This post contains very important information if you use Microsoft Exchange Online with your Xerox multifunction printer to power email-related features like scan to email, fax forwarding, and others.
In March 2026, Microsoft will be changing the way authentication works for Exchange Online and Microsoft 365 (formerly Office 365). Basic Authentication for SMTP (or “Basic Auth”) will be permanently disabled for SMTP authentication.
It’s a little bit technical, but in a nutshell, it means that if you are using this authentication type for anything that sends email via Microsoft’s Exchange or 365 services, it will no longer work. That includes not only Xerox office equipment, but any software or hardware from any manufacturer.
In favor of Basic Authentication, users will need to switch to the more modern and secure OAuth 2.0 authorization framework. Let’s take a moment to understand more about OAuth 2.0 and what you, as a Xerox MFP owner, need to do in the coming months to be ready.
Why Microsoft Is Requiring OAuth 2.0 Instead of Basic Authentication for SMTP
Microsoft is requiring OAuth 2.0 because it’s significantly more secure than Basic Authentication for SMTP (email). The problem with SMTP Basic Auth is that it stores and transmits passwords in plaintext, meaning that the equivalent of a digital eavesdropper would have a much easier time getting access to your password. OAuth 2.0 uses short-lived access tokens and allows for finer control of authorization.
Many other leading vendors have already made the switch, including Google with Gmail and Google Workspace, Yahoo Mail, and others. Microsoft is essentially catching up to what is quickly becoming the industry standard, and that’s a good thing.
What Xerox MFP Owners Need To Do Before March 2026
Getting ready for the switch to OAuth 2.0 is easy.
Over the coming months, Xerox will be rolling out firmware updates for their catalog of printer and MFP devices. Updates are free, fast, and require no hardware purchases or upgrades. To find out when your device’s firmware will be upgraded to support OAuth 2.0, you can check the Xerox release schedule.
After updating your device’s firmware, you must configure it to use OAuth 2.0 with an authentication flow of your choice. Most users will likely choose Device Code Flow (DCF), which is the easiest for organizations with one or a few printers. Those with fleet environments consisting of Xerox ConnectKey-enabled devices will likely want to choose Client Credentials Flow (CCF), as it allows for more centralized management of multiple devices.
More detailed instructions are available in this Xerox guide.
Closing Thoughts & Useful Resources – Xerox Will Make the Migration to OAuth 2.0 Easy!
Before we wrap things up, here are two important resources: first, Xerox’s official statement regarding Microsoft’s Basic Authentication for SMTP Auth phase-out. On this page, you’ll learn which features are affected (which we’ve already covered here), and more importantly, a list of supported products and their associated update schedule.
You may also find this Microsoft documentation on how to authenticate an SMTP connection using OAuth 2.0. Remember, this change affects any device sending email via Microsoft 365 or Exchange Online, not just your Xerox equipment.
Please feel free to contact us today if you need assistance. If you’re looking to make some upgrades around the office, you may also request a free quote.
