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How to Configure SMTP Authentication for an Office 365 Printer
Question details
The user needs to configure a printer or scanner to send emails via Microsoft 365 SMTP, but is encountering authentication failures.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Setting up a network scanner or printer to send email notifications or scanned documents through a Microsoft 365 mailbox.
- Observed behavior
- The device fails to authenticate and send emails because it does not support modern authentication or multifactor authentication (MFA), or because app passwords are blocked by Microsoft Security Defaults.
Verify whether your printer or scanner supports TLS encryption and modern authentication. You will also need administrator access to your Microsoft 365 Admin Center to check Security Defaults and configure Exchange mail flow settings.
Configure an Office 365 SMTP Relay Connector
Set up an SMTP relay connector to allow your printer to send emails without requiring modern authentication or app passwords.
This is the recommended approach for legacy printers and scanners that do not support modern authentication or multifactor authentication (MFA). It allows your device to authenticate using a static IP address or a certificate instead of a username and password.
Log in to the Microsoft 365 Admin Center with your administrator credentials, expand the navigation menu, and click on 'Exchange' to open the Exchange Admin Center.
Navigate to 'Mail flow' > 'Connectors'. Click 'Add a connector', select 'Your organization's email server' as the sender, and choose 'Office 365' as the destination.
Name your connector, and in the authentication step, select the option to verify the sender's IP address. Enter the public static IP address of the network where your printer is located.
Access your printer's web interface. Change the SMTP server from smtp.office365.com to your organization's Microsoft 365 MX endpoint (e.g., yourdomain-com.mail.protection.outlook.com). Set the port to 25 and ensure TLS is enabled.
Enable SMTP AUTH Client Submission
Use this method if your printer supports TLS encryption and you can utilize an account without MFA restrictions.
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Frequently Asked Questions
Why are app passwords not working for my Office 365 printer?
App passwords are not compatible if your organization has Microsoft Security Defaults enabled. Security Defaults strictly block legacy authentication protocols. To use app passwords, you must disable Security Defaults and manage security via Conditional Access policies.
What port should I use for Office 365 SMTP client submission?
For SMTP AUTH client submission, use the server address smtp.office365.com with Port 587. You must also ensure that your printer or scanner is configured to support and use TLS encryption.
Do I need a licensed mailbox to use an SMTP relay connector?
No, an Office 365 SMTP relay connector does not require a licensed mailbox to send emails. It authenticates the connection using your organization's public static IP address or an SSL certificate.
Can I use multifactor authentication (MFA) with my network scanner?
Most legacy printers and scanners do not support modern authentication flows required for MFA. You will typically need to bypass MFA for that specific device by setting up an SMTP relay connector or using direct send.
