HP LaserJet Pro MFP - Set up Scan to Network Folder

The Scan to Network Folder feature allows you to scan a document directly to a network folder. The printer must be connected to a network, and the Scan to Network Folder feature must be set up by a network administrator before it can be used.

You can also use the HP Smart app to scan documents and photos from the printer, capture items with the computer camera, or use the scan tools with files saved on the computer. By using HP Smart and pairing your printer with your HP account, you can access advanced scanning features, such as scanning to cloud locations.

For information about setting up and using scan features with HP Smart, go to hpsmart.com.

There are two methods for configuring the Scan to Network Folder feature: (1) use the Scan to Network Folder Wizard (in Windows), which is installed in the HP program group for the printer as part of the full software installation, or (2) use the HP Embedded Web Server (EWS).

Review the information in the Before you begin section below, and then click the section for the method you want to use to set up the Scan to Network Folder feature and follow the steps provided.

Before you begin

To set up the Scan to Network Folder feature, the network administrator needs access to the printer and information about the network path and destination folder. The printer must have an active network connection to the same network as the computer that will run the setup process.

Administrators need the following information before beginning the configuration process:

• Administrative access to the printer

• The network path of the destination folder (e.g., \\servername.us.companyname.net\scans)

  NOTE:

  The network folder must be set up as a shared folder for the Scan to Network Folder feature to work.

Method one: Use the Scan to Network Folder Wizard (Windows)

Use the Scan to Network Folder Wizard, available from the HP Printer Assistant application (Windows), to set up the Scan to Network Folder feature.

In addition to the instructions below, you can view the following video of how to set up the Scan to Network Folder feature using the HP Software Wizard in Windows.

1. Open the HP Printer Assistant:

   • Windows 11: From the Start menu, click All Apps, click the HP folder, and then select the printer name.

   • Windows 10: From the Start menu, click the HP folder, and then select the printer name.

   • Windows 8.1: Click the down arrow in lower left corner of the Start screen, and then select the printer name.

   • Windows 8: Right-click an empty area on the Start screen, click All Apps on the app bar, and then select the printer name.

   • Windows 7: From the computer desktop, click Start, select All Programs, click HP, click the folder for the printer, and then select the printer name.

2. In the HP Printer Assistant, select Scan, and then select Scan to Network Folder Wizard.

   NOTE:

   If the Scan to Network Folder Wizard option is not available, skip to Method two: Use the HP Embedded Web Server section in this document.

3. In the Network Folder Profiles dialog, click the New button.

   The Scan to Network Folder Setup dialog opens.

4. On the 1. Start page, enter the folder name in the Display Name field. This is the name that will display on the printer control panel.

5. Complete the Destination Folder field in one of the following ways:

   • Enter the file path manually.

   • Click the Browse button and navigate to the folder location.

   • Create a shared folder using the following steps:

     1. Click Share Path.

     2. In the Manage Network Shares dialog, click New.

     3. In the Share Name field, enter the name to display for the shared folder.

     4. To complete the Folder Path field, click the Browse button, and then select one of the following options. Click OK when done.

        • Navigate to an existing folder on the computer.

        • Click Make New Folder to create a new folder.

     5. If the shared path needs a description, enter a description in the Description field.

     6. In the Share Type field, select one of the following options, and then click Apply.

        • Public

        • Private

        NOTE:

        For security considerations, HP recommends selecting Private as the share type.

     7. When "The share was successfully created" message displays, click OK.

     8. Select the check box for the destination folder, and then click OK.

6. To create a shortcut to the network folder on the computer desktop, select the Create a Desktop shortcut to the network folder check box.

7. To require a PIN to be entered on the printer control panel before the printer can send a scanned document to a network folder, enter a 4-digit PIN in the Security PIN field, and then re-enter the PIN in the Confirm Security PIN field. Click Next.

   NOTE:

   HP recommends creating a PIN to secure the destination folder. When a PIN is created, it must be entered on the printer control panel each time a scan is sent to the network folder.

8. On the 2. Authenticate page, enter the Windows User Name and Windows Password used to log in to the computer, and then click Next.

9. On the 3. Configure page, select the default scan settings using the following steps:

   1. From the Document Type drop-down, select the default file format for scanned files.

   2. From the Color Preference drop-down, select Black & White or Color.

   3. From the Paper Size drop-down, select the default paper size for scanned files.

   4. From the Quality Settings drop-down, select the default resolution for scanned files.

      NOTE:

      Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

   5. In the Filename Prefix field, enter a file name prefix (e.g., MyScan).

   6. Click Next.

10. On the 4. Finish page, review the information and verify all the settings are correct. If there is an error, click the Back button to correct the error. If the settings are correct, click the Save and Test button to test the configuration.

