What needs to be done to use OAuth2 for my scan to email MFP's?

Question

So I have heard that Simple Authentication is being turned off by september 2025 and there doesn't seem to be a whole lot of good documentation around what to do about that. Microsoft is pushing for modern authentication and OAuth2, the documentation seems incredibly complicated to set up OAuth2 and there aren't any simple explanations of what is actually needed to just send emails with a copier, especially if they want to push it so bad then why is it so complicated to set up. Some people simply use SMTP Relays, This requires having a static IP and understanding of DNS/MX records to function properly. Supposedly High Volume Emails are an option though the documentation for that is long, convoluted and suggests that its still considered basic authentication. I've seen "Azure Communication Services for email" mentioned and again its 20 different hoops to get to where we need to go.

Can somebody just tell me what I need to do before scan to email just stops working? Everything sounds like a powershell work around and I would really like an intended solution. Do I just need to use Gmail App Passwords?

I have Kyocera Copy machines that show OAuth2 But the only setting is

I have no idea what to do with that and there is no documentation on it any where.

Does it still need a username and password but then it comes up with a 2fa prompt? Is it essentially a new version of an app password? I dont understand where to go from here.

Answer 1

Hello, @Jacob Greenfield,

Welcome to the Microsoft Q&A platform!

I understand the frustration with navigating the changes to Simple Authentication. To ensure your scan-to-email functionality continues after September 2025, you have a few options. Modern Authentication (OAuth2) is recommended by Microsoft for enhanced security, involving registering your application in Azure AD and configuring your copier to use OAuth2 tokens. Here are guides available to help you through the process: Modern Authentication Methods now needed to continue syncing Outlook Email in non-Microsoft email apps - Microsoft Support.

Alternatively, you can use SMTP Relays, which require a static IP and proper DNS/MX record configurations, or High Volume Emails (HVE), though it still uses basic authentication for now. Azure Communication Services offers a robust solution for sending emails, supporting both SMTP and API-based sending. To learn more about it, please refer to Overview of Azure Communication Services email - An Azure Communication Services concept article | Microsoft Learn.

For a simpler solution, consider using Gmail App Passwords. Enable 2-Step Verification on your Google account, generate an App Password for your copier, and use it for SMTP authentication. This might be the easiest route if you prefer not to deal with the complexities of OAuth2.

In summary, for a straightforward solution, using Gmail App Passwords might be the easiest route. If you prefer to stick with Microsoft services, setting up Modern Authentication (OAuth2) is the recommended approach, despite its initial complexity.

Should you need more help on this, you can feel free to post back. 

---

If the answer is helpful, please click on “Accept answer” as it could help other members of the Microsoft Q&A community who have similar questions and are looking for solutions.

Thank you for your support and understanding.

Best Wishes,

Alex Zhang