Scan to Email Microsoft 365 OAuth Fix: The Ultimate Guide

Introduction

The scan to email microsoft 365 oauth fix is a critical procedure for businesses relying on multifunction printers (MFPs) as Microsoft continues to phase out Basic Authentication in Exchange Online. If your device’s « scan to email » feature suddenly stopped working, this change is the likely culprit. Older devices were configured using a simple username and password (Basic Auth), which is now considered a security risk. The modern, more secure method is OAuth 2.0, a token-based authorization framework. This guide provides a definitive walkthrough to re-establish your printer’s connection securely.

Many administrators are discovering their existing hardware is incompatible or requires significant reconfiguration. The process involves verifying your printer’s capabilities, updating its firmware, and correctly configuring your Microsoft 365 environment. Failing to adapt means losing a vital office function. Following these steps ensures a permanent and secure solution. For a successful outcome, you need a methodical approach to tackle this mandatory security upgrade, and this guide provides the necessary scan to email microsoft 365 oauth fix.

Table of Contents

• Tools & Parts
• Timing
• Step-by-Step Instructions
• Technical Profile & Risk
• Safer Alternatives & No-Parts Fixes
• Deployment & Testing
• Common Mistakes to Avoid
• Storage, Backups & Maintenance
• Conclusion
• FAQs

Tools & Parts

This is a software and configuration-based task, so no physical parts are required. You will need administrative access and credentials for the following systems:

• Microsoft 365 Admin Center: Global Administrator or Exchange Administrator roles are necessary to configure mail flow rules and connectors.
• Printer’s Embedded Web Server (EWS): You need the administrator username and password for your specific printer model to access its network and email settings.
• A Modern Web Browser: Chrome, Firefox, or Edge to access the admin portals.
• Network Information: The printer’s static IP address and your organization’s domain name are essential.

Timing

The entire process typically takes between 30 to 90 minutes. The largest variable is the time required to find, download, and apply a firmware update to your printer. The Microsoft 365 configuration itself can often be completed in under 20 minutes by an experienced administrator. Testing and verification may add another 10-15 minutes. Plan for potential downtime of the scan-to-email function during this period.

Step-by-Step Instructions

Follow these steps carefully to transition from legacy SMTP AUTH to a modern, secure configuration. This process is the core of the scan to email microsoft 365 oauth fix.

Step 1: Assess Your Printer’s Capabilities

Before changing any settings, determine if your printer supports OAuth 2.0 natively. Log into the printer’s EWS and navigate to the SMTP or email settings. Look for an authentication method labeled « OAuth 2.0 » or « Modern Authentication. » If this option exists, your path is much simpler. If not, you will need to rely on alternative methods like Direct Send or an SMTP Connector, which are covered in the following steps. This initial check prevents you from wasting time on incompatible solutions.

Step 2: Update Your Printer’s Firmware (A Key scan to email microsoft 365 oauth fix)

Printer manufacturers frequently add OAuth support through firmware updates. Even if you don’t see the option now, an update might add it. Visit the support website for your printer’s manufacturer (e.g., HP, Xerox, Canon, Ricoh) and search for your specific model. Download the latest available firmware and follow the manufacturer’s instructions to apply it. After the update and a device reboot, check the email settings again for OAuth 2.0 support. This step is non-negotiable for security and feature compatibility.

Step 3: Configure a Microsoft 365 Connector (SMTP Relay)

If native OAuth is unavailable, the most reliable method is creating a mail flow connector in the Exchange Admin Center. This setup authenticates using your public IP address. You must have a static IP for this to work. In the Exchange Admin Center, go to Mail flow > Connectors, and add a new connector from « Your organization’s email server » to « Office 365. » Configure it to only accept mail from your office’s static IP address. This is a secure relay method that doesn’t require authentication on the printer itself.

Step 4: The Final scan to email microsoft 365 oauth fix: Reconfiguring the Printer

Once your M365 environment is ready, you must reconfigure the printer. In the EWS, navigate to the SMTP settings.

• For Native OAuth: Select OAuth 2.0 and follow the on-screen prompts to sign in with an M365 account and grant permissions.
• For Connector/Direct Send: Enter the Microsoft 365 MX endpoint for your domain (e.g., yourdomain-com.mail.protection.outlook.com) as the SMTP server. Set the port to 25 and ensure TLS is enabled. Crucially, disable authentication; the connection is authorized by your IP address or certificate via the connector rule.

