Microsoft Is Changing Email Security – What This Means For Scan-to-Email
Why Microsoft’s Email Security Enhancements Matter for Your Organisation
Microsoft is undertaking a major overhaul of its email security protocols, phasing out Basic Authentication in favour of Modern Authentication (OAuth 2.0). This transition is designed to address the growing sophistication of cyber threats and to align with best practices in data security and privacy. While this is a positive step towards safeguarding sensitive information, it also signals a significant shift for organisations that depend on seamless document workflows.
For businesses in sectors such as film and television production, professional services, and the public sector, email remains a backbone for sharing and archiving scanned documents. Ensuring uninterrupted access to scan-to-email functionality is critical for operational efficiency and compliance with data protection standards. Proactive adaptation to Microsoft’s enhanced security requirements will help protect your organisation from potential data breaches and workflow disruptions.
The Impact on Scan-to-Email Solutions and Office Workflows
Scan-to-email capabilities are integral to many office environments, enabling the easy transfer of paper documents into digital workflows. However, the retirement of Basic Authentication—scheduled for enforcement from 1st March 2026 with full removal by 30th April 2026—will directly affect how multifunctional devices (MFDs) and printers send emails.
Devices that do not support Modern Authentication protocols may lose the ability to send scanned documents via email. This can result in workflow bottlenecks, increased administrative burden, and potential compliance risks if confidential information cannot be transmitted securely. It is essential for organisations to assess their device fleets and digital infrastructure now to avoid last-minute complications.
Mitigating Risks: Secure Document Transmission in a New Email Landscape
The transition to Modern Authentication is a strategic move to reduce vulnerabilities inherent in older security models. However, this shift may expose gaps in existing office technology. Devices reliant on outdated firmware or lacking support for OAuth 2.0 may fail to send emails, leaving teams unable to transmit or archive essential documents.
To mitigate these risks, organisations should undertake a comprehensive audit of their print and scan environments. Firmware updates may be available to enable Modern Authentication on some devices, but older machines may require replacement. Early identification of at-risk hardware is vital to maintain business continuity and safeguard sensitive data.
Adapting Your Print Infrastructure for Compliance and Continuity
Adapting to Microsoft’s email security changes means more than simply upgrading devices. It involves a holistic review of your print infrastructure, including device compatibility, software integration, and user workflows. Ensuring compliance with security best practices and regulatory requirements is now more critical than ever.
ASL Group recommends conducting a free print and scan audit to assess device readiness and identify potential vulnerabilities. Our managed print services provide ongoing optimisation, proactive maintenance, and expert guidance to help you achieve seamless transitions and meet evolving compliance standards.
Partnering with Experts: How ASL Group Supports Seamless Transition
Navigating these changes requires expertise in both print technology and cybersecurity. ASL brings impartial, independent advice and a proven track record in managed print services, document automation, and secure cloud integration. Our specialists work closely with clients to review existing device fleets, recommend compliant solutions, and manage upgrades or migrations with minimal disruption.
We encourage organisations to act now rather than wait for the enforcement deadline. By partnering with ASL, you gain access to dedicated account management, national support with a local presence, and a commitment to maximising uptime and security. Contact us today to arrange a free print and scan audit and ensure your business is ready for the next evolution in email security.
Find out more about how this could affect your business, or contact one our experts.
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