What changes for Xerox 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 Xerox says about Microsoft 365
To maintain seamless integration with Exchange Online and Microsoft 365 services, Xerox is releasing firmware updates that enable OAuth 2.0 support across its printer and multifunction device portfolio.
Xerox, Microsoft Exchange Online Authentication (read October 30, 2026)
- Devices
- Xerox's Exchange Online page lists the products covered and marks those available now. (See the list)
- Firmware
- “OAuth 2.0 is an authentication protocol used by Microsoft and is supported on devices with a Software level of 122.xxx.025.20910 or higher.” (Source)
- “Please note that OAuth 2.0 is NOT SUPPORTED for Firmware levels below this.” (Source)
- “No hardware upgrades are required.” (Source)
Where the scan-to-email settings are
Office devices usually have a built-in web page for their settings: type the device's IP address into a browser on the same network, sign in as the administrator, and look for the email or SMTP section. Some settings live only on the front panel.
Turning on OAuth, in Xerox's words
- For SMTP Authentication select OAuth 2.0 with SMTP (Source)
- Select Device Code Flow (DCF) Configuration (you will be prompted to save and apply your SMTP settings) (Source)
- Select Test configuration to send a test email to confirm set up. (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 Xerox
1. OAuth, on models Xerox 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 Xerox'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 Xerox shows and look it up on Microsoft 365 SMTP errors, or work through scan to email not working.