Microsoft Email Changes Could Stop Scan-to-Email Function

The Microsoft Email Change That Could Stop Your Office Scanners Working

For most businesses, printers and scanners are easy to overlook. They just sit quietly in the background, doing their job without much attention.

Scan-to-email is a perfect example. It’s built into everyday routines, sending invoices, signed documents, and paperwork across the business with just a few taps. When it works, no one gives it a second thought.

But from March 2026, that routine could be interrupted for many organisations.

What’s Changing

Microsoft has confirmed it will disable Basic Authentication for SMTP AUTH in Exchange Online. This includes the method many printers and multifunction devices rely on to send scanned documents by email.

While the change improves security, it also has a very practical side effect that many businesses aren’t yet aware of.

In simple terms, scanners that send emails using a stored username and password may stop working unless changes are made. This won’t happen gradually; scanning will simply fail.

And it’s important to be clear: this isn’t a fault with the printer or scanner. It’s an IT issue, due to a background authentication change being made by Microsoft.

Why This Matters for Everyday Business

Most office scanners are configured once and then left alone. If scan-to-email works, there’s no reason to revisit it.

The issue is that when Microsoft switches off this older authentication method, scanning won’t partially work or provide much warning. Documents won’t arrive. Error messages will appear. Staff may assume the printer is broken.

For businesses that regularly scan documents such as invoices, signed agreements, purchase orders, application forms, and internal paperwork, this can quickly become disruptive.

It’s Not Just an IT Department Issue

There’s a common assumption that changes like this only affect large organisations with complex IT environments. In reality, almost any business using Microsoft 365 or Exchange Online with scan-to-email could be impacted.

Small and medium-sized businesses are often more exposed. Their devices may be older but still perfectly functional and were configured using methods that were standard at the time.

From both a cost and sustainability perspective, replacing working hardware rarely makes sense. In most cases, the solution is configuration, not replacement.

Who Doesn’t Need to Worry

Not everyone will be affected by this change. You’re unlikely to need to take action if:

Your IT support is managed by our sister company, Crest IT Solutions, who will handle the necessary changes for you
You don’t use Microsoft 365 or Exchange Online for email
Your scanners already use the ABS Email Relay service (noreply.scanner@scans2me.co.uk)

If none of the above apply, it’s worth checking your setup sooner rather than later.

What Businesses Should Be Doing Now

The first step is awareness. If your business uses scan-to-email, this change is relevant to you.

Practical next steps include:

Checking how your printers and scanners currently send emails
Confirming whether your devices support modern authentication
Planning configuration changes well ahead of the March 2026 deadline
Avoiding last-minute fixes when scanning suddenly fails

Early planning is especially important for businesses with multiple locations or older devices that haven’t been reviewed in years.

Planning Now Avoids Disruption Later

At ABS, we see this as a technical change with very real, everyday consequences. Addressed early, it’s straightforward to manage. Left too late, it can become frustrating, disruptive, and stressful for staff.

If you’re unsure whether your scanners are affected, or would like reassurance ahead of the March 2026 deadline, why not get in touch with our sister company Crest IT Solutions. Their team can assess your setup, manage any required changes, and help future-proof your scanning and email systems.