Mastering Email: How to Email Scanned Documents from Brother Printer

In today’s digital age, sharing documents seamlessly is essential. Whether you’re sending a contract to a client, collaborating on a project, or simply sharing important paperwork, knowing how to email scanned documents from your Brother printer can streamline your workflow and save you valuable time. This comprehensive guide will walk you through the process step-by-step, ensuring you can effortlessly share your scanned documents with anyone, anywhere.

Understanding the Basics: Scan to Email Functionality

Before we dive into the specifics, let’s understand the core concept. Most modern Brother printers come equipped with a built-in “Scan to Email” feature. This functionality allows you to scan a physical document directly from your printer and have it sent electronically as an email attachment. You can configure the recipient’s email address, subject line, and even add a personalized message.

Method 1: Using the Printer’s Control Panel

This method is the most straightforward and intuitive. It involves utilizing the control panel on your Brother printer itself. Here’s a detailed breakdown:
1. Power On and Load Document: Turn on your Brother printer and place the document you want to scan on the document feeder or flatbed scanner. Ensure the document is properly aligned for optimal scanning results.
2. Navigate to Scan Menu: Locate the “Scan” or “Scan to” button on your printer’s control panel. Press it to access the scanning menu.
3. Select “Scan to Email”: Look for the “Scan to Email” option within the menu. It might be labeled as “Email” or “Send to Email.”
4. Enter Recipient’s Email Address: Use the printer’s keypad or on-screen interface to carefully enter the recipient’s email address. Double-check for any typos to ensure the email reaches the intended recipient.
5. Set Subject and Message (Optional): Some Brother printers allow you to add a subject line and a brief message to your email. This can provide context and enhance communication.
6. Scan and Send: After entering the necessary information, initiate the scan process. Your Brother printer will scan the document, convert it to an electronic file, and send it as an attachment to the specified email address.
7. Confirmation: Your printer will typically display a confirmation message indicating that the document has been successfully sent. You can also check your email inbox to confirm receipt.

Method 2: Utilizing Brother’s iPrint&Scan App

For enhanced control and flexibility, you can leverage Brother’s iPrint&Scan mobile app. This app is available for both Android and iOS devices and allows you to manage your printer’s functionalities directly from your smartphone or tablet.
1. Download and Install: Download the iPrint&Scan app from the Google Play Store or Apple App Store and install it on your mobile device.
2. Connect to Your Printer: Launch the app and follow the on-screen instructions to connect your mobile device to your Brother printer. This typically involves selecting your printer from a list of available devices or entering your printer’s IP address.
3. Select “Scan”: Within the iPrint&Scan app, tap on the “Scan” option. This will open the scanning interface.
4. Choose Scan Settings: Adjust the scan settings as needed, including the document type, scan resolution, and color mode.
5. Select “Email”: Once you’ve configured the scan settings, choose the “Email” option. This will prompt you to enter the recipient’s email address.
6. Enter Recipient’s Email Address: Carefully enter the recipient’s email address. You can also add a subject line and a message if desired.
7. Scan and Send: Initiate the scan process. The app will scan the document, convert it to an electronic file, and send it as an attachment to the specified email address.
8. Confirmation: You will receive a confirmation notification on your mobile device once the scan and email process is complete.

Method 3: Using Brother’s Web-Based Interface

Brother printers often have a web-based interface that allows you to manage various printer functions from your computer. This method offers a more desktop-centric approach to scanning and emailing documents.
1. Access Web Interface: Open your web browser and enter the IP address of your Brother printer. You can usually find this IP address on the printer’s control panel or within the printer’s manual.
2. Login (If Required): Some Brother printers might require you to log in to access the web interface. If prompted, enter your login credentials.
3. Navigate to Scan Menu: Locate the “Scan” or “Scan to” section within the web interface.
4. Select “Scan to Email”: Choose the “Scan to Email” option. This will open a window where you can configure the scan settings and email details.
5. Configure Scan Settings: Adjust the scan settings as needed, including the document type, scan resolution, and color mode.
6. Enter Recipient’s Email Address: Carefully enter the recipient’s email address. You can also add a subject line and a message if desired.
7. Scan and Send: Initiate the scan process. The web interface will scan the document, convert it to an electronic file, and send it as an attachment to the specified email address.
8. Confirmation: You will receive a confirmation message on your computer screen once the scan and email process is complete.

