To increase security of email transmissions across the Internet, the SMTP or Simple Mail Transfer Protocol requires credentials to authenticate users. As of early 2025, most email servers work with Basic Authentication which operates with a user name and password. Any changes to the SMTP that are not addressed ahead of time can disrupt a once valuable tool in your organization.
The loss of Scan to Email can cause headaches and delays. Knowing about any changes ahead of time and making the needed adjustments to mail server/equipment can make this a non-issue for users. Scan to Email security policies like this have had a negative effect for some organizations in the past, and now another change is coming in September of 2025 that could affect even more users.
To tighten security, Microsoft will phase out Basic Authentication by September 2025. The replacement protocol will be Open Authorization aka OAuth. OAuth uses tokens to authenticate a user or application and is currently used widely across the web for improved security.
Planning ahead can make this change painless. Upgrades may need to be made with applications and devices. If you use Scan to Email on your MFP/copier, and want to be proactive, you should work with your copier service provider and your IT personnel/provider to make the appropriate adjustments. Today is a great time to do this, especially since manufacturers are releasing the firmwares now to prepare for this.
If you would like more information on this topic, or have questions, contact us here: Contact – Doing Better Business – Contact