By John Behan, SOS Group Director
Almost everyone at SOS Group would acknowledge that Microsoft SMTP authentication changes do not, on the surface at least, provide the kind of topic that encourages readers to continue past the first paragraph.
However, SOS Group Director, John Behan, would argue that these important and imminent changes to the way printers and scanners work, will only lack interest until the day they suddenly happen and cause issues in unprepared workplaces.
John says: “We’re more passionate than most about printers and scanners, but even I can see discussing these changes wouldn’t make for lively dinner party conversation.
“For larger organisations, that have their own IT departments, preparations should already have been made for this changeover. And we’d strongly recommend smaller companies and organisations look now at what the changes will mean, and how they will affect their day-to-day activities.”
Established in 2002, SOS Group is an award-winning office technology company facilitating business requirements across all sectors.
Based on the Team Valley and specialising in providing copy, print, scan solutions, it is an SME that counts multinationals within its established client base. The company also works closely with small businesses and supports start-ups as they grow, as well as helping to deliver internationally significant sporting and political party events.
John continues: “Even companies using only one or two printer scanners will need to be aware, and take action, as these Microsoft changes come into effect.
“Designed to continue to strengthen security across Microsoft 365, Microsoft will soon be phasing out Basic Authentication in Exchange Online in favour of OAuth 2.0, or Modern Authentication as it’s also known.
“I appreciate, that’s a lot of IT information for many people to get their heads around, but essentially it means devices and applications that rely on older authentication methods will need to be updated.
“And 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.
“As scan-to-email is far and away the majority method of using these devices for most companies and organisations, understanding what this change means and taking action early is vital to avoid disruption to everyday workflows.”
Why Microsoft Is Disabling Basic Authentication
Basic 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 may stop working unless devices are updated to support OAuth 2.0 authentication.
These include:
scan to email
automated document delivery
internal email routing
John adds: “It’s important to note that these changes apply across all printer and MFP brands, not just specific manufacturers.
“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.
“To support organisations during this transition, many device manufacturers have published guidance on enabling OAuth 2.0 authentication, and we have links to the useful guides from Epson, Konica Minolta (Develop), Lexmark and Kyocera on our website.
“They explain how OAuth 2.0 authentication can be configured depending on the brand and model of your device. However, if you’re unsure how your devices are currently configured, it’s recommended that you review your settings with your IT provider as soon as possible.”
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.
Next steps
If your organisation uses Microsoft 365 with scan-toemail 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