Fix Passcode Not Working on Canon imageCLASS Printer: Scan to Email Guide

Experiencing issues with the passcode preventing your Canon imageCLASS printer from scanning to email? You’re not alone. Many users encounter this problem when setting up the scan-to-email feature, especially when using Gmail. This guide provides a step-by-step solution to resolve the “passcode not working” error and get your Canon imageCLASS printer scanning documents directly to your email inbox seamlessly.

Understanding the Passcode Problem with Canon Scan to Email

The “passcode not working” error on your Canon imageCLASS printer during scan to email setup often arises from security protocols, particularly with Gmail accounts. Modern email providers like Gmail require enhanced security measures, and directly using your regular Gmail password in third-party devices like printers is often restricted. This is where App Passwords come into play.

This guide focuses on utilizing Gmail’s App Password feature, which generates a unique, dedicated password specifically for applications like your Canon printer, bypassing the standard password and resolving authentication issues. We will also cover essential SMTP settings to ensure smooth communication between your printer and Gmail servers.

Step-by-Step Guide to Resolve Canon Printer Passcode Issues for Scan to Email

Follow these detailed steps to configure your Canon imageCLASS printer for scan to email and overcome the passcode error.

1. Generate a Gmail App Password

Gmail requires an App Password for less secure apps or devices like printers. Here’s how to create one:

Go to Google.com and click on your profile picture located in the top right corner. Select Manage Your Google Account.
Navigate to the Security tab on the left-hand side menu.
Scroll down to the Signing in to Google section.
Ensure 2-Step Verification is enabled. If not, set up 2-Step Verification for your Gmail account now. This is a prerequisite for App Passwords.
Once 2-Step Verification is active, click on App Passwords. You might be asked to re-enter your Google account password for security verification.
Under the “Select app” dropdown menu, choose Other (custom).
Enter a descriptive name for your Canon printer. For example, use your printer model number like MF644Cdw.
Click the Generate button. Google will create a 16-digit App Password.
Important: Copy this generated App Password immediately and save it in a safe place. You will need it in the following steps, and Google will not show it to you again.

2. Locate Your Canon Printer’s IP Address

To access your printer’s settings via a web browser, you’ll need its IP address.

On your Canon imageCLASS printer’s control panel, find and select the Status Monitor option.
Navigate to Network Information.
Select IPv4 to display network details.
Note down the numbers listed under IP Address. This is your printer’s IP address.

3. Access Canon Printer System Manager Mode

Use your printer’s IP address to access its settings through a web browser.

Open a web browser (like Chrome, Firefox, Safari, or Edge) on your computer.
In the address bar, type in the IP address you obtained in the previous step and press Enter.
You will be directed to your Canon printer’s web interface. Select the System Manager Mode option.
Click Log In.
If you have previously set up a System Manager ID and System Manager PIN, enter them. Otherwise, you might be able to log in with default credentials (check your printer manual for default login information if you haven’t set up custom credentials).

4. Configure Email/I-Fax Settings

Now, configure the SMTP settings using the Gmail App Password.

In the System Manager Mode interface, select Settings/Registration on the right side.
Choose TX Settings from the left-hand menu.
Select E-mail/I-Fax Settings.
Click the Edit button, usually located in the upper right corner of the settings page.
Enter the following SMTP settings:
- SMTP Server: smtp.gmail.com
- Email Address: Enter your full Gmail address (e.g., [email protected]).
- Check the box next to Use SMTP Authentication (SMTP AUTH).
- User Name: Enter your full Gmail address again (e.g., [email protected]).
- Check the box next to Set/Change Password.
- Password: Crucially, enter the App Password you generated in Step 1, not your regular Gmail password.
- Check the box next to Use TLS for SMTP.
- Check the box next to Verify Certificate.
- Check the box next to Add CN to Verification Items.
- Optionally, you can also configure POP settings if needed (though not always necessary for scan to email):
  - Check the box next to Use TLS for POP.
  - Check the box next to Verify Certificate.
  - Check the box next to Add CN to Verification Items.
Scroll to the top of the page and click OK to save these settings.

5. Adjust Port Number Settings

Ensure the correct port for SMTP is configured.

From the left-hand menu, select Network Settings.
Choose Port Number Settings.
Click the Edit button.
Change the SMTP field to 465.
Scroll to the top and click OK to save the port setting.

6. Add Your Email to the Address Book (Optional but Recommended)

Adding your own email to the printer’s address book can simplify testing and future scan-to-email operations.

Click the To Portal link, typically found in the upper right corner, to return to the main portal page.
Select the Address Book button on the right side.
Click on the 01 link (or any available entry) and select Edit.
Add your email address as the first email entry.
Scroll to the top and click OK to save the address book entry.

7. Test Scan to Email Functionality

Now, test if the scan to email function is working correctly.

Go to your Canon imageCLASS printer.
Use the scan to email function to send a test scan to your own email address (or the address you added in the address book).
Check your email inbox. If you receive the scanned email, congratulations! You have successfully configured scan to email.

Troubleshooting and Error Codes

If you do not receive the test email, check the printer’s error logs for more specific information.

On your Canon printer, look for the Status Monitor/Cancel button.
Navigate to the TX Job Log section.
Check for any Error Codes listed for the failed scan to email job.

Refer to your Canon imageCLASS printer’s manual or Canon’s support website for specific error code explanations and further troubleshooting steps. Common issues might include incorrect SMTP settings, incorrect App Password, or network connectivity problems. Double-check each step in this guide to ensure accuracy.

By following these steps carefully, you should be able to resolve the “passcode not working” issue and successfully set up the scan-to-email feature on your Canon imageCLASS printer with Gmail. Enjoy the convenience of scanning documents directly to your email!