Important Email Security Changes: Scan-to-Email & SMTP Updates
Microsoft and Google are removing support for Basic Authentication when sending email through SMTP. Basic Authentication relies on a saved username and password, which is no longer considered secure.
If your copier, scanner, multifunction printer, or application sends email using a mailbox username and password, changes will be required.
Key Dates
Google Workspace (Gmail)
- Basic Authentication was fully disabled on March 14, 2025.
- Devices using username/password SMTP through Gmail should already be failing.
Microsoft 365 / Exchange Online
- March 1, 2026: Microsoft begins blocking Basic Authentication for SMTP.
- April 30, 2026: Full enforcement is expected.
After enforcement, any device using Basic Authentication for SMTP will stop sending email.
Who Is Impacted?
You may be affected if you have:
- Copiers or scanners using Scan-to-Email
- Multifunction printers (MFPs)
- Applications sending alerts or reports via email
- Any system using an email address + password to send mail through Microsoft 365 or Google
If your device is configured with a mailbox and password for SMTP, it is likely using Basic Authentication.
What Happens If No Changes Are Made?
- Emails will fail to send
- Scan-to-Email will stop working
- Users may see authentication or SMTP errors
There is no automatic fallback once enforcement begins.
What Are the Supported Solutions?
Microsoft now requires modern authentication or approved relay methods.
1. Upgrade to OAuth 2.0 (Modern Authentication)
Devices can continue using Client SMTP submission, but authentication must use OAuth 2.0 instead of a stored password.
Microsoft – Authenticate SMTP using OAuth 2.0
Canon – OAuth 2.0 Scan Configuration
Ricoh – Configure OAuth 2.0 for Office 365
Kyocera – Exchange Online Connector
HP – OAuth 2.0 Setup Guide
Lexmark – OAuth 2.0 Configuration Guide
2. Microsoft 365 SMTP Relay (Recommended in many environments)
Devices send mail through a Microsoft 365 connector instead of authenticating with a mailbox.
Microsoft – Configure Microsoft 365 SMTP Relay
3. Microsoft High Volume Email
For higher-volume or service-based scenarios.
Microsoft – High Volume Email Overview
How to Prepare
- Identify any devices or applications using username/password SMTP
- Determine whether they support OAuth 2.0
- Plan to migrate to OAuth 2.0 or SMTP Relay before March 1, 2026
If you are unsure how your devices are configured, our team can review your environment and recommend the correct solution.
For assistance, contact support@abmnow.com.