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Is Your Office Printer Ready for Microsoft’s Latest Email Security Changes?

Don’t wait until Scan-to-Email stops working. This is what you need to know.

For many businesses and schools, Scan-to-Email is now such a routine part of everyday activity that it is easy to take it for granted. Whether you send invoices, contracts, purchase orders or signed documents, it is a very quick and efficient way to keep information moving.

However, as Microsoft continues to strengthen the security of its email services, this could affect how some older multifunction printers connect to Microsoft 365.

The good news is there is no need to panic.

Many modern printers are already compatible with Microsoft’s latest security standards, while others may simply need a firmware update or a settings change. The important thing is making sure you know whether your printer is affected before it causes unnecessary disruption.

Why is Microsoft making these changes?

Cybersecurity is now a top priority for organisations of every size.

Older methods of authenticating email connections, known as Basic Authentication, are gradually being replaced with a more secure approach called OAuth 2.0. Although the technical names are not especially important, the reason behind the change certainly is.

Basic Authentication has been used successfully for many years, but as cyber threats have become more sophisticated, Microsoft has been encouraging businesses and schools to adopt more stringent methods of protecting user accounts, data and business information.

As part of this ongoing programme, the way some multifunction printers (MFPs) connect to Microsoft 365 is changing.

What does this mean for your business or school?

If you use Scan-to-Email, your printer may rely on the older authentication method at the moment. Many newer devices already support Microsoft’s preferred security standards, and some existing machines can be updated or reconfigured to continue working without interruption.

Only some of the older devices may need replacing. That is why it is worth checking now rather than waiting until a future Microsoft update highlights an issue.

Good news! Your printer may be ready as it is

One of the biggest misconceptions is that every MFP will be affected.

Fortunately, that is not the case.

Many newer Sharp and Develop MFPs already support Microsoft’s latest authentication requirements. In addition, firmware updates are becoming available for a number of earlier models, allowing them to continue using Scan-to-Email securely.

If you are not certain about your own MFP, a simple assessment can quickly establish whether any action is needed.

How can you tell if your printer could be affected?

You really don’t need to be an IT expert to recognise if your MFP might need a little attention. If your device is old, is connected to Microsoft 365 for Scan-to-Email or has not had a firmware update for some time, it is worth checking to see if it is ready for Microsoft’s latest authentication requirements.

Of course, many businesses and schools are not sure how their printer is configured, and that is perfectly understandable. These systems are designed to work quietly in the background, so unless there is a problem, most people never need to think about them.

If you are not sure, a quick assessment by our engineers can establish whether your device is already compatible or whether a simple update is all that is needed.

If you are uncertain of the answers, don’t worry. That is exactly what our engineers are here to help with.

What are your options?

Every business is different, which means there is no single solution that suits every MFP. The right approach depends on the make, model, age and how the machine is configured.

For many schools and businesses, the answer is reassuringly straightforward. A firmware update, a change to the printer’s email settings or a simple reconfiguration may be all that is needed to ensure Scan-to-Email continues working as expected. However, some much older machines, which no longer support up-to-date authentication methods, might eventually need replacing.

The important thing is not to make assumptions. A quick assessment can identify the most appropriate solution, often saving unnecessary expense and disruption.

How Commerce Business Systems can help

Every school and business uses its MFPs slightly differently, which is why, at CBS, we begin by understanding how your business works before recommending any changes.

Our skilled engineers can assess whether your existing printer supports Microsoft’s latest authentication standards, check whether firmware updates are available and review your current Scan-to-Email configuration. If any changes are needed, we will explain the options that are available to you clearly and recommend the most practical and cost-effective solution for your business.

In many cases, it may be a matter of making a few simple adjustments. If an older MFP has reached the end of its supported life, we will explain why and help you plan the next steps without unnecessary pressure or jargon.

Whether you have a single MFP or an entire fleet across many sites, our aim is simple: to keep your business running smoothly with as little disruption as possible.

Why wait until it becomes a problem?

Technology continues to evolve, and improvements in cyber security are good news for everyone.

By checking your MFP now, you can avoid unnecessary disruption later and be confident that your business is ready for Microsoft’s latest security requirements.

Book your FREE Scan-to-Email Health Check

If you would like peace of mind that your MFP is ready for Microsoft’s latest email security changes, we would be delighted to help.

Contact us to arrange a FREE Scan-to-Email Health Check, and we will advise whether your device is already compatible, requires a simple update, or if there are any changes you should consider in the future.

A quick check today could save unexpected disruption tomorrow.

Call now on 01274 496220
Email us at info@commercebusinesssystems.co.uk