Fix Xerox Printer SMTP App Password Issues in Microsoft 365
Question details
The user is unable to use the scan-to-email function on a Xerox AltaLink printer via Microsoft 365 using an app password, even though two-factor authentication is enabled.
- Product
- Microsoft 365
- Device & OS
- Xerox AltaLink C8055
- Scenario
- Configuring SMTP scan-to-email functionality on a network printer using a Microsoft 365 email account and an app password.
- Observed behavior
- The printer fails to authenticate and send emails using the Microsoft 365 app password, whereas Gmail app passwords work perfectly and scan-to-email works when Microsoft 365 2FA is disabled.
Ensure you have administrator access to both your Microsoft 365 Admin Center and the web interface of your Xerox printer.
Enable SMTP AUTH for the Specific Mailbox
Microsoft disables Authenticated SMTP (SMTP AUTH) across all tenants by default to enhance security, which actively blocks app passwords from working on legacy devices like printers.
Even if you have generated a valid app password and configured two-factor authentication, the connection will fail if the underlying SMTP AUTH protocol is disabled for the mailbox.
Navigate to admin.microsoft.com and sign in with your global administrator credentials.
Go to Users > Active users in the left navigation pane and select the user account that is being used for the printer's scan-to-email.
In the user's flyout pane, click on the 'Mail' tab, then select 'Manage email apps' under the Email apps section.
Check the box next to 'Authenticated SMTP' to enable it for this specific account, then click 'Save changes'.
Configure Exact SMTP Settings on the Xerox Printer
Verify that your Xerox printer's network settings are using the correct Microsoft 365 endpoints, ports, and modern encryption standards.
Set Up an Alternative SMTP Relay Connector
If conditional access policies or tenant restrictions prevent app passwords from working, setting up an SMTP relay using the printer's static IP address is the official Microsoft fallback method.
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Frequently Asked Questions
Why does Microsoft 365 block my printer's scan-to-email even with an app password?
Microsoft disables Authenticated SMTP (SMTP AUTH) by default for all new tenants to prevent unauthorized access. Even with a valid app password and 2FA, the mailbox will reject basic authentication from printers unless an admin manually enables SMTP AUTH for that specific user account.
Why does Gmail work with app passwords on my printer but Microsoft 365 fails?
Google Workspace and Gmail have different default security architectures. While Microsoft strictly blocks legacy authentication protocols organization-wide by default, Gmail currently allows app passwords to route through its SMTP servers without requiring manual protocol overrides in an admin center.
Can I use scan-to-email on Microsoft 365 without an app password?
Yes. You can use Microsoft 365 Direct Send or set up an SMTP Relay connector via the Exchange Admin Center. This method uses your network's static public IP address to authenticate the printer instead of relying on an email address and password.
What are the correct Microsoft 365 SMTP settings for a Xerox printer?
You should use 'smtp.office365.com' as the server address, set the port to 587, and enable STARTTLS or TLS encryption. SSL on port 465 is not supported for Microsoft 365 SMTP client submission.
