Top 7 Best Scan to Email Printer

Top 7 Best Scan To Email Printer Devices for Enhancing Efficiency

Finding the best scan to email printer can be overwhelming. Whether you prioritize fast speed, affordability, or advanced security features, we understand your distinct need for convenience. 

If you’re someone who is deciding between an inkjet printer and a laser about how to scan a printer anywhere in America, this guide is definitely for anyone looking to improve office efficiency.

This guide offers a clear, concise look at top printers that stand out for their multifunction scan-to-email capabilities, preparing you to select a printer that enhances your efficiency and fits your workflow. 

Customer reviews play an important part in our selection process, ensuring each model’s performance is verified by current users.

Disclaimer

IIf you buy something using the labels in this article, such as those found by popular retailers like Best Buy, I may receive a commission at no extra cost to you.

Please know that I only promote stuff that I use and trust for the sake of my readers and the reputation of this site.

Best Scan to Email Printer 

Best color printing

Brother MFC-L3710CW Digital Color All-In-One Printer

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Overall, the Brother MFC-L3700CW is an excellent printer for business owners who want to streamline their operations. Its scanning capability is best utilized when integrated into various forms of business communications.

Best high volume

Canon Pixma G7020 Megatank All-In-One Printer

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If you’re looking for an all-in-one printer that can handle everything from scanning to faxing to emailing, the Canon Pixma G7020 Megatank All-In-One Printer is a great option.

best office efficiency

Epson Workforce WF-4740

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The Epson Workforce WF-4740 is a great all-in-one solution for businesses that need to scan, print, and fax large documents quickly and easily.

best budget friendly

HP Deskjet 2752

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The HP Deskjet 2752 is a reliable and affordable printer that can scan documents to your email address.

best text heavy tasks

HP LaserJet Pro M404n

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The HP LaserJet Pro M404n is one of the best laser printers and is an excellent device for businesses that need to scan documents and send them via email.

Quick Glance at the Elite 7

Before we dive into the details, let’s take a quick glance at the top players in the field, showcasing their ability to transform your office into a paperless environment through either an inkjet printer or a laser printer.

  • Best for Color Printing: Brother MFC-L3710CW Digital Color All-In-One Printer
  • Best for High-Volume Jobs: Canon Pixma G7020 Megatank All-In-One Printer
  • Best for Office Efficiency: Epson Workforce WF-4740
  • Best Budget-Friendly Option: HP Deskjet 2752
  • Best for Text-Heavy Tasks: HP LaserJet Pro M404n
  • Best for Speed and Connectivity: HP Officejet Pro 9015 All-In-One Printer
  • Best for Secure Business Communications: Xerox WorkCentre 3345/DNI

These printers have been selected for their exceptional performance in specific areas, making each one the best choice for a particular need.

From vibrant color prints to high-volume jobs and from budget-friendly options to secure business communications, there’s a printer here for anyone.

Top 7 Best Scan to Email Printer

Illustration of a high-quality scan to email printer

Let’s dive deeper into each of these printers, discussing their specifications, pros, cons, and unique selling points.

By the end of these reviews, we hope you’ll have all the information you need to make an informed decision.

1. Best for Color Printing – Brother MFC-L3710CW Digital Color All-In-One Printer

Colorful printing output from Brother MFC-L3710CW printer

The Brother MFC-L3710CW is a standout choice for those seeking vibrant color prints. This all-in-one printer boasts:

  • Excellent text and photo quality output
  • User-friendly color touchscreen display
  • Print speed of 19 pages per minute (actual speeds may vary)
  • Higher running costs, with color pages costing approximately 15.5 cents each

Despite these costs, the Brother MFC-L3710CW offers a wealth of features, such as scan-to-email, duplex printing, and high-resolution scanning, contributing to a smooth setup and consistent performance. 

Its vibrant color print quality and copy capabilities make it an ideal choice for those involved in design work or visual presentations.

