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How to Fix Epson Scan to Email Not Working with Microsoft 365 SMTP
Question details
The user is unable to configure an Epson printer's scan-to-email feature using Microsoft 365 SMTP credentials due to authentication failures.
- Product
- Epson Printer and Microsoft 365
- Device & OS
- not provided
- Scenario
- Setting up a network printer to send scanned documents directly to email using a Microsoft 365 account.
- Observed behavior
- The connection fails when using smtp.office365.com on port 587 with STARTTLS because Microsoft has discontinued basic authentication, which many Epson printers rely on.
Ensure you have the IP address of your Epson printer to access its web interface, and verify that you can log into your Microsoft 365 security dashboard.
Configure Microsoft 365 SMTP Using an App Password
Since Microsoft has disabled basic authentication, generating a dedicated App Password bypasses the restriction if your Epson model supports it.
Microsoft now requires Modern Authentication (OAuth2) for standard logins. For legacy devices like older Epson printers, you must use an App Password instead of your regular account password.
Note that App Passwords are only available if Multi-Factor Authentication (MFA) is enabled on your Microsoft account.
Log into your Microsoft 365 account security settings and ensure that Multi-Factor Authentication (MFA) is turned on.
Navigate to 'Security info' in your Microsoft account, select 'Add method', choose 'App password', and follow the prompts to generate a unique 16-character password.
Open a web browser, type your Epson printer's IP address into the address bar, and log in to the administrator portal.
Go to the Network/Email server settings. Enter 'smtp.office365.com', set the port to 587, enable STARTTLS, and paste the App Password into the SMTP authentication password field.
Use an Alternative SMTP Provider (Gmail)
If Microsoft 365 App Passwords are incompatible with your printer, setting up a free Gmail account for routing scanned documents is a reliable workaround.
Edit Your Scanned Documents Easily with WPS Office
If you are having trouble integrating Microsoft 365 services with your hardware, consider WPS Office as a free, lightweight alternative for viewing, editing, and managing your scanned PDFs and documents. Enjoy a familiar interface with seamless Microsoft format compatibility without complicated configurations.
- 1. Install the Software: Download and install WPS Office on your computer or mobile device.
- 2. Open Scanned Files: Once your Epson printer sends the scanned PDF or image to your email, save it locally and open it directly in WPS PDF.
- 3. Edit and Share: Use the built-in PDF tools to highlight text, add annotations, or convert the scanned document into a Microsoft Word file for full text editing.
Frequently Asked Questions
Why did my Epson scan to email suddenly stop working with Microsoft 365?
Microsoft has globally discontinued basic authentication (legacy authentication) for Exchange Online. If your Epson printer relied on a simple username and password for SMTP authentication, it can no longer connect unless you configure an App Password or switch to Modern Authentication.
What are the correct Microsoft 365 SMTP settings for Epson printers?
The standard settings are: SMTP Server: smtp.office365.com, Port: 587, Security/Encryption: STARTTLS (or TLS), and Authentication: Enabled (requires your full email address and an App Password).
How do I know if my Epson printer supports Modern Authentication?
You can check by logging into the printer's Web Config interface and navigating to the email server settings. If you see an option for 'OAuth2' or 'Modern Authentication', it is supported. You may also need to check the Epson support website to see if a firmware update adds this capability to your specific model.
Can I use scan to email without an SMTP server?
Some newer printers support scanning directly to cloud services like Google Drive, Dropbox, or OneDrive using built-in apps, which bypasses the need for SMTP email configuration altogether.
