In September 2025, Microsoft will officially disable basic authentication for SMTP on Microsoft 365 accounts—a move that has serious consequences for thousands of contracted multifunction printers (MFPs) that still rely on this method to perform a core office function: Scan to Email.
If your business is still relying on printing hardware that uses basic SMTP authentication to scan and send emails, this change could mean your devices will simply stop working overnight. For many SMEs and even larger organisations, this could create an unexpected productivity headache, especially when tied to contracts on ageing devices with limited upgrade paths.
Let’s break down what this means for your business—and how Aspect Business Communications can help you prepare and upgrade seamlessly.
❌ What’s Happening with Microsoft’s SMTP?
Microsoft has been phasing out Basic Authentication for some time due to its vulnerability to cyberattacks. Basic Auth requires only a username and password, which can be easily exploited. Instead, Microsoft is enforcing Modern Authentication (OAuth 2.0) for enhanced security.
Come September 2025, the final phase hits: SMTP Auth using Basic Authentication will be permanently disabled across all Microsoft 365 tenants.
For your printers and MFPs, this means:
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No more sending scanned documents via email unless they support modern SMTP methods.
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Devices that rely on hardcoded usernames and passwords will fail to connect.
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Any older or locked-down firmware will not be updated to support the new standards.
⚠️ The Problem with Older and Contracted Printers
Many businesses—especially those in multi-year print contracts—are using legacy devices that were configured years ago and haven’t been touched since. These machines were built with the assumption that basic SMTP would always be there. Now, they face obsolescence in key features unless urgent action is taken.
Common signs your device might be affected:
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You scan documents directly to an email address (e.g. “Accounts@company.com”).
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You’ve never updated your printer firmware.
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Your printer has no native SharePoint, OneDrive or Teams integration.
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You were told “it just works” and haven’t thought about it since.
If your current print provider hasn’t already warned you about this change, it might be time to rethink your provider.
✅ How Aspect Business Communications Can Help
At Aspect Business Communications, we’ve been helping businesses across South Wales and beyond future-proof their print and IT environments. As a certified Kyocera dealer and trusted MSP, we’re perfectly positioned to advise and implement a smooth transition.
Here’s what we can offer:
🖨 Modern MFPs with Secure Cloud Integration
Our latest Kyocera and partner models can scan directly to:
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Microsoft SharePoint
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OneDrive for Business
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Microsoft Teams folders
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Secure cloud storage (Google Drive, Dropbox, etc.)
🔐 Secure Authentication Options
Our devices support OAuth 2.0, eliminating the reliance on basic SMTP authentication. This ensures compliance with Microsoft’s new policy and significantly improves your business’s cybersecurity posture.
💼 Contract-Free or Flexible Leasing Options
Don’t get locked into outdated tech. We offer flexible, affordable print contracts or direct purchasing with support—so you stay in control.
🛠 Local Support and Installation
Unlike big-box national vendors, we’re local and responsive. Our engineers will handle configuration, migration and ongoing support. We’ll even help connect your printer directly to SharePoint workflows and document libraries.
🔄 It’s Time to Audit Your Fleet
Before you find out the hard way that your printer can’t scan anymore, contact Aspect for a no-obligation Print & IT Health Check. We’ll help you identify:
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Which devices are affected by the SMTP Auth shutdown
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Potential firmware or workaround solutions (if any)
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Whether it’s time to upgrade to modern, secure hardware
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How to streamline scanning and document workflows with cloud integration
🚀 Get Ready for a Smarter, More Secure Future
The upcoming SMTP changes are not just a problem—they’re an opportunity to upgrade and streamline. Why settle for dated hardware that struggles to keep up with modern office demands?
With Aspect Business Communications, you gain:
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The latest print technology from Kyocera and leading brands
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Expert local support from a team that knows your business
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Secure, cloud-first features like scan-to-SharePoint, OCR, and advanced routing
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Competitive pricing with flexible terms
📞 Talk to Us Today
Don’t wait until September when emails stop sending. Contact Aspect Business Communications today and ensure your business stays productive, compliant, and secure.
