Scan to a folder on Windows 11 (scan to SMB)

Scanning your documents directly to a folder on a PC via the Server Message Block (SMB) protocol requires that your multifunction device (MFD) or multifunction printer (MFP) is configured to authenticate to your Windows PC.

This process will allow you to save scanned documents directly to a specified folder on your PC.

Additionally, your printer also needs to be connected to the network with a static IP Address. The IP address is needed to access the Command Centre for the MFD/Printer.

Finding your IP address

There are two ways to identify your IP address:

Printing a status page or
On the machine Printers connected via Wireless/Wi-Fi will have to use the on the Machine method to obtain the IP address.

Printing a status page

Printing a status page is one of the fastest ways to find the IP address of the printer. The IP address can be found under the Network section.

On the machine method

For machines with a touch screen panel, the IP address can be found under System Menu > Report > Print Report > Status Page.

For machines without a touch screen panel, the IP Address can be found under Menu > Report > Report Print > Status Page.

Finding the host name of your PC

The host name is what your computer is called on the network. It’s also sometimes called Computer name or Device name. To find out your computer name, locate Settings > System > About

Your computer name will be displayed in the Device name field.

Find your computer IP Address

The IP Address is what your computer is called on the network. It’s also sometimes called Computer name or Device name. To find out your computer name, locate Settings > Network & internet > Ethernet > properties

Properties

Add a User Account on the PC

You can create a dedicated user account for the permissions for the shared folder.

The is a number of ways to add a user account but you will need Administrator rights to do this so have the Administrator account name and the Administrator password handy.

Here we will add a user account using Computer Management in Windows.

In the Search bar type ‘Computer Management’.

Select the ‘Run as administrator’ in the ‘Computer management’.

Enter the Administrator account name and Administrator password. Select the ‘Local Users and Groups’ in the left column and right click in

the middle column to select ‘Add User’.

Enter a user account details that customer would like to use. For example:

User name: Scanner Full name: Scanner

Description: Scan from MFD user account

Password: enter a new password, something the customer will remember

Untick ‘User must charge password at new logon’.

Tick ‘Password never password’.

Select ‘Create’ after completing the above.

Then ‘Close’ to save.

Creating a folder on your PC

You can create a designated folder to store all your scans.

To create a new folder, right-click your mouse on your desktop or wherever in your document library you may wish to store your scans and choose New > Folder.

Give the folder a relevant name e.g. Scan.

Now right click on the folder and click on Properties.

Select Sharing then click on Advanced Sharing.

Enable Share this folder, then click on Permissions to ensure the device can locate the folder.

Select ‘Add’

Select ‘Location…’ and search,and select for the computer name.

Type the newly created user account, then select the ‘Check Names’ to
find it with the following parameters (computername\username).

Select Scanner, confirm that Full Control is ticked and click Apply.

Click OK to exit.

Enabling scanning to a folder

Now it’s time to enable the scan to folder function on your printer. To do this, open Internet Browser (Google Chrome in this example) and type in your printer’s IP Address that you identified earlier into your address bar to access the Command Center.

Password: Admin

Select Address Book > Machine Address Book.

Click on Add.

Name the contact (e.g. Scans) then proceed to enter the required information such as the host name or IP Address of the PC, along with your Windows login account information.

Perform a connection test and confirm the information entered is correct.

Click Submit to save this entry.

Further assistance

If you require further assistance, please feel free to contact us directly via:

Chat: the chat in the bottom right corner of our website. ↘️
Phone: to speak to a member of the Kyocera support team, call our helpline on:
- Australia: 135 962 and choose option 3
- New Zealand: 0800 459 623

Phone Support hours are Monday to Friday 9am to 5pm local time across Australia and New Zealand (excl public holidays).

Chat Support hours are 9am to 5pm AEST/AEDT.