Security Tips: Scan to Email Workflows – Tech Tip for January 21, 2026

In this week’s tech tip, we’re highlighting an important Microsoft 365 security update that could affect scan-to-email and other device-based email workflows many organizations rely on every day.

Microsoft is continuing to strengthen security across Microsoft 365 by retiring old email authentication methods. One of the last legacy protocols affected is SMTP authentication (also called “Client Submission” or “SMTP AUTH”), commonly used by printers, scanners, and automated systems to send email by logging in with a username and password.

What’s Changing

Many devices were originally configured to send email by signing in with a simple username and password. Microsoft is moving away from this approach in favor of modern authentication standards designed to better protect accounts and data.

As these older methods are phased out, devices that haven’t been updated or reviewed may no longer be able to send email—even if they’ve worked reliably for years.

Official Microsoft Timeline

Microsoft has confirmed that support for Basic Authentication for SMTP AUTH will be phased out in early 2026:

• March 1, 2026: Gradual rejection of Basic Authentication begins.
• April 30, 2026: Basic Authentication for SMTP AUTH will be fully disabled.
• After April 30, 2026: Applications and devices that still use Basic Authentication to send email via Microsoft 365 will fail to connect.

Why This Matters

Scan-to-email is often a “set it and forget it” feature. It’s configured once, rarely revisited, and quietly supports daily business processes.

When these security changes are enforced:

• Scan-to-email may stop working without warning.
• Device alerts and automated notifications may fail.
• Users may assume the device itself is broken, when the issue is actually an authentication change.

Because the change happens on the Microsoft 365 side, problems may not be noticed until emails fail to send.

Who Should Pay Attention

This update is especially relevant for organizations that:

• Use multi-function printers or scanners to email documents.
• Rely on device-generated alerts or automated messages.
• Haven’t reviewed email settings on printers or scanners in several years.
• Use older hardware or applications that haven’t been recently updated.

Even well-maintained environments can be affected if these workflows haven’t been reviewed.

What You Should Do Now

Now is a good time to take a proactive look at how email is being sent from devices and applications across your environment. Understanding which workflows rely on legacy authentication helps avoid unexpected disruptions later.

How TechWise Group Can Help

Scan-to-email issues often surface only after users report failures. TechWise Group helps organizations identify devices and applications that rely on legacy email authentication, assess potential impact from Microsoft 365 security changes, and plan next steps early — helping avoid unexpected downtime for end users.

Microsoft 365 security improvements are changing how devices send email. Reviewing scan-to-email workflows now can help prevent surprises and keep everyday operations running smoothly.

Reach Out to TechWise Group

Interested in putting a plan in place for your environment or learning more about Microsoft 365 security changes and updates? Reach out to TechWise Group. We’ll help you make the most of your Microsoft tools.