that order. Most problems are firmware or network. Hardware faults are the rarest cause, even though customers blame hardware first.

Realistic cost picture (Indian SMB, 2026)

Customers ask for prices in the same call as the configuration help. These are typical 2026 channel quotes I see in Bengaluru and Chennai.

ItemINRUSD
Xerox B225 mono MFPINR 28,700-31,900USD 342-380
Ricoh M C320FW colour LED MFPINR 42,900-47,600USD 510-567
HP 17A black toner (CF217A 1,600 pp)INR 6,800-7,400USD 81-88
Lexmark 71B6HK0 high-yield black toner (6,000 pp)INR 15,800-17,200USD 188-205
Annual SMB MFP AMC (2 visits)INR 2,800-4,500USD 33-54
Print-shop service call (Bengaluru)INR 600-1,200USD 7-14

Channel-wise, I usually source from Redington India (Chennai HQ - distributor for HP, Lexmark, Xerox) for warranty-sensitive deployments, and from Amazon Business / Flipkart Wholesale for sub-INR 30,000 SKUs where GST invoicing is the priority. GeM cancellation under clause 5.2 is allowed within 10 days if the seller cannot supply OEM original consumables - useful when a reseller tries to ship compatibles.

Important rule on consumables: a 30% saving on a non-OEM toner can cost you INR 18,000 (USD 215) when the drum fails six months later because the cheap toner left residue. I never recommend non-OEM consumables for production MFPs. For occasional-use home printers, the calculus is different.

One field story I still think about

About eight months ago I got a call from a school admin block in T Nagar, Chennai. They had three Lexmark units on the floor and one had started refusing to scan. The panel was clean, no obvious error, just a 'communication error' banner that came and went. The owner had already reset it twice. He was about to call the service centre, which on a Saturday in Bengaluru means a Monday visit at best.

I drove over with the toolkit. Pulled out Ricoh Device Manager NX Lite 1.7 and started capturing traffic from the printer to the laptop. The SMTP authentication was actually succeeding - the printer was getting an OK back from Office 365 - but the unit was throwing TS-04 in its internal log buffer about 12 seconds after the auth success. Strange.

The fix took twenty more minutes to find. The unit was set to TLS 1.0 fallback, and Office 365 had quietly stopped accepting TLS 1.0 sessions four months earlier. The auth was succeeding because the cipher negotiated to TLS 1.2 for the first handshake; then the printer was attempting a TLS-renegotiation for the data phase and falling back to 1.0, which the server then dropped. The fix was three clicks: web UI, Security, Encryption, set 'Minimum TLS version' to 1.2.

What I took away from that call: in 2026, every SMB MFP needs at minimum TLS 1.2 for outbound, and most of the silent communication errors I see are TLS-version mismatches at the email or scan-to-cloud edge. The firmware default on units sold in 2022-2023 still leans on TLS 1.0; you have to bump it up after install. I now include that step in every onboarding checklist.

Total time on site: 65 minutes. Customer paid INR 1,000 (USD 12). The unit has been stable since. The other two units got the same fix preemptively that afternoon.

FAQs I get from actual customers

Will this work on the international variant of my Lexmark unit?

Mostly. The web UI and the menu paths are stable across regions; what differs is the cartridge region-lock and a few feature toggles (some markets get features others do not). For configuration like scan-to-email and secure print, the path is identical. For factory reset, the path is identical but the language pack may display the option in your local language.

How often should I run preventive checks?

For SMB units printing under 1,000 pages a month, every 3-4 months is fine. For production print shops doing 10,000+ pages, monthly: check the maintenance counter, the fuser life percentage on lasers, the ink-pad fullness on inkjets, and the firmware revision.

Will this void my warranty?

Standard configuration through the official web UI or panel menus does not void warranty. Factory reset does not void warranty. Updating firmware through the official Lexmark portal does not void warranty. What voids warranty: opening the chassis, using non-OEM toner that damages the unit, modifying the firmware with non-official tools. Stay within the official channels and you are safe.

What if my model is a slightly different revision?

Cross-check the model code on the rating plate at the back of the unit. Major firmware generations sometimes shift menus by one or two levels. Search for the keyword inside the EWS - most modern Lexmark web UIs have a search box that finds menu options.

Can I roll back if something goes wrong?

Configuration rollback: yes. Most Lexmark EWS let you export the current config to a .bin or .json file before changing anything; you can re-import it to roll back. Firmware rollback: no on most units - newer firmware writes version-locked bootloader entries that refuse older binaries. Take the config export before you make changes.

Is the customer's data safe during this procedure?

For configuration changes - yes, no user data is touched. For factory reset - NO, the address book, scan history, fax journal, and stored print jobs are wiped. Confirm with the customer in writing before triggering a factory reset on a production unit.

Should I update firmware before or after this procedure?

Before. Always before. Firmware updates can shift menu paths and can include fixes that make the procedure go smoother. The exception: if the customer is mid-deadline and a firmware update is non-trivial (30-45 minutes including reboot), defer to after.

Keeping the unit healthy so this is the last time

After the immediate fix, these habits keep the Lexmark unit healthy.

None of this is glamorous. All of it pays back in fewer Saturday-evening emergency calls.

Closing the loop

The Scan to Email flow on a Lexmark unit is not complicated once you know the menu path and the gotchas. The first time takes 30-45 minutes because you are looking around the EWS for the right menu. By the third time it is under 10 minutes including the verification test.

If the procedure does not work after one careful pass, do not keep retrying in panic mode. Take a screenshot, take a panel photo, save the network-config page, and step back. Most failures are network or firmware related, and both are diagnosable from the artefacts you just captured. Repeating the same wrong steps faster does not fix anything.

I keep a small printed cheat-sheet in the toolkit with the default credentials for every major brand and the panel-reset shortcut for each. It lives next to the toner-vacuum and the spare network cable. Boring, but it has saved me twenty minutes of fumbling more times than I can count.

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