Tips for Optimal Scanning and Emailing

Here are some additional tips to ensure a smooth and successful scanning and emailing experience:

• Check Printer Compatibility: Ensure your Brother printer supports the “Scan to Email” feature. Consult your printer’s manual or Brother’s website for detailed information.
• Network Connection: Verify that your printer is connected to a stable network connection. A strong Wi-Fi signal or wired Ethernet connection is recommended for optimal performance.
• Email Account Configuration: If you’re using the “Scan to Email” feature for the first time, you might need to configure your email account settings on the printer. This typically involves entering your email address, password, and SMTP server information.
• File Format: Consider the file format for your scanned documents. PDF is a widely compatible format that preserves document formatting and layout.
• Scan Resolution: Choose an appropriate scan resolution based on the document’s content and intended use. Higher resolutions create larger file sizes but offer greater detail.
• Document Size: If you’re scanning a large document, ensure it fits within the printer’s document feeder or flatbed scanner. You might need to scan it in sections if it exceeds the maximum size.
• Troubleshooting: If you encounter any issues, refer to your printer’s manual or Brother’s website for troubleshooting steps. You can also contact Brother customer support for assistance.

Optimizing Your Workflow: Beyond Basic Scanning

While the “Scan to Email” feature is incredibly convenient, you can further enhance your document sharing workflow with these additional tips:

• Pre-Defined Email Addresses: Set up pre-defined email addresses for frequently used recipients. This saves you time by eliminating the need to enter email addresses manually each time.
• Scan to Cloud Storage: Many Brother printers allow you to scan documents directly to cloud storage services like Google Drive, Dropbox, or OneDrive. This eliminates the need to email the document and provides easy access from any device.
• Scan to Folder: You can also scan documents directly to a folder on your computer or network drive. This is useful for organizing and storing documents locally.
• Automated Scanning: Some Brother printers offer automated scanning features. You can set up scheduled scans to automatically scan and email documents at specific intervals.
• Mobile Scanning: If your Brother printer supports mobile scanning, you can use your smartphone or tablet to scan documents and send them as emails.

Wrapping Up: Embracing the Efficiency of Scan to Email

Mastering the art of emailing scanned documents from your Brother printer empowers you with a versatile and efficient way to share important information. Whether you’re a busy professional, a student, or simply someone who appreciates convenience, this guide has provided you with the knowledge and tools to effortlessly send documents electronically. Embrace the efficiency of “Scan to Email” and streamline your document sharing workflow today.

Frequently Asked Questions

Q: What if my Brother printer doesn‘t have a “Scan to Email” feature?
A: If your printer doesn‘t have a built-in “Scan to Email” feature, you can still scan documents and send them as emails. You can scan the document to your computer, save it as a file, and then attach the file to an email.
Q: Can I scan multiple documents and email them together?
A: Yes, most Brother printers allow you to scan multiple documents at once. You can then select the “Scan to Email” option and send all the scanned documents as a single email attachment.
Q: Can I add multiple recipients to a “Scan to Email” message?
A: Depending on your Brother printer model, you might be able to add multiple recipients to a “Scan to Email” message. Check your printer’s manual for specific instructions.
Q: What happens if I enter the wrong email address?
A: If you enter the wrong email address, the document will be sent to the incorrect recipient. Double-check the email address before initiating the scan process.
Q: Can I change the file format of the scanned document?
A: Some Brother printers allow you to choose the file format for your scanned document. Common options include PDF, JPEG, and TIFF. Refer to your printer’s manual for available format options.