Check that your Xerox VersaLink or AltaLink can send scans by email: send a scan to one of our free test addresses and see it online in a minute or two. This guide gives the settings on the control panel and in the Embedded Web Server, the printer's own web page, with notes for older WorkCentre models.
Our fax numbers are also email addresses. Use one of our fax numbers, digits only, followed by @faxbeep.com.
Email Test Addresses
Or send a scan or an internet fax by email to one of these addresses
One TIFF, PDF or JPEG file, up to 20 pages. No PDF passwords.
Privacy note: Your scan becomes publicly visible for 30 days. We show only a masked form of your email address, and we never show the subject or the message text. We remove hidden data from image files, such as the device serial number. Do not send real documents.
How to test scan to email on your Xerox
Follow these four steps to check that your Xerox can send scans by email.
1. Copy a test address
Use one of our fax numbers, digits only, followed by @faxbeep.com.
2. Send from your Xerox
Touch Email, type the address in the To field, and scan 2 or 3 pages as one PDF.
3. See the result
Your scan appears on our home page in a minute or two, marked "Received by email".
4. Check the quality
Look at the orientation, the clarity and the page count.
Before you send: check these settings
Scan 2 or 3 pages, not one. With 3 pages, you can see at once if the printer sends one file for each page. Use PDF at 200 dpi, in black and white or color. 200 dpi is the factory resolution on a VersaLink.
| Setting | Where on the Xerox | Set it to |
|---|---|---|
| File type | Email app > File Format | PDF (.pdf on a VersaLink) |
| One file for all pages | AltaLink: File Format, and the administrator setting "Choose Pages Per File" | The multi-page PDF, not the PDF with one file for each page. "Choose Pages Per File" off. |
| Email size and split | AltaLink EWS: SMTP (Email) > File Size Management |
Number of fragments 1. VersaLink has no split setting. |
| PDF password | VersaLink: File Format > More | Off |
.jpg always makes one file for each page. Use .pdf.
AltaLink File Size Management: with more than one fragment, Page Boundary sends the scan as several emails, and Automatic Boundary cuts one email into parts that a mail program must join again. Keep the number of fragments at 1.
The Email app sends the scan as an attachment, not as a link. The "Scan to Cloud Email" app from the Xerox App Gallery sends from a Xerox cloud service, and it still attaches the file.
Older WorkCentre models: go to Email > Attachment > Format > Custom and choose 1 Multi-Page File. Check that Split Send is off.
Send the test from the control panel
You do not need to add our address to the address book. Type it in.
- VersaLink: on the Home screen, touch
Email, then theTofield. Type the test address on the keypad and touchEnter. - AltaLink: touch
Email, type the test address, and touchAdd. - Check that the file format is a multi-page PDF.
- Put 2 or 3 pages in the feeder and start the scan.
If you cannot type an address, an administrator can have turned on Only Send to Self. With it on, the printer sends only to the address of the person who signed in.
Set up the outgoing mail server (SMTP)
The printer sends the scan through your mail server. Open the Embedded Web Server: type the printer's IP address in a web browser, and log in as the administrator.
VersaLink:
- Go to Connectivity > Protocols >
SMTP, or to Apps > Email > SMTPSetup. - Enter the server address and the port. The port is the number of the connection on the mail server. Microsoft 365 and Gmail use 587.
- Set
Connection Security. If you are not sure, chooseSTARTTLS (If available). STARTTLS turns on encryption (TLS) on a normal connection. Xerox says: "If your email server requires encryption but does not offer a STARTTLS command to the printer, the email process fails." - Enter the login for the mail server.
AltaLink: use the wizard on the control panel. Go to Device > Tools > App Settings > Email App > Email Setup, choose your Account Provider (Gmail, iCloud, Microsoft 365, Yahoo Mail or Other), and touch Test Connection.
For Gmail, use smtp.gmail.com, port 587, STARTTLS, and an app password. An app password is a separate password that Google makes for one device, when 2-Step Verification is on.
What you can send
TIFF, PDF or JPEG. One file, up to 20 pages and about 5 MB. No PDF passwords.
| Item | Limit |
|---|---|
| File types | TIFF, PDF and JPEG |
| PDF passwords | Not accepted. Send the PDF without a password. |
| Files in one mail | One. If you send more, we show only one of them. |
| Pages | Up to 20 |
| Size | About 5 MB of file. The full email can be up to 7 MB. |
| Color | Accepted. We show your scan in color. |
| Tests | Up to 60 each hour from one email address |
If your printer makes one JPEG file for each page, set the file format to PDF or TIFF. Then all pages arrive in one file.
