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How to Fix SMTP Error 535 for Printers in Microsoft 365
Question details
Users need to resolve an issue where their multifunction printer cannot send emails through Outlook.com or Microsoft 365.
- Product
- Microsoft 365 / Outlook.com
- Device & OS
- not provided
- Scenario
- Attempting to send scanned documents via email directly from a multifunction printer using SMTP.
- Observed behavior
- The printer fails to send the email and returns SMTP Error 535 because basic authentication is disabled on the server.
Ensure you have administrator access to the Microsoft 365 Admin Center and the IP address or login credentials for your printer's web interface.
Enable Authenticated SMTP for the Specific Mailbox
Microsoft disables SMTP AUTH by default to protect against unauthorized access. You can safely re-enable it for the specific mailbox assigned to your printer.
If your printer does not support modern authentication (OAuth), the easiest workaround is to explicitly allow basic authentication (SMTP AUTH) for the single account the printer uses to send emails.
Go to the Microsoft 365 admin portal and sign in with your administrator credentials.
Navigate to 'Users' and click on 'Active users'. Search for and select the account that your printer uses to send emails.
In the user properties pane, click on the 'Mail' tab and then select 'Manage email apps'.
Check the box next to 'Authenticated SMTP' and click 'Save changes'. It may take a few minutes for the setting to take effect.
Configure Modern Authentication (OAuth) on the Printer
Use this method if your multifunction printer has firmware that supports Modern Authentication.
Set Up an Authenticated SMTP Relay
If you have multiple devices or a printer that cannot use modern authentication and basic SMTP AUTH is restricted globally, configuring an SMTP relay via Exchange is the best alternative.
Looking for a Lightweight Office Suite? Try WPS Office
While resolving backend server settings like SMTP Error 535 in Microsoft 365, you might be looking for a user-friendly, lightweight alternative for your daily document management. WPS Office offers a complete suite without the complex backend administration.
- 1. Download the Installer: Visit the official WPS Office website and download the free installation package.
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Frequently Asked Questions
Why did my printer suddenly stop sending emails via Microsoft 365?
Microsoft has aggressively deprecated Basic Authentication across Exchange Online for security reasons. If your printer relied on a simple username and password via basic SMTP authentication, the connection will now fail, returning Error 535.
How do I know if my printer supports Modern Authentication?
You can check your printer manufacturer's official documentation or support website. You may also need to log into the printer's web interface and look for a 'Firmware Update' option, as many manufacturers have released updates to add OAuth 2.0 support.
What is the SMTP server address for Outlook.com and Microsoft 365?
For basic SMTP client submission, the server is typically smtp.office365.com on port 587 with STARTTLS enabled. However, if using a Direct Send or SMTP relay, you must use your specific MX record endpoint.
