What changes for HP devices
Microsoft's notice MC786329: “End of December 2026: SMTP AUTH Basic Authentication will be disabled by default for existing tenants.” It applies to any device that signs in to Microsoft 365 with a username and password, whatever the brand. Admins can still turn it back on for now. Microsoft will announce the final removal date in the second half of 2027.
What HP says about Microsoft 365
The HP pages we read describe scan to email with a username and password and don't say which models can sign in to Microsoft 365 with OAuth. Ask your HP dealer, or check your model's support page, whether a firmware update adds it. If it doesn't, the options below still work.
- “In order to use this feature, the printer must be connected to a network and the Scan to Email feature must be configured by using the HP Embedded Web Server.” (Source)
Where the scan-to-email settings are
In HP's instructions the device's browser settings page is called HP Embedded Web Server (EWS) (Source). Open it by typing the device's IP address into a browser on the same network, and sign in as the administrator.
The email settings, as HP names them: Using the EWS top navigation tabs, click Scan/Digital Send, and then click E-mail Setup in the left navigation pane. (Source)
Whichever route you choose, you'll fill in the same handful of fields: the SMTP server, the port, the encryption, whether to sign in, and a username and password.
Your options on a HP
1. OAuth, if your model supports it
Microsoft recommends OAuth for devices that send through smtp.office365.com. The device keeps port 587 and TLS (TLS 1.2 or TLS 1.3) and signs in with Microsoft instead of a stored password. Ask your dealer or check the model's manual.
2. CopierBridge, for devices that can't
Keep the device on a username and password. Turn on Authenticated SMTP for the mailbox it sends as (Microsoft's steps), connect that mailbox to CopierBridge once, add the device, and type these values into its scan-to-email settings:
- SMTP server
- smtp.copierbridge.com
- Port
- 587
- Encryption
- STARTTLS
- Authentication
- On (username and password)
- Username
- frontdesk-copier
- Password
- ••••••••••••••••
- From address
- scans@example.com
3. Microsoft's other routes
An SMTP relay connector (static IP, port 25), Direct Send or High Volume Email (both internal recipients only), or an on-premises Exchange relay. Each one is set out step by step in the full guide.
If scan to email stopped working
Read the message the HP shows and look it up on Microsoft 365 SMTP errors, or work through scan to email not working.