What the result tells you
This test checks two things: that your machine can send email, and how the scan looks when it arrives. It does not test a phone line.
| What you see | What it means |
|---|---|
| Your scan appears on Faxbeep | Your machine can send email. If your real recipient gets nothing, the problem is on their side: a spam filter, a size limit or a wrong address. |
| Your machine shows or prints one of our messages | Your email reached us, so your machine can send email. Change the file as the message says. See the list below. |
| The fax page says "This fax could not be processed" | Your email reached us, but we could not show the file. Send it again with a lower resolution or in a different file format. |
| Your machine shows a send error of its own | The email did not leave your machine. Check the outgoing mail server (SMTP) settings: server name, port, login and encryption. |
| Nothing appears, and you get no error | Check the address first. We do not answer email to a number that is not one of ours. Then wait a few minutes and send again. |
What each result means on a Xerox:
| What you see | Likely cause on your Xerox |
|---|---|
| You sent 3 pages and see 1 | The file format is .jpg, or a PDF with one file for each page, or "Choose Pages Per File" is on. |
| You see 2 or more separate results for one scan | AltaLink File Size Management with Page Boundary, or Split Send on an older WorkCentre. |
| "No attachment found." | Automatic Boundary cut the email into parts. Set the number of fragments to 1. |
For other printers and copiers, see the scan to email test.
Messages we send back
We do not send a reply email. If we cannot accept your scan, we refuse the email with a short message. Your mail server reports the message, and many printers show or print it.
| Message | Cause | What to do |
|---|---|---|
| File type not accepted. Send TIFF, PDF or JPEG. | The file is not a TIFF, PDF or JPEG. | Set the scan file format to PDF, TIFF or JPEG. |
| The PDF has a password. Send it without a password. | The PDF is encrypted. | Turn off PDF encryption or the PDF password in the scan settings. |
| No attachment found. | The email has no file, or the file is empty. | Check that your machine attaches the scan and does not send a link. |
| The file could not be read. Send it again. | The file is damaged, or it took too long to open. | Send it again. If it fails again, use a different file format. |
| File too large. See faxbeep.com for the limits. | More than 7 MB, more than 20 pages, or a very large image. | Use a lower resolution, scan fewer pages, or scan in black and white. |
| Too many tests. Try again later. | More than 60 tests in one hour from one address. | Wait one hour. |
Xerox error codes
These codes come from the printer, not from us. They mean that the email did not leave your machine.
| Code or message | Meaning | What to do |
|---|---|---|
| 016-764 | The printer cannot connect to the SMTP server | Check the server address, the port and the network. |
| 016-765 | The SMTP server refused the email, because its storage is full ("Hard Disk Full") | Ask the administrator of the mail server. |
| 017-714 | "SMTP Over SSL Fail" | Check Connection Security and the port: STARTTLS with 587, or SSL with 465. |
| 027-779 | "Attestation-Fails by SMTP-AUTH" | The Microsoft 365 sign-in (OAuth) failed. Sign in again. See the section below. |
| "Hostname is not Accessible" | AltaLink could not send the email | Check the server name, the network and the name lookup (DNS) of the printer. |
After the Microsoft 365 change
Microsoft plans to turn off password sign-in for sending mail from devices (SMTP AUTH with basic authentication) by default for existing Microsoft 365 tenants at the end of December 2026. A machine that sends through smtp.office365.com with a user name and password can stop sending on that date. Change it to the Microsoft sign-in (OAuth), or to a relay, then send a test to one of our addresses.
OAuth is the Microsoft sign-in, which gives the printer a token in place of a stored password. On a VersaLink, you need firmware xx.76.51 or higher: set Service Provider to Exchange Online/Outlook.com. On an AltaLink, you need software 122.xxx.025.20910 or higher: set SMTP Authentication to OAuth 2.0 with SMTP. A Microsoft 365 administrator must give consent once, at https://www.xerox.com/OAuth2-email-admin-consent.
FAQ: Xerox Scan to Email Test
Is the scan to email test free?
Yes. The test is free and you do not need to sign up.
Can other people see my scan?
Yes. Your scan becomes publicly visible for 30 days. If you need it removed sooner, click "Request removal" on its detail page. Do not send real documents.
I sent three pages but I see only one. Why?
Your printer probably sent one file for each page. We show one file for each email. Set the file format to .pdf on a VersaLink, or to the multi-page PDF on an AltaLink, so that all pages are in one file.
I see two results for one scan. Why?
The printer split the scan into more than one email, and each email is a separate test. On an AltaLink, set the number of fragments in File Size Management to 1. On an older WorkCentre, turn off Split Send.
Can I use Scan to email with Office 365?
Yes. Use smtp.office365.com, port 587 and STARTTLS. After the Microsoft change, use the Microsoft sign-in (OAuth): on a VersaLink, Service Provider = Exchange Online/Outlook.com; on an AltaLink, SMTP Authentication = OAuth 2.0 with SMTP. Then send a test scan to one of our addresses.
Why can't my Xerox Scan to email?
If the printer shows an error code, the email did not leave it. See the error codes above. If there is no error and your recipient gets nothing, send a scan to one of our test addresses. If it appears here, the problem is on the side of the recipient.
Can I test Internet Fax (I-Fax) on my Xerox too?
Yes. The same addresses accept internet faxes. See the internet fax test.
