How to Setup App Password for Gmail/Workspace for ScanEZ Email Relay

If you use Gmail or Google Workspace accounts with devices or applications that don’t support Google’s latest security standards—like ScanEZ Station’s scan-to-email feature—you’ll need to use an app password. App passwords are special, auto-generated codes that let less-secure apps or devices sign in to your Google Account securely. This article will guide you through creating an app password for your Gmail or Google Workspace account.

Why Do I Need an App Password?

Google has strengthened its security and no longer allows some third-party applications and devices to sign in with just your username and password. Instead, Google requires these apps use an extra layer of security called 2-Step Verification. Once 2-Step Verification is enabled, you can generate an app password to use with devices or applications that can’t support this extra step.

Before You Begin: Turn On 2-Step Verification

1. Sign in to your Google Account. Open https://myaccount.google.com and log in if you aren’t already.

2. Go to your account settings. Click your profile picture in the top right, then click Manage your Google Account.

3. Select the Security tab. On the left menu, click Security.

4. Set up 2-Step Verification. Scroll down to the Signing in to Google section. Next to 2-Step Verification, click Get Started and follow the prompts.

   • Enter your password when prompted.

   • Choose how you want to receive your verification codes (text message or phone call).

   • Enter the code you receive and follow the steps to turn on 2-Step Verification.

Once 2-Step Verification is set up and active, you’re ready to create your app password.

How to Create an App Password

1. Return to your Google Account security settings. Go back to the Security tab.

2. Find App Passwords. In the Signing in to Google section, look for App Passwords. If you don’t see this option, make sure 2-Step Verification is enabled.

3. Sign in again if prompted. Google may ask you to re-enter your password for security.

4. Generate your app password.

   • Under Select app, choose Other (Custom name).

   • Enter a name like ScanEZ or the name of your device/app, then click Generate.

5. Copy the app password. A 16-character code will appear. This is your app password.

   • Copy this code and save it temporarily. You’ll need to enter it into your device or application’s email settings.

   • Important: You won’t be able to see this password again. If you lose it, you will need to create a new app password by repeating these steps.

Where to Use Your App Password

Use the generated app password instead of your regular Google Account password in your device or application’s email settings. For example, if you’re setting up scan-to-email on a multifunction printer or ScanEZ Station, enter the app password in the SMTP or email password field.

Troubleshooting

• If you don’t see the App Passwords option, make sure 2-Step Verification is turned on and your account is not managed by an organization that restricts this feature.

• If you lose your app password, simply repeat the steps above to generate a new one.

• Be sure to update the app password in all devices or apps that use your Google Account for email.

Need More Help?

If you have questions or run into trouble, check Google’s official help page on app passwords or contact your organization’s IT support for additional assistance.