If your photocopier supports Scan to SMB (Scan to Folder), you can scan documents directly to a shared folder on your windows computer without using a USB drive.
This guide explains the basic configuration process used on most multifunction photocopier brands, including Kyocera, Canon, Konica Minolta, Ricoh, HP, and Xerox. Although menu names may differ slightly, the overall setup process is very similar.
What is Scan to SMB configuration?
Scan to SMB (Server Message Block) allows a photocopier to send scanned documents directly to a shared folder on a Windows PC over the local network.
Instead of scanning to email or USB, the scanned file is automatically saved to a folder on your computer.
Before You Start
Make sure you have the following information:
- Photocopier IP Address
- Computer IP Address
- Computer Name (Host Name)
- Windows Username
- Windows Password
- Shared Folder Name
- Administrator access to the photocopier
Step 1 – Verify Both Devices Are on the Same Network
Before configuring Scan to SMB, ensure that your photocopier and your computer are connected to the same local network.
Find Your Computer IP Address
- Press Windows + R
- Type cmd
- Press Enter
- Type: ipconfig
You will see something like:
Computer IP Address – 192.168.1.70 (For Example)
Find the Photocopier IP Address
You can find the machine IP address in several ways:
Method 1 – Print the Machine Status Page.
Method 2- Open the Network Information screen from the photocopier control panel.
Method 3 (If Printing Already Works) – On Windows:
Control Panel → Devices and Printers → Right-click your printer→ Printer Properties → Ports
Example: 192.168.1.40
Step 2 – Create a Shared Folder
Create a folder where scanned files will be saved.
Example: D:\Scan
Share the Folder
- Right-click the folder.
- Select Properties.
- Open the Sharing tab.
- Click Share.
- Add Everyone.
- Set the permission to Read/Write.
- Click Share.
Configure Advanced Sharing
Still inside the folder properties:
- Open Advanced Sharing
- Tick Share this folder
- Click Permissions
- Allow Full Control
- Click OK
Step 3 – Configure Windows Sharing
Open: Control Panel → Network and Sharing Center
↓
Advanced Sharing Settings and Verify the following settings.
Private Network
✅ Network Discovery – ON
✅ File and Printer Sharing – ON
Public Network
✅ Network Discovery – ON
✅ File and Printer Sharing – ON
All Networks
✅ Public Folder Sharing – ON
✅ Password Protected Sharing – OFF (only if it aligns with your organization’s security policy; otherwise leave it on and configure the copier with valid credentials).
Your shared folder is now ready.
Step 4 – Verify Windows Username and Password
The photocopier needs valid Windows login credentials.
To verify your username:
Press Windows + L
Your Windows login screen will display your username.
Example
Username
Admin
Password
********
Keep these details ready.
Information Required Before SMB Configuration
Before configuring the machine, make sure you have:
Machine IP – 192.168.1.40Computer IP – 192.168.1.70 (OR) Computer Name – DESKTOP-PC1
Shared Folder – Scan
Username – Admin
Password – ********
Step 5 – Configure Scan to SMB
Open any web browser.
Enter the photocopier IP address.
Example: http://192.168.1.40
Log in as Administrator.
Open: Address Book → Add New Contact
Enter:
- Display Name
- Computer IP Address (IP address is recommended for initial testing because it avoids hostname resolution issues. You can change to the host name later if preferred.)
- Shared Folder Name
- Windows Username
- Windows Password
Save the settings.
If your machine has a Connection Test option, run the test before scanning.
If no test option is available, perform a trial scan.
Common Scan to SMB Problems
You may encounter issues such as:
- Login failed
- Authentication error
- Network unreachable
- Access denied
- Incorrect folder permissions
- Windows firewall blocking SMB
- Incorrect username or password
- SMB version compatibility
These problems are usually related to Windows settings or network configuration rather than the photocopier itself.
Need Professional Help?
Having trouble configuring Scan to SMB?
Exact International provides:
- Scan to SMB configuration
- Network setup
- Driver installation
- Photocopier installation
- Remote support
- On-site support across Tamil Nadu
Contact Kesavan
8189997838
exact@exactssd.com