2. Best for High-Volume Jobs – Canon Pixma G7020 Megatank All-In-One Printer

Illustration of Canon Pixma G7020 Megatank printer with large ink tanks

The Canon Pixma G7020 is a formidable choice for those with extensive printing needs. This printer features:

  • An efficient ink tank system that results in a superb cost-per-print ratio
  • Reduced long-term operational costs for both black and color documents as well as photos
  • High-yield ink tanks that rarely need refilling, meaning fewer ink purchases

However, it’s important to note that the refilling process can get messy.

The Canon Pixma G7020 offers the following features:

  • Total paper capacity of 350 sheets, eliminating the need for frequent paper refills
  • Ability to handle various paper sizes
  • Double-sided printing feature for increased efficiency

Despite its slow print and scan speeds and tricky user interface, the Canon Pixma G7020 is an excellent choice for high-volume tasks. 

It’s important to list this issue in your consideration, as it may affect some customers more than others.

3. Best for Office Efficiency – Epson Workforce WF-4740

Epson Workforce WF-4740 printer in an office setting

The Epson Workforce WF-4740 is a strong contender for those seeking to boost office productivity. This printer offers the following features, making it the envy of many competing brands:

  • Holds up to 500 sheets over two trays
  • Supports a maximum monthly duty cycle of 30,000 pages
  • Scanner with high resolution and fast scan speeds suitable for small workgroups or micro-office settings
  • Achieves speeds of 24 ppm for monochrome and 22 ppm for color printing

Apart from speed and efficiency, the Epson Workforce WF-4740 is known for delivering professional business documents with excellent print quality for both text and graphics. 

Although it has a higher price tag than its competitors, its efficiency and performance make it a worthy investment for any office setting. 

It can easily handle printing jobs directly from your computer or through remote account access, ensuring that your important business communications are always on point.

4. Best Budget-Friendly Option – HP Deskjet 2752

Affordable HP Deskjet 2752 printer for cost-conscious users

The HP Deskjet 2752 is a great choice for users needing a cost-efficient solution. 

Despite its affordability, it does not compromise on functionality, offering a comprehensive list of features that includes direct PDF printing.

  • A compact design
  • Essential features, including scanning and copying and scanner resolution suitable for everyday needs.
  • Compatibility with a broad spectrum of operating systems, including various Windows and macOS versions

This caters to a diverse range of users, including families and individuals who need to print directly from PDF files stored on their devices.

The HP Deskjet 2752 is ideal for those on a tight budget. 

It offers all the necessary features without any hefty costs, proving that you don’t have to break the bank to get a reliable all-in-one printer for your home or office. 

It’s a product that truly understands the needs of its customers.

5. Best for Text-Heavy Tasks – HP LaserJet Pro M404n

HP LaserJet Pro M404n Monochrome Printer

The HP LaserJet Pro M404n features a robust letter-quality print capability:

  • Automatic document feeder that can hold up to 50 pages
  • Duplex printing for efficient use of paper
  • Primary paper tray that holds 250 sheets
  • Secondary tray that holds an additional 100 sheets

While the primary paper tray may be limited to high-volume tasks, it is a perfect fit for text-heavy tasks.

Despite its limited paper capacity, the HP LaserJet Pro M404n color laserjet printer shines in its performance, delivering high-quality text documents quickly and efficiently. 

However, it’s worth noting that this printer’s connectivity is limited to USB and lacks wireless options, which can be less convenient in today’s mobile and remote work environments.

6. Best for Speed and Connectivity – HP Officejet Pro 9015 All-In-One Printer

HP OfficeJet Pro 9015 Printer

If speed and connectivity are your top priorities, the HP OfficeJet Pro 9015 is a top pick. 

This printer boasts notable print speeds of up to 21 pages per minute, bridging the gap between rapid output and maintaining high-quality documents.

It offers extensive connectivity options, such as USB, Wi-Fi, Ethernet, and the ability to print from USB flash drives. This model often features deals that appeal to many phone and home office users.

The HP OfficeJet Pro 9015 is one of the top HP printers. 

It stands out for its large paper tray capacity of 250 sheets, which caters to a diverse range of printing needs without frequent refills.

