What changes for Ricoh 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 Ricoh says about Microsoft 365
To send email using OAuth2.0 authentication, you must first update to a firmware version that supports OAuth2.0 authentication, then specify necessary settings from Web Image Monitor.
Ricoh, Update: Impact of Microsoft basic authentication deprecation in Exchange Online and support for affected Ricoh products | Global | Ricoh (read October 30, 2026)
- Devices
- Ricoh's notice lists each supported model with its minimum firmware version. (See the list)
- “Until firmware for OAuth2.0 authentication is available for your product, we recommend switching to methods that do not rely on email transition or using email services other than Exchange Online.” (Source)
Where the scan-to-email settings are
In Ricoh's instructions the device's browser settings page is called Web Image Monitor (Source). Open it by typing the device's IP address into a browser on the same network, and sign in as the administrator.
Turning on OAuth, in Ricoh's words
- Select OAuth 2.0 as the authentication method for sending email. (Source)
- Set the SMTP server to "smtp.office365.com," and enter the email address of your Exchange Online account as both the email address and user name for authentication. (Source)
- To use OAuth2.0 authentication with the updated firmware, you must also specify an administrator email address. (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 Ricoh
1. OAuth, on models Ricoh lists
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. Follow Ricoh's steps on the page above.
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 Ricoh shows and look it up on Microsoft 365 SMTP errors, or work through scan to email not working. Showing “Authentication with the destination has failed”? See Ricoh's message, explained.