How to Fix a Multifunction Printer That Cannot Send Email Through Microsoft 365
Question details
The user needs to troubleshoot a multifunction printer or scanner that has suddenly stopped sending emails through Microsoft 365 using smtp.office365.com.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Configuring a multifunction printer or scanner to send scanned documents as email attachments via Microsoft 365 SMTP services.
- Observed behavior
- The printer fails to send emails due to account restrictions, disabled SMTP AUTH, mismatched TLS protocol versions, or outdated firmware.
Ensure you have the login credentials for the email account used by the printer and possess administrative access to the Microsoft 365 Exchange admin center.
Verify Mailbox Status and Enable SMTP AUTH
Confirm that the email account associated with the printer is active and that SMTP authentication is explicitly enabled in the admin center.
Microsoft 365 disables SMTP AUTH by default for many new tenants to enhance security. If your printer relies on standard client submission, this feature must be turned on for the specific mailbox.
Sign in to Outlook on the web using the printer's email account credentials and send a test email to ensure the mailbox is active and able to send messages.
Log in to the Microsoft 365 admin center as an administrator and navigate to Users > Active users.
Click on the user account assigned to your multifunction printer to open the properties pane.
Select the Mail tab in the properties pane, and click on 'Manage email apps'.
Check the box next to 'Authenticated SMTP' and save your changes. Try sending a test scan from the printer.
Update Printer Firmware and Verify TLS Settings
Microsoft 365 rejects email connections using outdated security protocols. Ensure your printer is using TLS 1.2 or higher.
Configure an Authenticated SMTP Relay
If standard SMTP AUTH client submission is unsuitable for your network environment or printer model, configure a relay connector in Exchange Online.
Looking for a Lightweight Alternative to Microsoft 365?
While troubleshooting Exchange and SMTP issues can be complex, choosing the right office productivity suite doesn't have to be. WPS Office offers a free, highly compatible, and lightweight alternative to Microsoft Office, perfect for managing your documents, spreadsheets, and presentations without the overhead.
- 1. Download WPS Office: Visit the official WPS website to download the free installation package for your operating system.
- 2. Install the Suite: Run the installer and follow the simple on-screen instructions to set up the software.
- 3. Open Your Files: Launch WPS Office and immediately open your existing Microsoft Office documents without format changes.
Frequently Asked Questions
Why is my printer getting an authentication error when sending email via Microsoft 365?
This typically occurs if SMTP AUTH is disabled for the assigned email account, the account password has expired, or multi-factor authentication (MFA) is enabled on the account without configuring an app password.
What server settings should I use for Microsoft 365 SMTP client submission?
Configure your printer to use the server address 'smtp.office365.com', set the port to 587, and enable STARTTLS or TLS encryption. You must also authenticate using the full email address and password.
Can I use an email alias for my printer to authenticate?
No, the printer must authenticate using the primary email address and credentials of the account. Attempting to log in using an alias will result in an authentication failure.
Does Microsoft 365 still support TLS 1.0 or 1.1 for sending emails?
Microsoft has deprecated support for TLS 1.0 and 1.1 across its services. If your printer relies on these older, insecure protocols, the connection will be rejected. You must update the printer's firmware to support TLS 1.2.
