What O365 config changes are needed to allow Ricoh printer to send email using OAuth?

Question

I have spent lots of hours attempting to get our Ricoh printers to send email to our domain emails in O365 using OAuth since simple authentication (which we used for a long time) will soon be deprecated. The Ricoh MFP device firmware has been updated to authenticate using Modern Authentication & same has been configured on the device, but I still have been unsuccessful in getting it to work.

We have registered an app in Azure/Entra and modified this app registration several times including adding a Mobile & Desktop application platform URI of https://login.microsoftonline.com/common/oauth2/nativeclient; API permissions of MicrosoftGraph - User.Read & Office 365 Exchange Online - Mail.Send & SMTP.SendApp (all granted Admin Consent); Enabled "Allow Public Client flows" in Authentication Settings. Also checked & confirmed that used user account has been granted SMTP AUTH permissions (same user account that worked with simple authentication). However, no Certificate or Client Secret was configured as I wasn't sure about that.

I am very unsure of what needs fixing, and I'm not really comfortable with changing multiple settings I don't fully understand for fear of breaking something else in a production environment. We're a small, non-profit entity and I could use some help.

Questions I'm wondering about:

1. Are additional Redirect URIs needed?
2. Are additional API permissions needed?
3. Is the client secret required?

After following the Ricoh provided instructions for OAuth authentication from their device, it does allow me to get the needed authentication code and copy & paste it into the Microsoft page and attempt to sign in with the user account used for the printers, but that's where it stops & authentication cannot be completed. It returns an error page stating that the "App for E-mail Send" needs admin approval. I've also logged into the account at Outlook.com just to verify that it can be logged into and is handling email (which it is).

Can anyone help shed light on what's wrong? Thanks in advance.

Answer 1

Hi @Janet W 

Thanks for reaching out to the Microsoft Q&A forum   

I truly appreciate you sharing the details of your situation. 

After reviewing your case and conducting further research, I found that according to Ricoh’s guidance for enabling email sending with OAuth 2.0, you do not need to register an app in the Entra Admin Center. Instead, you can simply access the Ricoh Web Image Monitor (WIM) and configure OAuth 2.0 there. 

Here is how you can access WIM: 

Once you have access, please follow this article for the next steps: Configure OAuth 2.0 for Sending Email when using O365 SMTP - Ricoh. This will guide you through enabling OAuth 2.0. 

Note: Microsoft is providing this information as a convenience to you. These sites are not controlled by Microsoft, and Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please ensure that you fully understand the risks before using any suggestions from the above link.

The steps provided by Ricoh align with Microsoft documentation because this process uses the device code flow, which differs from your current approach. It relies on a pre-registered application from Ricoh. 

Reference: OAuth 2.0 device authorization grant - Microsoft identity platform | Microsoft Learn   

I hope this helps clarify the process and supports you in resolving the issue. Please feel free to reply if you have any updates or additional questions. 

Thank you for your understanding.  

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Update – November 30, 2025:  

Thank you, @Janet W, for sharing the foundational steps to complete the process for allowing a Ricoh printer to send emails using OAuth 2.0.

Before accessing the Ricoh Web Image Monitor (WIM) to configure OAuth 2.0 for sending email using O365 SMTP, you need to enable admin consent requests. This setting allows users to request admin consent for apps they cannot approve themselves. If the reviewer is a Global Admin, they will have the ability to grant the required admin consent. 

Next, make sure Authenticated SMTP is enabled in the Manage Email Apps settings for the user account that will be used to authenticate during the OAuth 2.0 configuration in WIM. 

 For detailed instructions, please refer to the official Ricoh guide: https://kb.gsd.ricoh.com/app/answers/detail/a_id/297331/~/how-to-scan-to-email-with-microsoft-excha… 

Note: Microsoft is providing this information as a convenience to you. These sites are not controlled by Microsoft, and Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please ensure that you fully understand the risks before using any suggestions from the above link. 

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Answer 2

My issue with this is now resolved. Our local Ricoh support consultant sent me a second Knowledge Base article he found regarding the settings needed at M365/Entra to allow this flow to work. I implemented the changes in the Supplement portion of the following KB, and found that the issue was that we did not have reviewers (Global Admins) turned ON and added to receive emails to give the non-admin user/app administrator consent for authentication. Once we changed that, everything worked. Here's the article:

https://kb.gsd.ricoh.com/app/answers/detail/a_id/297331/~/how-to-scan-to-email-with-microsoft-exchange-online-oauth-2.0-authentication