Our MFP/scan-to-email broke when basic auth was disabled
Multifunction printers (Canon, Konica, Ricoh, Xerox) often use basic SMTP AUTH. Since Microsoft disabled basic auth for SMTP AUTH (Sep 2025), scan-to-email to M365 fails. Three routes: Direct Send (internal only), SMTP relay connector (external), or via a local relay.
Try this first
- 1Decide whether scan-to-email goes to internal mailboxes only. If yes: Direct Send to smtp.office365.com:25 unauthenticated. Works for @yourdomain.com recipients.
- 2External recipients: configure a Receive Connector in Exchange admin. Authorize on the public IP of your office (static IP needed). No credentials on the printer.
- 3MFP config: SMTP server smtp.office365.com, port 25, no auth, TLS. From-address must be a valid mailbox in your tenant (else 5.7.60).
- 4If the site has no static public IP, you can put a local Linux relay (Postfix with OAuth) between MFP and M365. Or a cloud SMTP relay like SMTP2GO.
- 5Test scan-to-email to both internal and external recipients. Internal-only working points to Direct Send, both working to a Receive Connector.
When to bring us in
30 MFPs across sites? A central SMTP relay (cloud or on-prem) beats configuring each MFP separately.
See also
- Our emails land in spam for some recipientsAlmost always an SPF, DKIM, or DMARC setting that is wrong or missing, or a sender name that mimics a well-known brand.
- Someone reports receiving phishing emails "from us"Read: spoofing. Someone is abusing your sender name, not necessarily your actual mailbox.
- An email bounces (NDR): delivery failedThe NDR text usually states the exact reason. Reading it is step one.
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