Once you have identified which systems are using Basic Authentication, there are several paths available to ensure continued email functionality. The right option will depend on your existing infrastructure, the devices and applications involved, and your organisation’s IT capabilities.
Option 1: Migrate to OAUTH 2.0 Modern Authentication
OAuth 2.0 is Microsoft’s preferred long-term solution. Rather than storing a permanent username and password, OAuth 2.0 uses short-lived access tokens that must be regularly refreshed. This approach is significantly more secure and aligns with modern cybersecurity standards.
If your applications and devices support OAuth 2.0, this is the recommended path. However, there are practical considerations:
- OAuth must typically be configured on each device or application individually
- Firmware updates may be required on multifunction printers before OAuth 2.0 becomes available as an option
- Not all older devices support OAuth 2.0, and some manufacturers have not yet released compatible firmware
If you are using a multifunction printer, it is worth checking directly with your device manufacturer or IT provider to confirm whether your model and current firmware version support OAuth 2.0 for SMTP email.
Option 2: Microsoft 365 Connector-Based Sending (SMPTP Relay)
For organisations with devices or applications that cannot support OAuth 2.0, configuring a Microsoft 365 connector-based relay is a practical alternative. Rather than authenticating with credentials, this method uses IP-based restrictions and TLS encryption to allow mail to be sent through Microsoft 365.
This approach is compatible with a broader range of hardware and legacy software, making it a common choice for businesses with older multifunction printers or applications that cannot be easily updated.
It does require careful configuration to ensure security and deliverability, and is best implemented with the support of your IT team.
Option 3: Microsoft High Volume (HVE)
Microsoft’s High Volume Email service, released in 2024, is designed for scenarios involving large volumes of automated or system-generated email. Notably, HVE is expected to continue supporting Basic Authentication until September 2028, providing additional runway for businesses that need more time to migrate.
HVE is best suited to environments where the majority of automated email traffic is sent to internal recipients. If your use case involves high volumes of email to external recipients, a dedicated email delivery platform may be more appropriate.
Option 4: Document Management and Workflow Software
For businesses where scan-to-email is used primarily as a document routing mechanism, for example, scanning invoices, delivery notes, or HR paperwork, it may be worth considering whether a document management solution would better serve your needs.
Modern document management platforms can handle secure capture, automated routing, naming conventions, and delivery to the correct system, without dependence on per-device SMTP configuration. This approach can also improve traceability and auditability, which is of particular value in manufacturing and production environments.
