Prevent Email Disruptions to Your Business

Microsoft has announced it will soon discontinue support for SMTP (Simple Mail Transfer Protocol) using Basic Authentication—a core service that enables email functionality in copiers, scanners, phone systems, and other essential devices. This change could cause unexpected disruptions to daily operations, impacting everything from document workflows to critical communications. To help your business stay ahead of the curve, DSG is proud to offer our Managed SMTP Service—a secure, fully supported solution that ensures uninterrupted performance and peace of mind as Microsoft phases out SMTP with Basic Authentication.

Why Act Now?

Microsoft’s decision to phase out Basic Authentication for SMTP underscores the need to transition to a modern, supported email relay solution before the service is discontinued. Delaying this change could lead to:

  • Disrupted Operations: Copiers, scanners, and phone systems failing to send emails, impacting workflows like document scanning or voicemail-to-email.
  • Avoid Temporary Blocks: Microsoft plans temporary blocks to remind users, which could disrupt services if not addressed early.
  • No Exceptions Allowed: Once disabled, Basic Authentication cannot be re-enabled, and no exceptions will be granted, making proactive migration critical.

By adopting DSG’s Managed SMTP Service now, you can avoid these risks and maintain uninterrupted, secure email functionality for your devices.

Understanding SMTP and the Upcoming Changes

For those unfamiliar, SMTP is the standard protocol used to send emails across networks. Many businesses rely on it for automated email functions in legacy devices, such as multifunction printers that scan documents to email or VoIP systems that forward voicemails. Historically, these systems have used Basic Authentication—a simple username and password method—to connect to email servers like Microsoft Exchange Online.

However, Microsoft is deprecating Basic Authentication for SMTP AUTH (Client Submission) due to security vulnerabilities, such as susceptibility to credential stuffing attacks and lack of support for modern security features like multi-factor authentication (MFA). Instead, they are pushing for Modern Authentication methods, like OAuth 2.0, which provide enhanced security through token-based access.

The Timeline: What to Expect from Microsoft

According to Microsoft’s latest updates, the deprecation process for Basic Authentication in SMTP AUTH will begin in March 2026 with a small percentage of submission rejections for all tenants, gradually increasing to 100% rejections by April 30, 2026. This phased approach serves as a “reminder” through temporary disruptions, but once fully implemented, affected applications and devices will receive error messages like “550 5.7.30 Basic authentication is not supported for Client Submission,” rendering them unable to send emails.

Importantly, this change is permanent—Microsoft has stated there will be no way to re-enable Basic Authentication or request exceptions after the cutoff. Starting in mid-October 2024, businesses can check their usage via the SMTP AUTH Clients Submission Report in the Exchange admin center to see if they’re relying on Basic Auth and need to act.

The Challenge for Businesses

While Modern Authentication is the recommended path forward, not all devices support it out of the box. Older copiers, scanners, alarm systems, and IoT devices often lack the capability to implement OAuth, leaving businesses in a bind. Attempting to upgrade or replace these devices can be costly and time-consuming, especially for organizations with distributed hardware across multiple locations.

This is where a managed service provider like DSG steps in to bridge the gap.

DSG’s Managed SMTP Service: Your Seamless Solution

At DSG, we understand the complexities of IT transitions, which is why we’ve developed our Managed SMTP Service specifically for scenarios like this. Our service acts as a secure email relay, allowing your legacy devices to continue sending emails without interruption. Here’s how it works:

  • Compatibility: We handle the authentication on our end, supporting both Basic and Modern methods, so your devices don’t need upgrades.
  • Security First: Built with enterprise-grade encryption, MFA integration, and compliance standards (e.g., HIPAA, GDPR where applicable), ensuring your emails are protected.
  • Monitoring and Support: Our team proactively monitors your setup, provides 24/7 support, and scales with your business needs.
  • Easy Integration: Quick setup with minimal downtime—often completed in hours, not days.

Benefits of Choosing DSG

Switching to DSG’s Managed SMTP Service isn’t just about avoiding disruptions; it’s about future-proofing your operations. Key advantages include:

  • Cost Savings: Avoid expensive hardware replacements or emergency fixes when disruptions hit.
  • Enhanced Reliability: Redundant servers and automatic failover ensure 99.99% uptime.
  • Expert Guidance: As a trusted MSP, we offer free consultations to assess your current setup and tailor a migration plan.
  • Peace of Mind: Stay compliant and secure while focusing on your core business, not IT headaches.

Many of our clients in industries like healthcare, finance, and manufacturing have already made the switch, reporting smoother workflows and reduced support tickets.

How to Get Started

Transitioning is simpler than you think. Contact DSG today for a no-obligation audit of your email relay needs. We’ll review your devices, identify vulnerabilities, and provide a customized quote for our Managed SMTP Service. With the deprecation looming in early 2026, now is the ideal time to prepare—don’t wait for the temporary blocks to start.

Conclusion

Microsoft’s phase-out of Basic Authentication for SMTP is a necessary step toward better security, but it doesn’t have to disrupt your business. By partnering with DSG, you can navigate this change effortlessly with our Managed SMTP Service. Protect your operations, ensure continuity, and embrace a more secure future. Reach out to our team at help@dsghelp.com, 800-979-4374, or visit our website to learn more. Let’s keep your emails flowing without a hitch!