Scan to Email Is Changing in 2026: What You Need to Know

These changes could impact how your devices communicate with Microsoft 365 and other email platforms.

At IT Document Solutions, we’re here to help you understand what’s happening, why it matters, and what steps you can take to keep your document workflows running smoothly.

Why Is Scan to Email Changing?

Email providers, especially Microsoft 365 (Exchange Online), are phasing out Basic Authentication, the long-standing method that uses a simple username and password to connect devices to email servers.

While this approach has been widely used for years, it’s also become a security risk. Basic Authentication sends credentials in plain text, making it vulnerable to phishing attacks and password theft.

To enhance protection, Microsoft and other providers are adopting Modern Authentication (OAuth 2.0), a secure, token-based login method that supports Multi-Factor Authentication (MFA).

This change helps safeguard business data and aligns with global cybersecurity best practices.

What Does This Mean for Your Printers and MFDs?

Many older MFDs were built to work only with Basic Authentication. As Microsoft phases this out, with Basic Authentication in Exchange Online ending in March 2026, these devices may lose the ability to scan to email unless updated or reconfigured.

Without preparation, users may begin to experience:

• Failed scan-to-email jobs
• Authentication errors when connecting to Microsoft 365
• Disrupted document workflows across teams

In short, scanning directly to email could stop working altogether.

How IT Teams and Admins Can Prepare

Our team at IT Document Solutions is already helping customers prepare for this transition.

If you manage your organisation’s IT or MFP environment, here’s what you can do now:

Update Device Firmware

Check that your MFPs are running the latest firmware. Many manufacturers (including Kyocera, Xerox, Ricoh, and Canon) are releasing updates that support OAuth 2.0 authentication.

Reconfigure Email Settings

Adjust your SMTP settings to use secure authentication methods. Integration with Microsoft 365 or Google Workspace will often require OAuth tokens rather than saved passwords.

Use App Passwords (Short-Term Fix)

For older devices that cannot support OAuth, some providers may allow “app-specific passwords.” These are temporary workarounds and not recommended as a long-term solution.

Plan for Device Replacement

If your MFPs are no longer supported or cannot be upgraded with latest firmware, it’s time to consider replacing them with modern, security-compliant models.

IT Document Solutions can help you select future-proof devices that support the latest authentication protocols.

Why This Matters

The move away from Basic Authentication isn’t just about technology, it’s about protecting your business.

By adapting now, you can:

• Maintain secure document workflows
• Prevent email disruptions and downtime
• Strengthen your data protection and compliance posture

It’s a proactive step toward a safer, more resilient digital environment.

Our Recommendation

We strongly encourage all organisations to review their current scan-to-email configurations before 2026.

This includes identifying any devices using Basic Authentication and developing a migration plan for OAuth 2.0 compatibility.

Our team at IT Document Solutions can help you:

• Audit your existing MFD fleet
• Apply firmware updates and configuration changes
• Recommend upgrade paths for older devices

The shift from Basic Authentication to Modern Authentication is an industry-wide change that will make business communications more secure.

By planning ahead, your organisation can avoid disruption, and continue to scan, share, and communicate effortlessly.

Need Support?

If you’re unsure whether your devices will be affected or need help preparing for the Microsoft 365 authentication changes, we’re here to assist.

Our team can guide you through firmware updates, configuration support, and upgrade recommendations tailored to your business needs.

Let’s make your transition to modern authentication secure, seamless, and stress-free - book your audit here or email us here.