Microsoft Disabling Basic Authentication for SMTP AUTH — What It Means for Scan-to-Email

Beginning in December 2026, Microsoft will begin permanently phasing out Basic Authentication for SMTP AUTH in Exchange Online. This legacy authentication method sends usernames and passwords in plain text and is being retired to improve security across Microsoft 365 environments.

If your multifunction printer (MFP) or copier currently uses Basic Authentication for Scan-to-Email, this feature may stop working unless changes are made.

The good news: secure, modern alternatives are available.

Why This Change Matters

Many multifunction printers use SMTP AUTH with Basic Authentication to send scanned documents by email. Once Microsoft disables this method, devices using the old configuration will no longer be able to authenticate — and scan-to-email workflows will fail.

Organizations should begin planning now to avoid disruptions to document workflows and user productivity.

Microsoft’s Updated Deprecation Timeline

Microsoft has published an updated timeline to give organizations more time to transition to modern authentication methods:

Now through December 2026: SMTP AUTH with Basic Authentication continues to function with no behavior change
End of December 2026: Basic Authentication for SMTP AUTH will be disabled by default for existing tenants (admins can temporarily re-enable if required)
New tenants created after December 2026: Basic Authentication for SMTP AUTH will be unavailable by default — OAuth will be the supported method
Second half of 2027: Microsoft will announce the final, permanent removal date for SMTP AUTH Basic Authentication

This phased approach allows organizations time to validate and deploy more secure authentication options.

Resolution Options for Xerox Multifunction Printers

✅ Option 1 — Move to OAuth 2.0 Authentication

Microsoft recommends transitioning to OAuth 2.0 (Modern Authentication).

Xerox has released firmware updates that enable OAuth 2.0 support on many Xerox printers and multifunction devices. With the proper firmware and configuration, compatible devices can continue using scan-to-email securely with Exchange Online.

Check your device model and firmware level to confirm compatibility before deployment. For more information on OAuth 2.0 and Xerox, click here.

✅ Option 2 — Use Secure Scan Workflow Alternatives

If your device does not support OAuth 2.0 — several secure alternatives provide comparable scan-to-email functionality:

These options often provide enhanced security, audit controls, and improved delivery reliability.

Plan Ahead to Avoid Workflow Disruptions

Because scan-to-email is a mission-critical feature for many organizations, it’s important to review your device configurations now and schedule any needed firmware updates or workflow changes well before Microsoft’s enforcement dates.

A proactive review helps ensure uninterrupted scanning, improved security, and a smooth transition to modern authentication.

About Just·Tech
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