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Can't scan to email from Brother 5900 MFP

Holly Little 0 Reputation points
2026-01-22T20:47:53.4466667+00:00

Can't scan from printer Brother model MFC _ L5900DW to outlook email.

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  1. Ruby-N 11,650 Reputation points Microsoft External Staff Moderator
    2026-01-22T23:01:04.39+00:00

    Dear @Holly Little, 

    Thank you for posting your question in the Microsoft Q&A forum.   

    I understand that you are currently unable to scan to email from your Brother MFC‑L5900DW to your Outlook (Microsoft 365) mailbox and I know how disruptive this can be when you rely on the scan‑to‑email function for your workflow. 

    To help me better understand the situation and assist you effectively, could you please share a few details such as:    

    When did scan‑to‑email last work successfully, and were there any changes afterward such as a firmware update, password change, network modification or security policy update? 

    1/ Is this your first time trying to scan to email using the Brother MFC‑L5900DW? 

    2/ Is this issue limited to the Brother MFC‑L5900DW, or are other printers or models experiencing the same behavior? 

    3/ Are all users affected, or does the problem occur only with specific mailboxes or recipients, whether internal or external? 

    4/ Is the printer currently configured to use the Outlook SMTP server smtp.office365.com on port 587 with TLS enabled? 

    5/ Are there any specific error messages or codes displayed on the printer when the scan attempt fails? Even a short message would be extremely useful. 

    6/ Which firmware version is installed on the MFC‑L5900DW and has the device been updated recently to ensure support for TLS 1.2? 

    This will help us better understand the context and provide more targeted support. Any additional information will help us better understand and support you.     

    In addition, there is an ongoing service incident affecting Outlook and Exchange Online that impact email functionality. If you are seeing the error “451 4.3.2 temporary server issue” or if Outlook is unable to send or receive messages, this may be related. This incident is currently listed in the Service Health section of the Microsoft 365 admin center under Issue ID MO1221364. If you are the IT admin for your organization, you can review the incident details there for real‑time updates.   

    User's image 

    As community moderators, we kindly ask for your understanding that our access to internal development details is limited. Our primary role is to guide users toward the appropriate resources and support channels. While we may not have visibility into performing deeper backend analysis, we’ll continue doing our best to support you within the scope of our responsibilities.      

    I hope this information is helpful. If you notice any symptoms that may be related to this incident, please let me know. 

    Thank you for your patience and understanding. 

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have any extra questions about this answer, please click "Comment".            

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread. 

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  2. AI answer

    2026-01-22T20:48:03.0933333+00:00

    To troubleshoot the issue of scanning to email from your Brother MFC-L5900DW printer to Outlook, you may want to check the following:

    1. Configuration: Ensure that your printer is correctly configured to send emails using Microsoft 365 or Office 365. You can refer to the guide on setting up multifunction devices or applications to send email using Microsoft 365 or Office 365.
    2. SMTP Authentication: If you are receiving authentication errors, verify that you are using the correct username and password for the email account. You can also test logging into Outlook on the web with the same credentials to confirm that the mailbox is active.
    3. TLS Support: Check if your printer supports TLS version 1.2 or above, as this is required for secure email transmission. If necessary, update the printer's firmware to the latest version.
    4. Network Issues: Ensure that your network allows communication through the necessary ports (587 or 25). If you cannot connect to the SMTP server, your network firewall or Internet Service Provider might be blocking these ports.
    5. Direct Send Limitations: If you are using direct send, remember that it only allows sending emails to recipients within your organization. For external recipients, consider using SMTP client submission or Microsoft 365 SMTP relay.

    By following these steps, you should be able to resolve the issue with scanning to email from your Brother printer.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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