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Guide · Updated

Your multifunction printer no longer sends scans by e-mail with Microsoft 365 or Gmail?

In short

Microsoft 365 and Gmail no longer accept, or will stop accepting, the user-and-password login many multifunction printers use to send e-mail. Gmail removed “less secure apps” for personal accounts in 2022 and for Google Workspace from 14 March 2025; Microsoft 365 will switch basic authentication for SMTP sending off by default at the end of December 2026. The fixes: a firmware with OAuth, an app password (Gmail), a relay connector or Direct Send (Microsoft 365). If the printer has none of these, scan to folder is the route Ricoh itself points to.

How to recognise it

  • Scan to e-mail worked and one day stops, with nobody touching the printer.
  • On Kyocera (and UTAX, Triumph-Adler, Olivetti d-Copia) error 1102 (SMTP login failed), 2101 (connection failed) or 4803 (secure connection failed).
  • On other makes, an authentication message: user or password not accepted by the mail server.
  • With the same user and password, mail works from a phone or a PC.

Why it happens

To send e-mail, the printer logs into the mail server with a user and password: so-called basic authentication. It is the method Google and Microsoft are switching off, because one stolen password is enough to send mail in your name.

  • Gmail: “less secure apps” are no longer available for personal accounts since 30 May 2022, and for Google Workspace since 14 March 2025. You need OAuth or an app password.
  • Microsoft 365: basic authentication for SMTP sending (SMTP AUTH) keeps working until December 2026. At the end of December 2026 it will be switched off by default for existing tenants (administrators can switch it back on for a period) and unavailable for new ones; the final removal date will be announced in the second half of 2027. It already fails today if the tenant has security defaults or multi-factor authentication on that mailbox.
  • Microsoft 365 also requires TLS 1.2 on port 587: printers with very old firmware cannot reach it, and port 465 is not supported.

How to fix it by hand

With Microsoft 365

  1. A firmware with OAuth. Ricoh, Kyocera and the other makers have published firmware with modern authentication for part of their range: ask your dealer whether yours is one of them.
  2. An SMTP relay connector. The printer sends to Microsoft’s server on port 25 without a password, and Microsoft recognises it by the office’s public IP address, which must be static. It can send to anyone.
  3. Direct Send. The printer sends straight to your domain’s mail server, on port 25, without a password: it works only for recipients inside your organisation.
  4. Meanwhile, SMTP AUTH. Until December 2026 you can keep basic authentication on a mailbox dedicated to the printer, with SMTP AUTH enabled for that mailbox: knowing it has an end date.

With Gmail

  1. An app password. Turn on 2-Step Verification on the account and create an app password to use in the printer instead of the account password.
  2. OAuth, if the printer’s firmware supports it.
  3. With Google Workspace, Workspace’s SMTP relay service, set up by the administrator.

If the printer has none of these

For the models that will not get OAuth firmware, Ricoh recommends switching to methods that do not rely on e-mail, or to mail services other than Exchange Online. Scan to folder is the simplest: the setup guide has the steps.

Sources