Google’s Gmail is one of the most popular email services in the world with over 1 billion (yes, billion-with-a-”B”) users worldwide—some sources claim even up to 1.5 billion—and nearly 75% of American consumers use it every single day.
Needless to say, being able to use your Gmail account with your Xerox MFP isn’t just useful, it’s practically a must-have feature not only for office administrators, but staff as well.
In today’s post, we’ll discuss how to set up your Gmail account and get it “talking” with your Xerox multifunction printer, why you would want to do so, and some other neat tricks you can do to make your Google and Xerox products work together in harmony.
Let’s dive in with how to get started:
Xerox MFP Scan-to-Gmail Integration
The two most common ways most businesses want to integrate their gmail accounts with their Xerox MFP are with the Scan-to-Gmail or the Scan-to-Google-Drive features (or both—they work great together!). We’ll begin by discussing the first option, Scan-to-Gmail.
Xerox makes things easy, because setting up Scan-to-Gmail is just as simple as setting up the service for any other email provider. The easiest way to find instructions for your specific make and model of MFP is to visit the official Xerox support pages. Once there, enter in your printer name, e.g., “AltaLink C8030”. Then search for “scan to email” on the following page.
Since the instructions from one printer to another varies, printing the precise instructions in this blog post is impossible; however, the steps are usually similar. Navigate to your system settings and select the email option, then fill out the information requested.
And Yes, You Can Integrate Google Drive Too
If you aren’t yet familiar with the cloud printing capabilities of a Xerox multifunction printer, we highly recommend our post How Much Time is Your Office Wasting Without Cloud Printing? where you’ll learn everything you need to know about this exciting, efficiency-boosting technology.
Among many others like DocuShare, Dropbox, and Office 365, you can set up cloud printing with your Google Drive account. If you’re already a Gmail user, this can help to unify all of the technologies and services you use in one place.
Whether you integrate Gmail or another email service of your choice with your Xerox MFP, the benefits are many, not the least of which are cloud printing and cloud scanning, two very useful technologies.
Cloud printing allows you to select a document from your cloud storage provider—in this case, Google Drive—and print it directly to your Xerox machine, without having to download it to your device first, possibly convert it into another format, or any of the other unnecessary steps you might have to take with older or alternate printers.
Cloud scanning means that you can scan a document and, if desired, send it directly to Google Drive. This can help digitally archive your hard copy documents, and automatic file naming conventions can be predetermined to even make organization after the fact unnecessary or at the very least easier.
Learn More About Xerox Multifunction Printer Features at TK
The features discussed here are just a drop in the proverbial Xerox ocean—a modern multifunction printer can do so much more than copy, scan, print, and fax. For some lesser-known benefits of these machines, take a look at our post 7 Jaw-Dropping Features You Didn’t Know Your Xerox Printer Had.
To learn more, contact us or come and visit us at our convenient Phoenix or Flagstaff locations. If you already know how you plan to upgrade your business, feel free to request a no-obligation online quote.