Upgrading your Gmail account for Scan to Email

In order for your Copier/MFD (Multi Function Device) to scan to E-Mail, it needs to be setup with an
EMail account to send out your scan. Gmail accounts have been widely used for this purpose.
Originally when many of these accounts were setup in the MFD, the email address and Gmail account
password were entered into the MFD.

Starting on May 30, 2022, Gmail will no longer allow the account password to be used by the MFD. If
your device is set up this way, scan to email will start failing on or after May 30th. A security upgrade
to your Gmail account will be required to continue using Gmail for your scanning.

This upgrade requires an App Password to be created. This is a special password that allows the copier
to send out your scan to E-Mail, but is not usable to directly access your Gmail account. This provides
enhanced security. More info on this can be found at the following URL:
https://support.google.com/accounts/answer/6010255

Unfortunately, there is no easy way to tell if you are using the upgraded method of scanning to your
Gmail account.

First, you will need to know the email address of the Gmail account used by your MFD. If you do not
know the account being used, look in your email and check the from address of a recent scan made
from this device.

If you do not have a recent scan, you can also skip to the “Entering your Gmail App Password on…”
section of this guide for the manufacturer of your MFD. When you get to Step 4, there will be a note
explaining where the username/email address used for your Gmail account is located.

If you do not know the password for your Gmail account, you will need to reset it. If you are unable
to reset your password, then you will need to create a new Gmail account. (Flex Technology Group
does not have any way to view your passwords.)

This procedure will enable 2-Step Verification on this account. You may have to go through this
process every time you log into this account. If you use this Gmail account for purposes other than
scan to email from your MFD, you may want to consider making a Gmail account that is dedicated to
your copier.
 Step 1: Log into the Gmail account used for
the copier.

Once logged in, click on the large letter in

the top right corner of your screen.

Make sure you are in the correct account,

then click on “Manage your Google
Account”.

Click on the “Security” tab on your left.

Scroll to the box titled “Signing in to Google”. If it looks like below, then your Gmail account is most
likely upgraded and ready to go. You are finished with this guide! If “2-Step Verificaton” is not set to
“On” and at least 1 App password is setup, then you will need to complete this guide.

If your account is not upgraded, you will see this box about ¾ of the way down the Security page. This
is the old way of scanning to your Gmail account. When you enable 2-Step Verification, this box will
disappear and any MFD’s that use Less secure app access will no longer be able to scan until this guide
is completed for them.

Step 2: You should already be signed into your Gmail account and on the “Security” screen form the
above steps. If not, follow the steps at the start of this guide to get to the “Security” screen. Scroll
down until you see the box “Signing in to Google”. If “2-Step Verification” is set to “On”, you can skip
this step, otherwise, click on the “2-Step Verification” box.

Follow the prompts to setup and enable 2-Step Verification. When it prompts you to enter the 6-digit
code, you do not need to enter the “G-“ part at the beginning. Once you complete this, you will see
the screen below. Click on the arrow to get back to the Security page.
Step 3: Scroll back to the “Signing in to Google” box. You should now see the “App passwords” line.
Click on “App passwords”. You may be prompted to enter your password again.

If you do not see the App Passwords line, then you are likely using a G-Suite/Google Workspace
account. Gmail is not changing these accounts at this time. You do not need to complete this guide.

Under the “Select app” dropdown, select “Other (Custom name)”.

Enter a name for this MFD. The name is not important. If you have multiple MFD’s, you may want to
use the ID Number or something that will identify each machine. Click on Generate.

Here is your App Password! You do not need to write this down. Keep this screen open and continue
on.
Step 4: The App password has been created. Next, you will need to log into your device’s web
interface and enter this password.

Guides are included for Konica Minolta, Ricoh, Lexmark and HP. Skip down to the guide for your
machine. When you get to the point of entering your app password. Cut and paste it from your Gmail
account. Do not type it in.

If you have multiple MFD’s that use this Gmail account, it is recommended to generate a different App
password for each device.

The first time you access a MFD’s web interface, you may get a message that is similar to the ones on
the next page. Please follow the instructions on the next page on how to proceed past these
messages.

Security/Privacy Alert Messages

The first time you access a MFD’s web interface from a particular computer and/or web browser, you
may run across a security or privacy alert. They sound scary, but when connecting to your MFD, they
are not a concern.
Your MFD handles its own security. Because they are not publicly accessible from the internet, their
security requirements do not need to be as strict as for a public web site.

Your web browsers are designed to detect this and alert you when you are connecting to a site that
has lesser security.

These messages will

vary depending on
which web browser
you are using.

The upper message

is from Chrome
(Edge is similar), the
lower is from
Firefox.

To continue to the
MFD’s interface,
click on the
advanced button,
then click on
“Proceed (not
safe)”, or “Accept
the Risk and
Continue”

If you ever come across one of these messages while viewing a public web site, it could be a sign of an
unsafe site, or one that has been compromised. Check with your IT department or the origination
associated with the website before proceeding.
 Entering your Gmail app password on a Ricoh MFD

Step 1: Locate your machine’s IP address. This is visible on the top of the device’s screen in the
information box. This box will cycle through several messages. You can wait for it to cycle to the IP
address or tap on the box to show all of the messages.

Step 2: Open up a new tab in your web browser and enter this number into the address bar (do not
enter it into search). The web interface for your MFD will come up. Click on the “Login” button in the
top right corner of the screen.

On newer Ricoh’s, the default login username/password is “admin1” and “12345678”. Try this first, if
it does not work, try “admin” as the username with no password. This was used on older Ricoh’s.

If neither of these work, then your IT department may have changed the administrator password.
They will need to complete this procedure for you.
 Once logged in, select “Device
Management” on the left side,
and then “Configuration”. If
most of the items under
“Device Management” are
missing, then you not logged in.

Step 3: Click on “Email”.

Step 4: Click on the “Change” button next to “SMTP Auth. Password”.

Note: If you need to locate the email address being used for scanning, it is located on the “SMTP
Auth. User Name” field. The “SMTP Auth. Email Address” and “Administrator Email Address” may be a
different email address.

Cut and
paste the app
password
from your
gmail account
the “New
Password” and
“Confirm
Pasword”
boxes., then
click on “OK”
to return back to the E-Mail settings. Scroll to the top and click “OK” again. If you do not click this 2nd
ok, your password change will not be saved. Click “Logout” in the top right corner of the main screen.

Make a test scan. If it goes through, then you are finished! If you do not see your scan, check your
spam or junk folders.

Entering your Gmail app password on a Lexmark MFD

Step 1: Locate your machine’s IP address. This is visible on the top of the device’s screen.
Step 2: Open up a new tab in your web browser and enter this number into the address bar (do not
enter it into search). The web interface for your MFD will come up. You normally will not need to log
into the device. If you are prompted for a password, then your IT department has restricted access
and will need to complete this process for you.

Step 3: Click on ‘Email’ in the menu.

 Step 4: Locate “Device
Password” field. Cut and
paste the app password
from your gmail account
into this space, then click on
“Save”.

Note: If you need to locate

the email address being
used for scanning, it is
located on the “Device
Userid” field. The “Reply
Address” may be a different
email address.

Make a test scan. If it goes through, then you are finished! If you do not see your scan, check your
spam or junk folders.