Overview
Microsoft is stepping up its email security game. Starting in September 2025, Basic SMTP Authentication will be discontinued across Office 365 and Exchange Online. This move is part of a broader push to improve security and reduce cyber risks by replacing outdated methods with more secure, modern ones.
If your organization uses Office 365 to send automated emails—from printers and scanners to invoicing systems—this change affects you. For Microsoft’s official playbook, check out their guide on using OAuth with SMTP.
What Is Basic SMTP Authentication—and Why It’s Being Phased Out?
Think of Basic SMTP Authentication like using one key for every door in your office. If someone duplicates that key, they can access everything.
Here’s what makes Basic SMTP outdated:
- Stores passwords on devices—easy targets for theft.
- No support for multi-factor authentication (MFA).
- Leaves accounts vulnerable to brute force attacks.
- Doesn’t meet today’s cybersecurity standards.
In short: it’s time for something stronger.
Meet OAuth: A Modern, Safer Way to Send Email
OAuth (Open Authorization) uses secure, time-limited tokens instead of passwords. That means your devices can access email systems without ever storing sensitive credentials.
Why OAuth Works Better:
- No saved passwords. Less risk of credential theft.
- MFA-compatible. Adds layers of protection.
- Granular permissions. Customize what each device can do.
Want to see it in action?
What Your Business Should Do (And How We Can Help)
Here’s your proactive checklist to stay ahead of the deadline:
- Audit all devices and apps that use Office 365 to send emails.
- Verify OAuth support. Newer models likely have it; older ones may need firmware updates or replacement.
- Update or replace hardware where needed.
- Use third-party SMTP relay services if OAuth isn’t supported.
- Document your plan. Your IT team (or ours!) will thank you.
Not sure where to begin? We’re here to make it easy.
Who’s Most Affected
If you use any of the following, this update is aimed at you:
- Multifunction printers with “Scan to Email”.
- Business systems that send automated emails (billing, alerts, etc.).
- Devices relaying mail via Office 365 with Basic SMTP.
The Countdown: September 2025
After this deadline:
- Devices and apps still using Basic SMTP will stop working.
- Scan-to-email and notification systems may fail silently—no errors, no emails, just confusion.
Final Thoughts: Start Early, Stay Secure
This isn’t just a compliance issue—it’s an opportunity to level up your security. Upgrading to OAuth protects your business, your data, and your peace of mind.
Start your audit now. Get your devices ready. And if you need a hand, Applied Innovation is just a call away. Together, we’ll make this transition smooth, secure, and stress-free. Let’s future-proof your business, one email at a time.