UPDATED: Ricoh’s Response to Basic Authentication Phase-Out in Microsoft Exchange Online SMTP Authentication

Last update: 12 Nov 2025

Thank you for using Ricoh products and services.

Microsoft has announced that basic authentication for sending email using the SMTP protocol in Microsoft Exchange Online will be discontinued after March 2026*. Following this change, OAuth 2.0 authentication will be required to send emails using SMTP authentication through Exchange Online.

*On 11 June 2025, Microsoft updated the timeline for the planned phase-out, which was previously scheduled for September 2025.

We would like to share information about the Ricoh product functions affected by this change and our support schedule for OAuth 2.0.

1. Affected Functions 

Once basic authentication is phased out, the following features will be impacted, resulting in errors when attempting to send emails:

• Scan Function (Send to Email)
• Internet Fax (Send)
• Fax-to-Email Forwarding
• On-demand Email Notification
  (Function to check device status via email)
• Auto Email Notification
  (Function to send error reports to the administrator’s email)
• Sending error notifications when using Mail to Print

2. Ricoh’s Response

To address this change, firmware updates supporting OAuth 2.0 authentication will be released starting July 2025. Release schedules will vary by product model. Please refer to section 3. OAuth 2.0 Compatible Models and Support Schedule for specific details.

For devices that do not support automatic firmware updates—or where automatic updates have not been enabled—the firmware needs to be manually updated using the RICOH Firmware Update Tool. Following the update, authentication settings must be configured via Web Image Monitor.

For detailed setup instructions, please consult the guide below:

Ricoh Firmware Update Tool

Guide to Set Up OAuth2.0 Authentication for Microsoft Exchange Online Email

Once support for basic authentication for SMTP in Exchange Online has ended, and until firmware supporting OAuth 2.0 becomes available for your product, you may need to temporarily switch to alternative communication methods or use an email service other than Exchange Online.

3. OAuth2.0 Authentication Compatible Models and Support Schedule

The list of supported products and firmware update availability schedule have been updated as of October 28, 2025.

*Smart Operation Panel

Ricoh Firmware Update Tool does not support the following Product/Model. Please contact your local Ricoh representative to obtain the updated firmware.

4. Important Notices

• Limited Support Scope
  Products that are not listed in 3. OAuth 2.0 Authentication Compatible Models and Support Schedule will not be supported.
• Authentication Requirements
  To enable email sending using OAuth 2.0, users must install the appropriate firmware and configure settings via Web Image Monitor.
• Administrator Email Requirement
  When using OAuth 2.0 authentication, an administrator email address must be registered. This email will act as the sender for scanner functions, error notifications, and as the "From" address for SMTP authentication.

5. Related Information

For guidance on sending emails from printers and similar devices using Microsoft 365—including alternative methods that do not require SMTP authentication—please refer to the following Microsoft article:

• Fix issues with printers, scanners, and LOB apps that send email using Microsoft 365 (Microsoft Tech Community) 

To read Microsoft’s announcement on ending support for basic authentication for SMTP authentication in Exchange Online, please visit the following link:

• Exchange Online to Retire Basic Authentication for Client Submission (SMTP AUTH)

6. Contact Information 

Please contact your local Ricoh representative or dealer if you have any queries.

We appreciate your understanding and cooperation as we work to ensure continued functionality and compliance across Ricoh devices.

* Company and product names are trademarks or registered trademarks of their respective companies.