How to Fix Printers Cannot Send Email Through Microsoft 365 SMTP
Question details
Users are unable to scan to email using multifunction printers (such as Kyocera and Xerox) via Microsoft 365 SMTP services.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Attempting to send scanned documents from a network printer using a Microsoft 365 SMTP relay or direct send configuration.
- Observed behavior
- The printer fails to send emails or throws an authentication error, often occurring after Microsoft updates to basic authentication or TLS requirements.
Ensure you have global administrator access to your Microsoft 365 tenant and administrative access to your printer's web-based configuration interface.
Enable SMTP AUTH for the Specific Mailbox
Microsoft disables SMTP AUTH (Basic Authentication) by default for new tenants. You must explicitly enable it for the specific account your printer uses.
Even if your printer supports TLS 1.2, it will fail to connect if SMTP AUTH is disabled at the tenant or mailbox level. Using an app password or enabling SMTP AUTH for the specific account bypasses this restriction.
Log in to the Microsoft 365 Admin Center, navigate to 'Users', and then click on 'Active users'.
Find and click on the specific email account that is configured on your printer for sending emails.
In the flyout pane, click on the 'Mail' tab, then select 'Manage email apps'.
Check the box for 'Authenticated SMTP', click 'Save changes', and wait a few minutes for the settings to propagate.
Log into your printer's web interface and ensure the SMTP server is set to 'smtp.office365.com', the port is '587', and TLS/STARTTLS is enabled.
Set Up a Direct Send SMTP Relay Connector
If your printer does not support modern authentication or SMTP AUTH is permanently disabled, set up an IP-based connector in Exchange.
Manage Scanned Documents Easily with WPS Office
While troubleshooting your Microsoft 365 email routing, consider WPS Office as a fast, free, and highly compatible alternative for viewing, editing, and managing your scanned PDF documents and Office files.
- 1. Download the Installer: Visit the official WPS website and download the free installation package for your operating system.
- 2. Install the Suite: Run the installer and follow the on-screen prompts to set up WPS Office on your device.
- 3. Open Scanned Files: Launch WPS Office and open your newly scanned PDFs or documents directly from your local drive to edit, merge, or sign them.
Frequently Asked Questions
Why did my printer suddenly stop sending emails via Microsoft 365?
Microsoft has been actively deprecating Basic Authentication and older TLS versions across Exchange Online. If your printer relied on Basic Authentication without SMTP AUTH explicitly enabled, or if it used TLS 1.0/1.1, the connection will be rejected.
How do I check if my printer supports TLS 1.2?
You can verify this by logging into your printer's web-based administration interface and checking the Security or Network settings. Alternatively, check the manufacturer's website for firmware release notes to see if a TLS 1.2 update is available for your specific model.
What is the correct SMTP port for Microsoft 365?
When using SMTP AUTH (smtp.office365.com), you should use Port 587 with STARTTLS/TLS enabled. If you are using an IP-based Direct Send connector (MX endpoint), you should use Port 25.
Can I use an app password for my printer's SMTP settings?
Yes. If the Microsoft 365 account configured on the printer has Multi-Factor Authentication (MFA) enforced, you cannot use the normal password. You must generate an App Password in the account's security settings and use that in the printer's SMTP configuration.
