Your scanner may still send documents today while relying on an email sign-in method whose Microsoft 365 default is about to change. A short inventory and a delivery test can help your office prepare.
Find out whether your scanner is affected
A scanner can send a document through several email services and methods. The change described here concerns Exchange Online SMTP AUTH using Basic authentication, which typically sends a username and password to sign in. See Microsoft’s timeline.
Your scanner is not necessarily affected just because your organization uses Microsoft 365. It matters which email service, sending method, and authentication method that particular device uses. Ask the person who manages your email or copier if you cannot see those settings.
Know what changes and when
Microsoft’s January 2026 announcement sets these milestones for Exchange Online SMTP AUTH Basic authentication. Read the announcement.
Existing behavior continues
Microsoft says SMTP AUTH Basic authentication behavior remains unchanged through December 2026.
Default changes for existing tenants
Basic authentication will be disabled by default for existing tenants. An administrator can still enable it if needed.
New tenants start with a different default
Microsoft says Basic authentication will be unavailable by default for newly created tenants. OAuth will be the supported authentication method.
Final removal date to be announced
Microsoft plans to announce the final removal date in the second half of 2027. It has not set that removal date in this announcement.
A tenant is your organization’s Microsoft 365 environment. The announced default change is not the same as final removal. Re-enabling Basic authentication, where available, is a temporary decision for an administrator, not a long-term migration plan. Check Microsoft’s latest notice before acting.
Check the device and its email path
Start with one test device, then repeat the inventory for every scanner and application that sends mail. The same office may use different methods for different devices.
The Exchange admin center’s SMTP AUTH Clients Submission Report can help an administrator identify clients and authentication methods. Cross-check its results with device settings and test activity. See Microsoft’s retirement notice.
Do not copy a saved password into a spreadsheet or share it in a support request. The address of a server is a useful clue, but it does not by itself prove which authentication method a device uses.
Choose a supported sending method
SMTP AUTH is a sending protocol. Basic authentication and OAuth are different ways to authenticate when using it. Microsoft says SMTP AUTH supports OAuth as well as Basic authentication. See Microsoft’s SMTP AUTH guidance.
Ask the manufacturer whether the exact scanner model and firmware support OAuth for its email workflow. A device supporting OAuth elsewhere does not prove its scan-to-email function supports it.
| Method | What to check |
|---|---|
| SMTP AUTH with OAuth | Device support, mailbox permissions, and the organization’s security policy. |
| SMTP relay | Connector, network and authentication requirements, plus internal and external recipient needs. |
| Direct Send | Internal recipient scope and whether the organization permits this method. |
| Other supported service | Vendor integration, recipient scope, cost, and required administration. |
Microsoft describes SMTP relay, Direct Send, and other options for devices. Their requirements and recipient limits differ. For example, Direct Send does not relay messages to the internet through Microsoft 365. Compare Microsoft’s methods.
Do not assume an alternative will work with your network or security policies. Have the administrator review the selected design and the vendor confirm device compatibility before changing settings.
Test a replacement before switching
A small pilot can expose problems before the entire office depends on the new path. Choose a device that represents the others and schedule the test with its owner.
Document the current setup
Record the configuration and who can restore it. Do not expose stored credentials. Note any address book or sender settings needed for the test.
Configure the supported method
Use the vendor’s instructions and the administrator’s approved mail settings. Confirm any required account, connector, permissions, and network access.
Send a harmless test document
Use a non-sensitive page. Send it to an internal recipient and, if required, an external recipient. Confirm receipt, sender, attachment, and legibility.
Check failure handling
Confirm who receives an error, how the team reports it, and how the administrator checks mail flow. Repeat after a restart or scheduled policy change.
A message on the scanner screen is not proof that the recipient received the attachment. Ask the recipient to open it. If the test fails, collect the time and error message for the administrator without sharing passwords.
Use a simple decision example
Scanner A needs review for the announced Basic authentication change. Its owner asks the vendor about OAuth and tests an approved alternative. The administrator checks whether the existing tenant can use a temporary exception if the migration takes longer.
Scanner B is not automatically affected by this specific SMTP AUTH Basic authentication change. Its administrator still checks the relay’s own requirements and tests delivery. Both devices need an owner and a documented fallback, but they do not necessarily need the same fix.
Give the right person a useful handoff
If a managed copier belongs to a vendor, include its model and location. Ask the vendor and your Microsoft 365 administrator to coordinate. Keep a secure record of the selected method, test results, and support contact.
Sources and update
Checked November 2, 2026. The timeline describes Microsoft’s stated schedule as of that date. Confirm current guidance and your own device’s capabilities before changing its settings.
Frequently asked questions
Will every scanner stop sending email in January 2027?
No. The announced change concerns Exchange Online SMTP AUTH Basic authentication. The effect depends on your tenant and device setup. Existing tenants can have Basic authentication re-enabled by an administrator if needed.
Does OAuth mean SMTP AUTH must be turned off?
No. SMTP AUTH is the sending protocol. Microsoft supports OAuth as an authentication method for SMTP AUTH. The device, mailbox settings, and security policy must also support the chosen configuration.
Is the final removal date already January 2027?
No. Microsoft announced a default change at the end of December 2026 for existing tenants. It said it would announce the final removal date in the second half of 2027.
Can I use the same alternative for every scanner?
Possibly, but check each model, firmware version, network, recipient requirement, and vendor guidance. Test a representative device before a wider rollout.