If you use Microsoft Exchange Online or Microsoft 365 to manage email integration with your Xerox multifunction printer, there are some changes coming that will require manual intervention to maintain that functionality.
Note that these changes are coming from Microsoft, not Xerox—although Xerox has responded in their characteristically rapid form to ensure continued support for your modern Xerox device.
In this important blog post, we’ll discuss the changes being implemented by Microsoft and what you, as a Xerox owner, need to do. Don’t worry, it’s all pretty simple!
Let’s begin:
Microsoft Requires Exchange and 365 Users To Update Authentication Types for Email by March 2026
If this all sounds very technical, don’t worry—it’s pretty easy to understand. Basically, Microsoft is requiring users of their Exchange Online and 365 services to update the way they authenticate their accounts while sending email (for instance, from a device, like your Xerox MFP).
Previously, users were allowed to use what’s called “Basic Authentication for SMTP (Simple Mail Transfer Protocol)”. Basic authentication, usually shortened to just “Basic Auth,” is an older, less-secure authentication method; it transfers data unencrypted. Most other email service providers, including Google, have already restricted the use of basic authentication, instead opting for the much more secure OAuth 2 method.
Microsoft is following suit, now that OAuth 2 is the industry standard. Xerox is (or likely already has) rolling out updates to maintain compatibility. Let’s discuss that next.
If You Own a Xerox Device That Sends Email via Microsoft Services, Here’s What You Need To Do
Preparing to switch from Basic Auth to OAuth 2 is simple. All you have to do is make sure that you install the latest firmware for your device from Xerox. If you keep up with firmware updates, it’s possible your device already has OAuth 2 compatibility. You may check this official list of supported devices from Xerox. The link also includes information about the release schedule for OAuth 2 related updates. Note that these updates from Xerox are, as always, absolutely free.
After the firmware update is applied to your device, there’s only one thing left to do: configure it to use OAuth 2 instead of Basic Auth. Here are two guides that will provide you with all the information on how to do that, both from the Microsoft side and the Xerox side:
- Microsoft’s guide: Deprecation of Basic authentication in Exchange Online
- Xerox’s guide: Xerox Device Configuration with OAuth 2.0 for Microsoft 365 Exchange Online
The above links should provide you with everything you need to know for your particular use case, Microsoft account type, and Xerox device.
Xerox’s Outstanding (and Fast!) Response to Microsoft’s Changes Is Why Xerox Products Are Such a Great Choice for Your Workplace
As always, Xerox responded quite quickly to the announcement from Microsoft that the switch to OAuth 2 would be required. As we said earlier, the firmware update for your device may already be available. We really appreciate that kind of prompt resolution, and you will too. If it’s time to upgrade your office equipment, Xerox is a great choice. We’re here to help you get set up. Please feel free to contact us or request a free online quote.
