Microsoft is continuing to strengthen security across Microsoft 365 by phasing out Basic Authentication in Exchange Online in favour of OAuth 2.0 (Modern Authentication). As part of this transition, Basic SMTP AUTH will be disabled in the near future, which means devices and applications that rely on older authentication methods will need to be updated.
For many organisations, this change will affect multifunction printers (MFPs), scanners and other devices that send emails using SMTP, particularly when using scan-to-email features.
Understanding what this change means and taking action early can help avoid disruption to everyday workflows.
Why Microsoft Is Disabling Basic Authentication
Basic Microsoft SMTP Authentication relies on usernames and passwords being transmitted with each request. While this approach was once standard, it is now considered less secure and more vulnerable to cyber threats such as credential theft and brute-force attacks.
OAuth 2.0, also known as Modern Authentication, provides a far more secure framework. Instead of sending login credentials repeatedly, OAuth uses token-based authentication and multi-factor support to protect access to systems and data.
Because of these security advantages, Microsoft is replacing older authentication methods across its cloud services, including Exchange Online.
How This Change Could Affect Your Organisation
Many office devices, particularly printers and multifunction devices used for scan-to-email workflows, rely on SMTP authentication to send messages through Microsoft 365.
If your devices are currently using Basic SMTP authentication, they may stop sending emails once Microsoft disables this method.
As a result, common features such as:
- scan to email
- automated document delivery
- internal email routing
may stop working unless devices are updated to support OAuth 2.0 authentication.
These changes apply across all printer and MFP brands, not just specific manufacturers.
Devices That May Be Impacted
Some existing office devices, including printers and scanners, may still be configured to use traditional SMTP authentication. If this is the case, they will require reconfiguration to support OAuth 2.0.
Importantly, if your organisation already uses SMTP with OAuth 2.0 enabled, then you should not need to make further adjustments.
However, if you are unsure how your devices are currently configured, it is recommended that you review your settings with your IT provider as soon as possible.
Manufacturer Guidance for Enabling OAuth 2.0
To support organisations during this transition, many device manufacturers have published guidance on enabling OAuth 2.0 authentication on their machines.
You can access manufacturer documentation below:
Epson guide: https://download4.epson.biz/sec_pubs/common/oa2/en/NPD7717.pdf
Konica Minolta guide: https://www.konicaminolta.com.au/oauth-2-0-support-on-mfps
Kyocera guide: https://www.kyoceradocumentsolutions.co.uk/en/about-us/contact-us/press/kyocera-oauth2-authentication-support.html
These guides explain how OAuth 2.0 authentication can be configured depending on the brand and model of your device.
Why It’s Important to Act Early
Although the transition to Modern Authentication improves security, organisations that delay making the necessary changes may experience interruptions to scanning and email workflows.
Taking action early helps ensure:
- scan-to-email continues working without disruption
- devices remain compatible with Microsoft 365 security requirements
- users avoid unexpected downtime
- security risks associated with outdated authentication methods are reduced
For busy organisations that rely on document workflows, proactive preparation is the best approach.
The Role of Your IT Provider
In most cases, these authentication changes must be carried out by your IT provider, as they involve Microsoft 365 configuration and device-level authentication settings.
Your IT team will typically:
- confirm how devices currently authenticate with Microsoft 365
- configure OAuth 2.0 authentication where required
- update device settings to support secure email delivery
- test scan-to-email functionality after changes are applied
Working with your IT provider ensures the process is completed correctly and securely.
How SOS Group Can Help
SOS Group works with organisations across the UK to support reliable document workflows and office technology. As part of our Copy • Print • Scan solutions, we help businesses maintain secure and efficient printing environments.
You can learn more about these services here:
https://sosgroup-ltd.co.uk/copy-print-scan-solutions/
If your organisation uses SOS Group–supplied devices and requires assistance with reconfiguring your printers or multifunction devices to support OAuth 2.0 authentication, our team can help coordinate the required changes.
Our engineers regularly work alongside IT teams to ensure devices remain compatible with modern security standards.
Next Steps
If your organisation uses Microsoft 365 with scan-to-email devices, now is the right time to review your authentication settings.
Speak with your IT department or provider to confirm whether your printers or multifunction devices require updates. Addressing the change early will help ensure your systems continue to operate smoothly.
If you require assistance with reconfiguration or would like a quote for support, the SOS Group team is here to help.
📞 0345 230 8080
📧 support@sosgroup-ltd.co.uk