11. When the "Congratulations" message displays, click Finish to complete the configuration.

12. The Network Folder Profiles dialog now shows the newly added sender email profile. Click Close to exit the wizard.

Method two: Use the HP Embedded Web Server (EWS)

Follow the steps below to set up the Scan to Network Folder feature using the HP Embedded Web Server (EWS). This method is available for all supported operating systems.

In addition to the instructions below, you can view the following video of how to set up the Scan to Network Folder feature using the Embedded Web Server (EWS).

Step one: Access the HP Embedded Web Server (EWS) from a web browser

Follow these steps to obtain the printer's IP address and then use it to access the Embedded Web Server (EWS) from a web browser.

NOTE:

Your printer must be connected to an IP-based network before you can access the EWS.

1. Obtain the printer's IP address.

   From the Home screen on the printer control panel, touch the Wireless icon, or the Ethernet icon, to view the printer's IP address or host name.

2. Open the Embedded Web Server.

   1. On your computer, open a Web browser, and in the address bar, type the IP address or host name exactly as it displayed on the printer control panel.

      EXAMPLE OF AN IP ADDRESS IN THE BROWSER ADDRESS BAR

      

   2. Press Enter on the computer keyboard.

      NOTE:

      If the browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing the website will not harm the computer.

      The EWS opens.

(Optional) Use a PIN to access printer settings

After the Embedded web server (EWS) opens, you might be prompted to enter a PIN to access the printer settings.

NOTE:

The factory-set PIN or default PIN can only be changed by an administrator.

Follow these steps to access the printer settings using the factory default PIN:

1. Open the cartridge door of the printer to obtain the default PIN.

   1. Press the front door release button to open the cartridge door.

   2. Locate the label inside the cartridge door to view the factory default credentials.

      The factory default credentials includes a "Username" and "PIN".

   LOCATION OF THE DEFAULT PIN INSIDE THE CARTRIDGE DOOR

   

2. Make sure to note the PIN on the label inside the cartridge door.

3. Close the cartridge door.

4. Print a Printer Status Report to verify whether the PIN number is changed.

   1. On the Log In with PIN screen in the Embedded Web Server (EWS), click Print report to get PIN located under the Submit and Cancel buttons.

      The printer prints a Printer Status Report.

   2. On the Printer Status Report page in the Connectivity Settings section, locate the Printer PIN.

   3. Check if the Printer PIN lists the default PIN number or Custom user password set.

      NOTE:

      If the default PIN number is changed, the Printer PIN in the Printer Status Report page will list Custom user password set.

      PRINTER STATUS REPORT: PRINTER PIN WHEN DEFAULT PIN CHANGED

      

5. On the Log In with PIN screen in the EWS, enter the PIN.

   • If the default PIN is not changed, enter the default PIN number.

     NOTE:

     The default PIN number should be exactly as the PIN on the label located inside the cartridge door or the Printer PIN located on the Printer Status Report.

   • If the default PIN is changed, enter the new password in the PIN text box.

   LOG IN WITH PIN

   

6. Click Submit.

   After entering the correct PIN, you can configure the printer settings.

   NOTE:

   If you enter the wrong PIN number three times, your PIN is locked.

   To enter the correct PIN in the EWS after three failed attempts: Close the EWS browser tab, open a new browser tab to access the EWS, and then try to enter the correct PIN number.

Step two: Configure the Scan to Network Folder feature

Follow these steps to configure the Scan to Network Folder feature in the EWS.

1. On the EWS Home page, click the Settings tab.

2. In the left pane, click Control Panel Customization, and then click Quick Sets.

3. Click the Add icon .

4. From the Type drop-down list, select Scan to Network folder, enter a name to display on the control panel for the Quick Sets, and then follow the onscreen instructions to add a Quick Set profile for a network folder. When finished, click Next.

5. Follow the onscreen instructions to set up the network folder, authentication requirements, and scan and file configurations. When finished, click Apply.

   NOTE:

   • Use the following format for the Network Path: \\server\folder.

     The "server" is the name of the server that hosts the shared folder, and "folder" is the name of the shared folder.

   TIP:

   To validate the configuration, click Apply and Test.

NOTE:

You can change the default scan and file settings for future Scan to Network Folder Quick Sets. In the EWS, click the Scan tab, click Scan to Network Folder from the left pane, and then click Default Settings.

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