While it offers excellent print quality, reliability, and a sleek design, some users may find the touchscreen small and the output tray somewhat flimsy when handling a large print job.

7. Best for Secure Business Communications – Xerox WorkCentre 3345/DNI

Xerox WorkCentre 3345/DNI Monochrome Multifunction Printer

The Xerox WorkCentre 3345/DNI is an excellent choice for businesses seeking secure communication tools. This printer comes equipped with multiple security features, including:

  • Secure HTTPS (SSL/TLS)
  • IP filtering
  • SNMPv3
  • Robust Wi-Fi security options

Xerox Standard Accounting also allows for the management of up to 1000 user accounts, controlling access and tracking usage across various functions.

The optional USB card reader installation for user authentication adds another layer of security. 

Despite its strong security features, the Xerox WorkCentre 3345/DNI is more than just a secure printer; it also offers efficient document handling, making it a versatile addition to any business setting for scans, prints, and copies. 

It is equipped to handle a variety of office supplies including high-volume printing needs, which is perfect for businesses looking to sort through extensive documentation.

Decoding the Essentials for Your Perfect Scan to Email Printer

Choosing the ideal scan-to-email printer involves understanding the essential features and functionalities that align with your needs. Here are some key features to consider:

  1. Scanning functionality: Look for a printer that offers clear text output, duplex scanning capabilities, and quick scans, even if there may be some graining and color issues.
  2. High-speed scanning: Optimize your workflow with a printer that can scan up to 24 black-and-white images per minute.
  3. Reversing Automatic Document Feeder (ADF): This feature allows for efficient document management and direct email dispatch.

By considering these features, you can find a scan-to-email printer that meets your requirements for efficient document management and e-mail communication.

Advanced touchscreens and local address books streamline the process of sending scanned documents to e-mail or even a fax machine, while the ability to handle high-capacity ink or toner and optional trays for additional paper handling contribute to a smoother operation. 

Many of these advanced printers also feature Bluetooth connectivity, enhancing their ability to interact with various wireless devices.

Storage options on the printer, such as an onboard hard drive or flash memory, mean that users can save scanned documents internally, further simplifying the scan-to-email process. 

These features are particularly handy when dealing with large volumes of documents or important business items that need to be organized.

Don’t overlook the value of duplex printing, which reduces paper usage by printing on both sides of the paper. 

This functionality is cost-efficient and pairs well with scan-to-email features, especially for those who print frequently. 

Duplex printing is quite similar to playing strategic games, where each move needs to be optimized for maximum results.

In the end, your perfect scan-to-email printer is the one that balances all these essential features while fitting into your budget and meeting your specific needs.

Understanding Printer Connectivity Options

Connectivity is a key aspect to consider while selecting a scan-to-email printer. 

Printers offer a range of wireless connectivity options, such as Wi-Fi, Wi-Fi Direct, NFC, and Bluetooth.

These options allow for seamless wireless printing and scanning of various devices without the need for physical cables.

Many of these printers function as an all-in-one (AIO) or multifunction printer (MFP), which further integrates scanning, copying, and even faxing capabilities, much like a modern copier.

Moreover, compatibility with standards like Apple AirPrint makes the process even more effortless. 

This technology allows you to print directly from your Apple devices over a wireless network, making it a convenient feature for Apple users.

Additionally, mobile apps like Canon PRINT, the HP Smart app, and auto-sync features offer the ability to print, scan, and manage tasks directly from your mobile device.

These apps provide a more flexible and convenient way to execute scan-to-email jobs, especially in today’s mobile-centric world, enhancing the overall health of your document management system.

They transform your smartphone into a powerful remote control for your MFP or printer, providing rich content management directly at your fingertips while aiming at the stars in terms of efficiency and versatility.

Balancing Cost and Functionality

While all the traffic, features and functionalities are important, it’s important to strike a balance between cost and functionality.

The total cost of ownership can be influenced by running costs per page and the cost-effectiveness of high-yield toners and other products. 

You can keep track of these costs using print management software, which often includes features like tracking how many pages are printed from connected devices like laptops and tablets.

