Fix Microsoft 365 Copiers Cannot Scan to Email Using SMTP
Question details
Users are unable to send scanned documents to email from their copiers via Microsoft 365 SMTP.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Trying to send scanned documents from a multifunction copier to email using the smtp.office365.com server.
- Observed behavior
- The copier fails to authenticate with Microsoft 365, preventing scans from being emailed. This is typically due to Basic Authentication being disabled for SMTP AUTH globally.
Ensure you have administrator access to the Microsoft 365 admin center and the IP address or login credentials for your copier's web interface.
Enable SMTP AUTH for the Copier Mailbox
If your copier supports modern encryption (STARTTLS) but just needs SMTP AUTH enabled, you can turn it back on for a specific mailbox.
Microsoft has disabled Basic Authentication by default for security reasons. However, you can still selectively enable Authenticated SMTP for the specific account used by your copier.
Sign in to the Microsoft 365 admin center, navigate to 'Users', and then click on 'Active users'.
Find and select the user account that the copier uses to send emails to open its properties panel.
Click on the 'Mail' tab and select the 'Manage email apps' link under the Email apps section.
Check the box next to 'Authenticated SMTP' and click 'Save changes'.
Log into your copier's interface and ensure the SMTP server is set to 'smtp.office365.com', the port is 587, and STARTTLS encryption is enabled.
Configure Microsoft 365 Direct Send
Best for copiers that only need to send emails to recipients within your own organization and do not support modern authentication.
Set Up Microsoft 365 SMTP Relay
Use this method if your copier needs to send emails to external recipients but cannot authenticate directly using SMTP AUTH.
Upgrade Your Productivity with WPS Office
While managing network devices and email servers can be complex, editing your daily documents shouldn't be. WPS Office offers a free, lightweight, and highly compatible alternative to Microsoft Office for all your word processing, spreadsheet, and presentation needs.
- 1. Download the Installer: Visit the official WPS Office website and download the free installation package for your operating system.
- 2. Install the Software: Run the downloaded installer and follow the simple on-screen instructions to complete the setup in minutes.
- 3. Open and Edit Documents: Launch WPS Office to instantly open and edit your existing Microsoft Office files or scanned PDFs with perfect formatting.
Frequently Asked Questions
Why did my copier suddenly stop sending emails through Microsoft 365?
Microsoft recently disabled Basic Authentication globally for Exchange Online, which affects legacy SMTP AUTH connections. Devices relying on outdated authentication methods will fail to connect unless reconfigured to use modern authentication, Direct Send, or an SMTP Relay.
How can I check if the email reached Microsoft 365 from the copier?
You can use the Message Trace feature in the Exchange Admin Center. However, if the copier fails to authenticate completely at the network level, the message will never reach the Exchange server and will not appear in the Message Trace logs.
Can I still use port 25 for sending emails from a copier?
Yes, port 25 can be used for Direct Send and SMTP Relay methods in Microsoft 365. Keep in mind that many internet service providers (ISPs) block port 25 outbound traffic to prevent spam, so you may need to ensure your network firewall and ISP allow traffic on this port.
Does Direct Send allow emailing outside my organization?
No, Direct Send only permits sending emails to recipients within your own Microsoft 365 tenant. If you need to send scanned documents to external email addresses (like Gmail, Yahoo, or client domains), you must use SMTP AUTH or set up an IP-based SMTP Relay.
