Does MFA Affect Microsoft 365 Printer Scan-to-Email?
Question details
An organization needs to know if enabling Multi-Factor Authentication (MFA) and disabling Basic Authentication will break scan-to-email functionality on multifunction printers using Microsoft 365 SMTP.
- Product
- Microsoft 365 Exchange Online
- Device & OS
- not provided
- Scenario
- Implementing organizational MFA and removing Basic Authentication for security compliance.
- Observed behavior
- Evaluating potential disruptions to multifunction devices scanning documents directly to user inboxes via smtp.office365.com.
Verify your multifunction printer's firmware version and consult the manufacturer's manual to determine if the device natively supports OAuth for SMTP AUTH.
Verify OAuth Support and Update Printer Firmware
Use this solution if your printer manufacturer has released modern firmware that supports OAuth (Modern Authentication) for SMTP AUTH.
Microsoft highly recommends transitioning to Modern Authentication. While SMTP AUTH natively supports OAuth, many older hardware devices and clients lack the capability to process it.
Upgrading your printer's firmware may introduce OAuth support, allowing it to communicate securely with Microsoft 365 even when legacy authentication is entirely blocked.
Navigate to the official support page of your printer manufacturer (e.g., HP, Canon, Xerox) and search for your specific printer model.
Look for recent firmware updates specifically mentioning 'Modern Authentication', 'OAuth 2.0', or 'Microsoft 365 compatibility'.
Apply the firmware update to your printer through its web admin interface, then reconfigure the scan-to-email settings to use OAuth instead of Basic Authentication.
Continue Using Basic Auth for SMTP AUTH
Use this approach if your device cannot be updated to support OAuth and must rely on standard SMTP AUTH.
Configure a Microsoft 365 SMTP Relay
Ideal for organizations with multiple older printers that cannot use modern authentication or require sending emails without individual licensed mailboxes.
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Frequently Asked Questions
Will Microsoft completely disable Basic Authentication for SMTP AUTH?
As of current policies, Microsoft has no plans to disable Basic Authentication for SMTP AUTH clients, specifically to accommodate hardware like printers and scanners that cannot easily upgrade to Modern Authentication (OAuth).
Can I use an App Password for scan-to-email if MFA is turned on?
Yes. If SMTP AUTH is enabled for the account and MFA is enforced, you can generate an App Password in your Microsoft 365 security settings and input that password into the printer's email configuration instead of your normal password.
How do I check if my printer supports OAuth for Microsoft 365?
You need to log into the printer's web admin interface and look at the SMTP or Email configuration settings. If it supports OAuth, you will typically see options for 'Modern Authentication', 'OAuth 2.0', or a specific 'Sign in to Microsoft' authorization button. You should also check the manufacturer's latest firmware release notes.
Why is my printer failing to send emails despite having the correct password?
If the password is correct, Microsoft 365 may have disabled SMTP AUTH for that specific mailbox or tenant-wide by default (a feature known as Security Defaults). You must explicitly enable SMTP AUTH for the licensed account used by the printer.
