Ricoh scan to email with Office 365 after Basic auth ends

Ricoh has released OAuth 2.0 firmware for a long list of IM, MP, SP and Pro models. For those models, the vendor route is the right one. Models without that firmware, and fleets that mix brands, can send through a local relay instead.

What changes in December 2026

Microsoft's updated timeline (Exchange Team blog, January 27, 2026) says that at the end of December 2026, Basic authentication for SMTP AUTH is disabled by default in existing Exchange Online tenants. Admins can still turn it back on for the tenant or for single mailboxes. Tenants created after that date won't have it at all, and Microsoft will announce the final removal date in the second half of 2027.

Many Ricoh devices are set up with smtp.office365.com, port 587, STARTTLS and a mailbox username and password. That's Basic auth. When it's turned off, scans fail at the send step. The device log or the SMTP conversation usually shows a 535 5.7.139 error.

Option 1: native OAuth 2.0 on current Ricoh firmware

Ricoh's product support notice lists OAuth 2.0 firmware for Exchange Online for many color and monochrome MFPs (IM C, MP C, IM, MP series), for printers (IP C, P, SP series) and for some production models (Pro C9200/C9210, Pro 8400S series and others). You install the firmware, then configure it in Web Image Monitor. The notice says some models, such as the IM 2702 and certain production cut-sheet devices, can't be updated with the Ricoh Firmware Update Tool. For devices without OAuth support, Ricoh recommends "switching to methods that do not rely on email transition or using email services other than Exchange Online."

Ricoh's OAuth 2.0 setup guide describes a device-code flow. You select OAuth 2.0 (for Exchange Online) as the authentication method, enter the authentication email address and user name, and click Start Authentication. Then you enter the code shown on Microsoft's sign-in page, and the button shows (Authenticated) when it's done.

Where the SMTP settings live in Web Image Monitor

In Ricoh's user guides (for example the IM 350/IM 430 guide), the SMTP settings are under Device Management > Configuration > Device Settings > Email. The fields there are SMTP Server Name, SMTP Port No., Use Secure Connection (SSL), SMTP Authentication, SMTP Auth. Email Address, SMTP Auth. User Name, SMTP Auth. Password and SMTP Auth. Encryption. Older Smart Operation Panel and classic models can label things differently, so if you can't find the page, check your model's manual.

Option 2: point the device at a local relay

If a device can't do OAuth, if the OAuth token keeps expiring, or if you run a mixed fleet and want one way to set everything up, point the device at a relay on your LAN. The device then sends plain SMTP to the relay, and the relay does the Microsoft 365 authentication. ScanRelay sends through Microsoft Graph as one mailbox you choose, so messages reach internal and external recipients, land in Sent Items, and need no DNS or SPF changes.

Device field	Value when pointing at ScanRelay
SMTP server / host	The relay's LAN IP or DNS name (for example `10.0.20.5`), not `smtp.office365.com`
Port	`25`, or whichever host port you mapped to the container
SSL/TLS or STARTTLS	Off, unless you gave the relay a certificate (`SCANRELAY_TLS_CERT`). If you did, use STARTTLS
SMTP authentication	None, if the device's IP is in `SCANRELAY_ALLOW_IPS`. Otherwise the per-device login from `SCANRELAY_USERS`
From / device email address	Anything sensible. The relay rewrites From to your sending mailbox and keeps the device address as Reply-To

On a Ricoh, set SMTP Server Name to the relay address and SMTP Port No. to 25, set Use Secure Connection (SSL) to Off, and turn SMTP Authentication off (allowlisted IP) or enter the per-device relay login. Also check the Administrator Email Address field, because some models use it as the default sender.

Deploy the relay (Docker or LXC) and connect it to one sending mailbox. The README has the app registration and the RBAC for Applications commands.
Add the device's IP to SCANRELAY_ALLOW_IPS, or give it its own login.
Change only the SMTP host, port, TLS and authentication fields on the device, as shown in the table above.
Send a test scan to an internal and an external address, then check Sent Items on the sending mailbox.

Which option should you use?

Current model with OAuth firmware available: use native OAuth. It's supported by the vendor and needs no extra box. Plan for the case where a token has to be re-authorized, for example after a password reset, a Conditional Access change or a long outage.
Older model with no OAuth firmware: a relay (ScanRelay, or a Microsoft connector) is the realistic way to keep scan-to-email going. Scan to folder or SMB is another option.
Mixed fleet or an MSP managing many sites: a relay per site means one set of settings for every brand, and one place to watch delivery logs and secret expiry.

Comparing every approach, including HVE, direct send and third-party senders? Read the hub guide.

Keep older scanners sending, without a third-party mail service

ScanRelay takes plain SMTP from devices on your LAN and sends it as your own mailbox through Microsoft Graph with OAuth. It's open source and self-hostable. The hosted relay and MSP dashboard are in beta from October 2026.

Join the beta View on GitHub