If you use an HP multifunction printer in your office or home, you might have recently run into a serious problem. Since the middle of August 2025, many people have found that they can no longer scan documents directly from their HP devices to Microsoft 365 services. This issue is preventing important work from getting done and causing confusion for users and IT administrators alike.
This is not a problem with your specific printer or a mistake you made. HP has officially confirmed this is a widespread issue. It was caused by recent changes Microsoft made to its Microsoft 365 platform. Let’s walk through what is happening, who is affected, and what you can do about it right now.
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What Exactly Is the Problem?
For many businesses, the ability to walk up to a multifunction printer, scan a document, and send it directly to an email address, a OneDrive folder, or a SharePoint site is a critical part of their daily operations. These features streamline workflows and save valuable time.
The specific functions that have stopped working are:
- Scan to Email (Scan2Mail): Scanning a document and having the printer email it directly to someone.
- Scan to OneDrive (Scan2OneDrive): Scanning a document and having it save automatically into a designated OneDrive folder.
- Scan to SharePoint (Scan2Sharepoint): Scanning a document and sending it directly to a company’s SharePoint site for team access.
When users attempt to use these features, the process fails. The printer is no longer able to successfully connect to the Microsoft 365 account that is set up to handle these tasks. This disruption stops workflows in their tracks, creating delays and uncertainty.
What Caused This Scanning Failure?
According to information directly from HP Support, the root cause is not with the HP hardware. The problem began after Microsoft rolled out an update to its Microsoft 365 services around August 18, 2025.
Think of it like this: your HP printer and Microsoft 365 had a special, secure handshake that allowed them to work together. When Microsoft updated its system, it changed the rules for that handshake. Now, the HP printer is trying the old handshake, but Microsoft’s system no longer recognizes it. This communication breakdown is why the scanning function fails. It is a software compatibility issue, not a hardware malfunction. HP technicians are currently working to create a new handshake, likely in the form of a firmware update, that will work with Microsoft’s new system.
What You Should Do Right Now: A Step-by-Step Guide
Knowing that a fix is on the way is good, but you need to get work done today. Wasting time on troubleshooting steps that will not work is counterproductive. Based on reports from IT professionals who have already dealt with this, common solutions like updating printer firmware (if no new version is available) or re-entering login details have not been successful.
Here is what you can do to manage the situation and keep your team productive:
Step 1: Confirm the Problem Is Yours
First, make sure your situation matches the known issue. Are you using an HP multifunction printer? Do you use Microsoft 365 for email or cloud storage? Did your scanning problems start on or after August 18, 2025? If you answer yes to these questions, you are very likely affected.
Step 2: Stop Ineffective Troubleshooting
Do not spend hours trying to fix this on your own. Reports confirm that this is not a simple user setting or a password issue. Trying to fix it yourself will only lead to more wasted time.
Step 3: Use Temporary Workarounds
While HP works on a permanent solution, you can use other methods to scan your documents. These are reliable temporary fixes:
- Scan to a USB Drive: Nearly all multifunction printers have a USB port. You can scan your documents directly to a USB drive, then walk it to a computer to email or upload the file.
- Scan to a Network Folder: If your printer is connected to your office network, you may be able to set up a “Scan to Folder” option. This will save the scanned file to a shared folder on your local network, where you can easily access it from your computer.
- Use Your Computer’s Scan Software: Instead of starting the scan from the printer’s control panel, use your computer. Open the scanning software on your Windows or Mac computer (like the “Windows Scan” app or “Image Capture” on Mac) to control the scanner and save the file directly to your desktop.
Step 4: Contact HP Support (Optional but Recommended)
While HP is already aware of the problem, contacting their support to log your specific case can be helpful. This ensures you are on their list and you might be notified directly when a permanent fix is released.
By understanding that this is a known technical issue and using these practical workarounds, you can avoid unnecessary stress and keep your business operations moving forward until a permanent solution is provided by HP.