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Prerequisites: Office 365 or Microsoft 365 subscription, Exchange Online Plan

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This article explains how you can send email from devices and business applications when all of your mailboxes are in Microsoft 365 or Office 365. For example:

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You have a scanner, and you want to email scanned documents to yourself or someone else.
You have a line-of-business (LOB) application that manages appointments, and you want to email reminders to clients of their appointment time.

Option 1 (recommended): Authenticate your device or application directly with a Microsoft 365 or Office 365 mailbox, and send mail using SMTP AUTH client submission

Note

This option is not compatible with Microsoft Security Defaults or multi-factor authentication (MFA). If your environment uses Microsoft Security Defaults or MFA, we recommend using Option 2 or 3 below.

You must also verify that SMTP AUTH is enabled for the mailbox being used. See Enable or disable authenticated client SMTP submission (SMTP AUTH) in Exchange Online for more information.

Please see Basic Authentication and Exchange Online for the latest announcements concerning this option.

This option supports most usage scenarios and it's the easiest to set up. Choose this option when:

You want to send email from a third-party hosted application, service, or device.
You want to send email to people inside and outside your organization.

To configure your device or application, connect directly to Microsoft 365 or Office 365 using the SMTP AUTH client submission endpoint smtp.office365.com.

Each device or application must be able to authenticate with Microsoft 365 or Office 365. The email address of the account that's used to authenticate with Microsoft 365 or Office 365 will appear as the sender of messages from the device or application.

How to set up SMTP AUTH client submission

Enter the following settings directly on your device or in the application as their guide instructs (it might use different terminology than this article). As long as your scenario meets the requirements for SMTP AUTH client submission, the following settings will enable you to send email from your device or application.

Device or Application setting	Value
Server/smart host	smtp.office365.com
Port	Port 587 (recommended) or port 25
TLS/StartTLS	Enabled
Username/email address and password	Enter the sign in credentials of the hosted mailbox being used

TLS and other encryption options

Determine what version of TLS your device supports by checking the device guide or with the vendor. If your device or application does not support TLS 1.2 or above:

Use direct send (Option 2) or Microsoft 365 or Office 365 SMTP relay (Option 3) for sending mail instead (depending on your requirements).
Use an on-premises Exchange server (or another SMTP email server) if your device is unable to meet the previous requirements for connecting to Microsoft 365 or Office 365. In fact, you might find it easier to manage multiple devices and applications that send email messages in an on-premises Exchange server instead of connecting them all to Microsoft 365 or Office 365 directly. The Exchange server would relay messages in the same way that a device would use Microsoft 365 or Office 365 to relay messages using Option 3 below. You can find out more about configuring your own email server to send emails to Microsoft 365 or Office 365 here: Set up connectors to route mail between Microsoft 365 or Office 365 and your own email servers.

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If your device recommends or defaults to port 465, it does not support SMTP AUTH client submission.

How SMTP AUTH client submission works

The following diagram gives you a conceptual overview of what your environment will look like.

Features of SMTP AUTH client submission

SMTP AUTH client submission allows you to send email to people in your organization as well as outside your company.
This method bypasses most spam checks for email sent to people in your organization. This can help protect your company IP addresses from being blocked by a spam list.
With this method, you can send email from any location or IP address, including your (on-premises) organization's network, or a third-party cloud hosting service, like Microsoft Azure.

Requirements for SMTP AUTH client submission

Authentication: You must be able to configure a user name and password to send email on the device. Note that you cannot use Microsoft Security Defaults or multi-factor authentication (MFA), which disable basic authentication and are designed to protect your users from compromise. If your environment uses Microsoft Security Defaults or MFA, we recommend using Option 2 or 3 below.
Mailbox: You must have a licensed Microsoft 365 or Office 365 mailbox to send email from.
Transport Layer Security (TLS): Your device must be able to use TLS version 1.2 and above.
Port: Port 587 (recommended) or port 25 is required and must be unblocked on your network. Some network firewalls or ISPs block ports, especially port 25.
DNS: You must use the DNS name smtp.office365.com. Do not use an IP address for the Microsoft 365 or Office 365 server, as IP Addresses are not supported.

Note

For information about TLS, see How Exchange Online uses TLS to secure email connections and for detailed technical information about how Exchange Online uses TLS with cipher suite ordering, see Enhancing mail flow security for Exchange Online.

Limitations of SMTP AUTH client submission

You can only send from one email address unless your device can store login credentials for multiple Microsoft 365 or Office 365 mailboxes. Microsoft 365 or Office 365 imposes a limit of 30 messages sent per minute, and a limit of 10,000 recipients per day.

Option 2: Send mail directly from your printer or application to Microsoft 365 or Office 365 (direct send)

Choose this option when:

Your environment uses Microsoft Security Defaults or multi-factor authentication (MFA).
SMTP client submission (Option 1) is not compatible with your business needs or with your device.
You only need to send messages to recipients in your own organization who have mailboxes in Microsoft 365 or Office 365; you don't need to send email to people outside of your organization.

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Other scenarios when direct send may be your best choice:

You want your device or application to send from each user's email address and do not want each user's mailbox credentials configured to use SMTP client submission. Direct send allows each user in your organization to send email using their own address.
Avoid using a single mailbox with Send As permissions for all your users. This method is not supported because of complexity and potential issues.
You want to send bulk email or newsletters. Microsoft 365 or Office 365 does not allow you to do this via SMTP client submission. Direct send allows you to send a high volume of messages.
Note that there is a risk of your email being marked as spam by Microsoft 365 or Office 365. You might want to enlist the help of a bulk email provider to assist you. For example, they'll help you adhere to best practices, and can help ensure that you