Office365 Basic Auth

To improve security, Microsoft is permanently removing support for basic SMTP authentication in Office365 as of March/April 2026. After this point you will no longer be able to use basic username/password combinations to authenticate to the platform and must instead use an OAuth token. These changes will impact any device (copier, printer, computer) or service (application, software, etc.) that connects to Office365 and sends emails, especially the Scan To Email function on your printer or copier.

To continue to send emails from your device or service, you need to choose one of the following 3 options and roll it out in your environment. Failure to do so will result in email features like Scan To Email to stop working and receiving this error message:
550 5.7.30 Basic authentication is not supported for Client Submission

1) Generate and use OAuth tokens in your environment
Most newer copiers/printers support the use of OAuth tokens. Depending on device age and its firmware build, your device may require a firmware/software update to enable this feature. In that case, Applied customers with active Maintenance Agreements may open a Service Call with our Call Center and request their device(s) firmware/software be upgraded.

The process to generate and use OAuth tokens is shown below:

Microsoft guides for OAuth use

Setup Your Printer/Copier To Send Mail Using Office365

Setup SMTP using OAuth token

Copier/printer manufacturer information for OAuth use
 
2) If you can’t use OAuth tokens you have the following options within the Microsoft ecosystem:
        a. If you are using Basic auth with Client Submission (SMTP AUTH) to send  emails to recipients internal to your tenant, you can use High Volume Email for Microsoft 365. Basic Auth will be supported until September 2028.
 
        b. If you are using Basic auth with Client Submission (SMTP AUTH) to send emails to recipients internal and external to your tenant, you can use Azure Communication Services Email.
 
        c. If you have an Exchange Server on-premises in a hybrid configuration, you can use Basic auth to authenticate with the Exchange Server on-premises or configure the Exchange Server on-premises with a Receive connector.
 
3) Use 3rd party SMTP relay services*
        (* These services generally still allow using user/password combinations  but have additional costs and deployment considerations)
 
        Ricoh Device
    1. Ricoh Smart Integration Essentials
    1. Ricoh SMTP2GO Integration
      Canon Device
    1. Cloud Connector
      Other Options (Not endorsed or supported by Applied Innovation)
    1. SocketLabs
    1. SMTP2GO
      Applied Innovation sells Software Solutions that send emails that are impacted by this change as well. Some resources for those products are included below:
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