Scan-to-email broken since Microsoft disabled basic auth
Microsoft 365 is phasing out SMTP AUTH. Printers used to send to smtp.office365.com with username + password, that path is closing or already closed.
Try this first
- 1Confirm it is SMTP AUTH. Check the printer panel or logs for a 535 5.7.139 error. If so, basic auth is off for that account.
- 2Option 1 (fastest): Microsoft 365 high-volume email or Direct Send. The printer sends from a fixed IP to tenantname.mail.protection.outlook.com, no auth needed. Internal recipients only.
- 3Option 2 (cleanest): SMTP relay via SendGrid, Mailgun, or an ISP relay. Own credentials, own DNS records (SPF, DKIM, DMARC), works to any recipient.
- 4Option 3 (temporary): re-enable SMTP AUTH per-mailbox via PowerShell on a service account, strong password and MFA exclusion. Supported until Microsoft pulls the plug, not a long-term plan.
- 5Always update your SPF record when changing send method. Otherwise mail goes to spam and the printer takes the blame.
When to bring us in
Got 5 or more MFPs: do it once with a central relay. We set up Mailgun or SendGrid with your own domain, adjust DNS. Half-day one-off.
See also
- Printer suddenly not foundFor everyone at once: print server or network. For one person: local Windows driver or expired authorisation.
- Print job stuck in queue, nothing happensA stuck queue blocks all subsequent prints. Cleaning takes two minutes.
- Scanner no longer sends emails (scan-to-email)Almost always: the account the scanner uses had its password expire, or the mail provider blocks old protocols.
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