If your office relies on scan-to-email from copiers, multifunction printers (MFPs), or automated device alerts, an upcoming Microsoft security change could directly impact your daily workflows.
Microsoft is retiring Basic Authentication for SMTP AUTH in Microsoft 365 and Exchange Online. Once this change is fully enforced, many devices that send email using stored usernames and passwords will no longer work unless they are updated or reconfigured.
This is not a vendor-specific decision. It is a mandatory Microsoft security update, and planning ahead is the best way to avoid unexpected disruptions.
What’s Changing and Why It Matters
Today, many copiers, scanners, and applications send email using a simple login method called Basic Authentication, which relies on a saved username and password.
Microsoft is replacing this approach with OAuth 2.0 (Modern Authentication).
After Microsoft’s retirement date, any device still using Basic Authentication will fail to send email. That includes:
- Scan-to-email from copiers and MFPs
- Automated alerts and notifications from devices
- Applications that authenticate using stored credentials
When this happens, users may see errors such as “550 5.7.30 Basic authentication is not supported for Client Submission.”
Microsoft’s Official Timeline
Microsoft has published a clear schedule for this change:
- March 1, 2026 – Microsoft begins rejecting some SMTP AUTH connections using Basic Authentication
- April 30, 2026 – Basic Authentication for SMTP AUTH is fully disabled
After April 30, 2026, scan-to-email failures will be widespread for any device that has not been updated.
Source: Microsoft Exchange Team
Why Microsoft Is Making This Change
Basic Authentication uses static credentials, which makes it more vulnerable to:
- Credential theft
- Brute-force attacks
- Unauthorized access
OAuth 2.0 improves security by using short-lived access tokens issued by Microsoft Entra ID (formerly Azure Active Directory) instead of stored passwords. This significantly reduces risk while aligning with modern security standards.
Source: Microsoft Learn
First Step: Engage Your Email Administrator
Because this change affects Microsoft 365 at the tenant level, the first step should always be a conversation with your Email Administrator or Managed Services Provider.
They can help determine:
- Whether your Microsoft 365 tenant uses SMTP AUTH
- Whether Basic Authentication is still enabled
- Whether scan-to-email or device notifications are currently at risk
Modern Office Methods can assist with this coordination and help interpret what the findings mean for your devices.
How This Impacts Copier and MFP Scan-to-Email
Any copier or device that…
- Uses smtp.office365.com
- Authenticates with a username and password
- Sends scanned documents, alerts, or notifications via email
…will stop working unless it is updated or reconfigured before Microsoft’s deadline.
This impact is especially common in environments with older or legacy devices that were never designed to support Modern Authentication.
Options to Prevent Disruption
There are several proven ways to address this change. The right approach depends on your device models, environment, and security requirements.
Option 1: SMTP Relay Through Microsoft 365
- Does not require authentication at the MFP
- Secured using TLS and IP-based authentication
- Once configured, the same settings can be applied across multiple devices
This option is often preferred in environments with many devices or mixed hardware generations.
Option 2: OAuth-Based Authentication on the Device
- Uses OAuth 2.0 directly on each MFP
- Requires compatible hardware and supported firmware
- Configuration is done individually on each device
Not all copiers support OAuth. Devices that cannot may require relay services or architectural changes.
Option 3: Alternative Solutions (No SMTP Required)
- Subscription-based solutions that eliminate SMTP entirely
- Removes dependence on Microsoft email authentication changes
If this approach is of interest, contact your Modern Office Methods Sales Representative for details.
Vendor Guidance and Support
Major manufacturers have acknowledged Microsoft’s change and published official guidance.
Ricoh
Ricoh has confirmed that:
- OAuth 2.0 will be required for SMTP email with Microsoft 365
- Firmware updates enabling OAuth 2.0 are being released by model
- Devices that cannot support OAuth will require alternative solutions
Ricoh Official Guidance here
Canon
Canon product documentation includes OAuth 2.0 configuration for cloud email services, including Microsoft 365. OAuth is now part of supported SMTP configuration on compatible models.
Canon Official Manual here
HP
HP provides official instructions for configuring scan-to-email with Microsoft 365 using OAuth 2.0. Support depends on the device model and firmware version. Devices without OAuth support may require relay methods.
HP Official Support here
Bottom Line
This is a mandatory Microsoft security change, not a copier manufacturer preference. Without proper planning, it can disrupt scan-to-email, automated notifications, and daily document workflows.
The good news is that with early assessment and the right configuration, these issues are entirely preventable.
Modern Office Methods is actively assisting clients with:
- Email configuration assessments
- Copier and MFP firmware updates
- OAuth and relay planning
- Migration strategies for unsupported devices
To discuss how this change may affect your environment, contact your Modern Office Methods Sales Representative or Support Team.
About Modern Office Methods (MOM)
Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.
For the latest industry trends and technology insights visit MOM’s main Blog page.
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