From March 2026, Microsoft will retire Basic Authentication for SMTP AUTH in Exchange Online. This change may disrupt scan-to-email setups that rely on older authentication methods, particularly those using Office 365 / Microsoft 365 SMTP.

For many businesses, this means that multifunction printers (MFPs) and scanners could suddenly stop sending scans via email unless updated.

Why This Matters

If your MFP or scanner uses only a username + password to send scanned documents, it may no longer work after the Microsoft update. This affects leading brands such as Konica Minolta, Kyocera, Canon, Fujifilm, and many others.

The risk is clear: without action, businesses may face unexpected disruption to document workflows, leading to delays and productivity losses.

What You Can Do

At Principal, we’re helping customers prepare well before the March 2026 deadline. Depending on your devices and setup, solutions include:

• Newer devices → Enable OAuth 2.0 for secure, future-proof scanning.
• Older devices → Use SMTP relay via Microsoft 365 to keep legacy devices running.
• Mixed environments → Deploy middleware or proxy for centralised, secure scanning.
• Non-365 tenants → Use alternative SMTP services to decouple scanning from Microsoft 365.

How to Prepare

We recommend a simple three-step approach:

1. Audit – Identify which devices are affected.
2. Plan – Choose the right solution per site.
3. Book – Arrange updates or replacements before the deadline.

Don’t Leave It Too Late

With thousands of UK businesses reliant on scan-to-email, we expect a surge in demand for updates as March 2026 approaches. Taking action now ensures you avoid disruption, keep staff productive, and stay ahead of the change.

Book your Microsoft SMTP readiness review with Principal today. 

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