Microsoft is currently making changes to how Microsoft 365 email accounts authenticate – and if you currently use Scan to Email on your office printer, photocopier, or multi-functional device (MFD), this is something worth knowing about now rather than later.
In this blog, we will walk you through what’s happening, what it means for your business, and what to do about it now.
What’s Changing?
Microsoft is moving customers away from older ‘username and password’ email authentication methods and towards more secure, modern authentication such as OAuth (Open Authorisation – a framework that allows an app to be authorised without sharing your password) as well as multi-factor authentication (MFA).
It’s essentially like changing the lock on a door. Previously, a printer only needed a username and password in order to send an email; Microsoft is adding stronger security checks that require extra verification.
What Does This Mean for Me?
If your printer, scanner, photocopier, application, or any other automated system sends emails using a Microsoft 365 mailbox, you may be affected. This is commonly seen with:
• Scan to Email workflows from MFDs
• Automated reporting or alert systems
• Line-of-business applications that email documents or notifications
• Any device or software using a stored Microsoft 365 username and password to send mail
Will My Printer Stop Working?
Not straight away. Microsoft has extended the timeline for this change, so there’s no need to panic. Here’s where things currently stand as of September 2026:
• Until the end of December 2026 – current behaviour remains unchanged.
• From the end of December 2026 – SMTP AUTH Basic Authentication will be disabled by default for existing tenants, although administrators can still re-enable it if required.
• New Microsoft 365 tenants created after December 2026 will not have SMTP AUTH Basic Authentication enabled by default.
• Microsoft has stated that the final retirement date is expected to be announced during the second half of 2027.
In short, this isn’t an overnight cut-off. It’s a phased change in order to help businesses start planning now to make the switch go more smoothly for them.
How Does This Affect MFDs?
Many older MFDs are configured to use a Microsoft 365 email account and password to send scanned documents. This is usually set up once and forgotten about. When Basic Authentication eventually retires, some devices may stop sending scans by email unless they’re updated.
The impact of this, however, will vary from device to device:
• Some modern MFDs already support OAuth and simply need reconfiguring.
• Some older devices will need a firmware update before they can support it.
• A small number of older devices may not be capable of supporting modern authentication at all, and could need replacing.
The safest approach to the change is to check if your device needs updates or if it is incapable of supporting OAuth.
What Should I Do Now?
Because of the timeline, businesses don’t need to do anything drastic immediately. However, a little bit of preparation will save stress later. We’d recommend:
1. Identify all devices using Scan to Email.
2. Check whether devices support OAuth or modern authentication.
3. Review applications that send email through Microsoft 365.
4. Create a migration plan before Microsoft announces the final retirement date.
5. Book an assessment to identify affected devices.
Acting on this early means you can plan necessary work around your schedule rather than dealing with unexpected failures in the middle of the day.
Want to Check if Your MFD Will Be Affected?
If you want to check if your printer or application will be affected, contact SOS Systems today. We can carry out a Microsoft 365 Email Assessment to identify any devices or systems at risk and recommend the next steps for your business.
FAQs
What is changing?
Microsoft is moving away from older username-and-password authentication methods and towards more secure, modern authentication.
Why is Microsoft making this change?
To improve security and better protect organisations from cyber threats. Basic Authentication doesn't support multi-factor authentication, which makes it more vulnerable if a password is ever compromised.
What is an MFD?
An MFD is a multifunctional device – something that combines printing, scanning, and copying.
How could this affect my MFD?
If your MFD uses Microsoft 365 email for Scan to Email, it may need updates or reconfigurations.
Will my Scan to Email stop working?
Not immediately, but affected devices should be reviewed before the final retirement date.
Are all printers affected?
No. Many modern devices already support modern authentication, or can be updated to do so.