Step	Action	Why it helps	Time
1	Check printer EWS for OAuth 2.0 support.	Determines the easiest path forward.	5 mins
2	Download and install the latest printer firmware.	Adds new features like OAuth and patches security flaws.	15-45 mins
3	Create a mail flow connector in Exchange Admin Center.	Provides a secure relay method for non-OAuth devices.	15 mins
4	Reconfigure printer SMTP settings to use the new method.	Implements the fix and restores scan-to-email functionality.	10 mins

Technical Profile & Risk

This task is best suited for an IT administrator or a technically proficient user comfortable with network settings and cloud service administration. The primary risks involve misconfiguration. Incorrectly setting up a mail flow connector could create an open relay, a serious security vulnerability. Similarly, improperly editing your domain’s SPF record (required for some methods to prevent mail from being marked as spam) can disrupt overall email deliverability for your entire organization. Always double-check your settings before saving.

Safer Alternatives & No-Parts Fixes

If your printer is too old and lacks firmware updates, or if you cannot use an IP-based connector, consider these alternatives:

• Scan to Network Folder: Configure the MFP to save scanned documents to a shared network folder (SMB or FTP). This is highly reliable and keeps traffic internal. You can learn more about how to set up scan-to-folder protocols elsewhere on our blog.
• Scan to Cloud Storage: Many modern devices support scanning directly to services like OneDrive, SharePoint, or Dropbox. This bypasses email entirely.
• Third-Party SMTP Service: Use a dedicated transactional email service as a relay. These services are designed for this purpose and often have better logging and support, though they come with a monthly fee.

Deployment & Testing

After applying the configuration, thorough testing is essential. From the printer’s control panel, send a test scan to two different email addresses: one inside your organization and one external (like a personal Gmail or Outlook account).

Confirm that both emails are received. Check the spam or junk folder if they don’t arrive in the inbox. For the external recipient, inspect the email headers to ensure it passed SPF and DKIM checks, which confirms your mail is seen as legitimate and not spoofed.

Common Mistakes to Avoid

Many users stumble during this process. Avoid these common errors:

• Forgetting the SPF Record: When using Direct Send or a connector, you must add your office’s static IP address to your domain’s SPF DNS record. Forgetting this step will cause most external mail systems to reject your scanned emails as spam.
• Using the Wrong SMTP Endpoint: Do not use smtp.office365.com. This endpoint is designed for authenticated client submissions (SMTP AUTH), the very thing you are moving away from. Use your domain-specific MX record.
• Ignoring Port and TLS Settings: Always use port 25 and ensure TLS is enabled. Unencrypted connections are a security risk and may be rejected by Microsoft 365.
• Not Backing Up Settings: Before making any changes, navigate through the printer’s EWS and take screenshots or export the configuration file. This provides an easy way to revert if something goes wrong.

Storage, Backups & Maintenance

Your printer’s configuration is valuable data. Most enterprise-grade MFPs allow you to back up the entire device configuration to a file. Store this file in a secure location. Perform a new backup after successfully implementing this fix.

For ongoing maintenance, create a recurring calendar reminder (quarterly or semi-annually) to check for new printer firmware. Manufacturers continue to refine security and features, and staying current is the best way to prevent future issues and keep your device secure.

FAQs

Q: Why did my printer’s scan-to-email feature suddenly stop working in 2023?
A: Microsoft has been progressively disabling Basic Authentication for Exchange Online to improve security. Most older printers were configured using this method (a simple username and password), which no longer works. You must reconfigure the device to use a modern, more secure method like OAuth 2.0 or an SMTP relay connector.

Q: My printer is old and has no firmware updates with OAuth support. Is it useless?
A: Not necessarily. If your office has a static public IP address, you can use the Microsoft 365 « Direct Send » or « SMTP Relay Connector » methods. These methods authenticate based on your IP address instead of a password, allowing older devices to continue sending email securely without needing native OAuth support.

Q: Is it safe to just re-enable SMTP AUTH for the one account my printer uses?
A: This is strongly discouraged. Re-enabling SMTP AUTH for any account undermines the security improvements Microsoft is enforcing. It leaves that account vulnerable to password spray attacks and other credential-based threats. Using one of the approved modern methods is the correct and secure long-term solution.

Conclusion

Successfully implementing the scan to email microsoft 365 oauth fix is not just about restoring a feature; it’s a necessary step in modernizing your organization’s security posture. By moving away from the vulnerabilities of Basic Authentication, you protect your data and ensure reliable device functionality. Whether through a native OAuth configuration enabled by a firmware update or a properly configured mail flow connector, a secure and permanent solution is within reach for almost any business-class printer.