Long-term cost-saving benefits include tank-style inkjets’ lower cost per page, ink availability in stock in bulk, and savings through subscription services like HP+ and HP Instantik.

These printers may have a higher initial cost, but their lower running costs, including ink cartridge savings, can save you money in the long run, particularly for a small business seeking to economize.

There are also ways to save money by reducing operating costs. 

For instance, setting printers to black and white default and centralizing larger print jobs to more efficient printers equipped with advanced scanners can help minimize costs.

While considering costs, it’s also worth noting that some types of printers, such as inkjet printers, can have additional costs. 

For instance, the ink can dry out and clog if the window is left open, leading to higher maintenance costs.

How Can a Scan to Email Printer Benefit Your Business?

Scan-to-email printers can offer a host of benefits to your business, including the ability to scan documents and transfer them directly via ftp.

  • Convert physical documents into digital files that can be sent as email attachments
  • Streamline the process of document sharing
  • Save time and reduce reliance on traditional methods such as faxing or mailing.

Businesses can also reduce paper clutter and save on physical storage space by adopting scan-to-email technology for their documents. 

This can lead to a more organized and efficient workspace, boosting productivity, reducing stress, and transforming the view of operational practices.

Scan-to-email can also enhance document security by reducing the likelihood of theft or loss, as documents are stored electronically rather than in vulnerable physical formats.

Using cloud-based email services for scan-to-email may offer better security defaults and reduced risk of data leaks compared to on-premises email solutions, making them especially valuable for sensitive communications.

Furthermore, scan-to-email functions can support compliance with regulations like SOX and Health Insurance Portability and Accountability Act”(HIPAA), ensuring that sensitive documents are seen only by authorized individuals and handled securely.

This is particularly beneficial for businesses in sectors where data security is critical, ensuring that compliance is maintained without additional effort.

How I Conducted My Research

I’ve adopted a rigorous research process to bring you this comprehensive guide. 

I started by collecting data from users about their experiences with printers, especially those equipped with scan-to-email functions.

This provided insights into the long-term reliability of different printer brands and types, and highlighted common issues that users face, particularly those using advanced products like scanners.

Next, I conducted surveys to gather information from a significant number of printer users, including those using multifunctional devices capable of handling varied tasks beyond simple printing.

I also used reports from organizations like Consumer Reports, which conducts tests in dedicated labs and collects predictive data on printer reliability and functionality.

Moreover, it was essential to differentiate between types of printers, such as inkjet versus laser printers, and all-in-one models versus single-function printers, to understand which better suits specific user needs.

Understanding these differences was key in assessing the best printers for different needs, whether for personal use or small business applications.

Lastly, I examined printer reliability ratings based on consumer feedback and lab testing. 

This provides a solid basis for my recommendations, especially for devices that support advanced tasks like scan-to-email.

Summary

We’ve covered a lot of ground in this guide, and we hope it has given you a clear understanding of what to look for in a scan-to-email printer, ideal for modern office environments where efficiency and security are important.

We started with a quick glance at the top seven printers, highlighting their unique selling points, including built-in scanners for diverse document handling capabilities.

We then dived into detailed reviews of each printer, discussing their specifications, pros, cons, unique selling privileges, and a rating in several categories, including performance in scan-to-email tasks.

We also explored the essential features and functionalities to consider when selecting the ideal scan-to-email printer.

From the scanning functionality and high-speed scanning to advanced touchscreens and large paper capacity, we looked at the key aspects that make a printer efficient and user-friendly.

Connectivity options were also discussed, with a focus on wireless options and mobile apps that offer flexibility and convenience.

We also covered how to balance cost and functionality, providing tips on how to manage the total cost of ownership, long-term benefits, and cost-saving strategies.

In a business setting, we highlighted how a scan-to-email printer can streamline document sharing, reduce paper clutter, enhance document security, and support regulatory compliance.

In conclusion, choosing the right scan-to-email printer can significantly boost your productivity, whether in a business setting or for personal use.

You can find a printer that truly enhances your workflow by considering your specific needs and balancing cost and functionality.

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