Does your organization use Microsoft 365 or Exchange Online?
Microsoft is rolling out changes next year that could impact your ability to send email from certain office hardware and software unless you take action before March 2026.
Here’s what’s happening: the older, less-secure method of authentication to send emails (“Basic Auth” for SMTP) is being permanently disabled in favor of the newer, more secure OAuth 2.0 authentication framework. Devices and software using the old style of authentication will no longer be able to send emails, such as might be used in Xerox MFP features such as scan to email or fax forwarding.
Fortunately, Xerox is making the transition easy. Let’s begin by learning a little more about why this is happening in the first place, and then, exactly what you as a Xerox owner need to do before the deadline (don’t worry, it’s dead simple).
Why Microsoft Is Requiring Customers To Start Using OAuth 2.0 – and Why It’s Ultimately a Smart Move
It’s important to note that the switch to OAuth 2.0 isn’t affecting only Xerox devices. This required change from Microsoft will impact any hardware or software using the old style of authentication.
However, for Xerox device owners ho do use Microsoft services to power email on their MFPs or other products, the following features will be affected: scan to email, internet fax services, and device notifications (sent to administrators via email). Other services or apps using Microsoft Exchange Online or Microsoft 365 could be affected as well.
The reason Microsoft is making this noteworthy transition is, however, a really good one—OAuth 2.0 is significantly more secure than Basic Authentication for SMTP AUTH. The old style of authentication is being phased out because it sends credentials in a format that is vulnerable to interception and, possibly, re-use (meaning that someone could access it without your permission). In fact, Microsoft has already disabled Basic Auth in nearly all Exchange Online protocols, with SMTP being the last one since it’s so widely used.
Nevertheless, the time for change is here. Read on to discover what you need to do:
Xerox’s Response to Microsoft’s Changes & What Xerox MFP Owners Need To Do
Here’s the good news: switching to OAuth 2.0 is easy.
Fortunately, Xerox has responded rapidly to Microsoft’s changes. Xerox will deploy free firmware updates across its product lineup in between now and the deadline in March 2026. For you, this simply requires allowing your machine to update. No hardware changes, fees, or other inconveniences are necessary.
Following the firmware update, you need to set up OAuth 2.0 authentication for your Xerox printer or MFP. You will be required to select and configure an OAuth 2.0 authentication flow, which is the process that decides how your printer will securely obtain an access token from an authorization server (like Google, Microsoft, or an internal identity provider).
Most users with one or only a few printers should generally choose the Device Code Flow (DCF) option; users with large fleets will want to pick Client Credentials Flow (CCF) as it’s designed for more centralized management of multiple devices.
Additional Resources To Help With the Switch to OAuth 2.0
Here are some additional resources you will find useful for making the transition from Basic Authentication to OAuth 2.0:
- Xerox’s device configuration guide for OAuth 2.0 (August 2025 version)
- Xerox’s statement on how they’re preparing for Microsoft’s Basic Authentication phase out
Of course, we’re also always here to help. Please feel free to contact us. If it’s time for an upgrade, you may also request a free online quote.
