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Learn more / FAQ - Custom SMTP Changes
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Custom SMTP Changes FAQ

Custom SMTP allows ShareFile notifications to appear as though they were sent from your organization's email domain rather than from ShareFile.

Microsoft recently announced changes to SMTP AUTH Basic Authentication for Exchange Online. To help customers prepare, ShareFile now supports OAuth authentication for Microsoft Exchange Online Custom SMTP configurations. Microsoft plans to disable Basic Authentication for SMTP AUTH by default for existing tenants at the end of December 2026 and intends to announce a final retirement date in the second half of 2027.

For more information, refer to Updated Exchange Online SMTP AUTH Basic Authentication Deprecation Timeline.

For Microsoft Exchange Online customers

  • Who is affected by this change?

    • Organizations using Microsoft Exchange Online with ShareFile Custom SMTP and SMTP AUTH Basic Authentication are affected by Microsoft's announced retirement timeline.

  • What happens if no action is taken?

    • Your current configuration may continue to function temporarily, but ShareFile notifications sent through Custom SMTP could fail once Microsoft disables or permanently retires Basic Authentication for your tenant.

  • What is being done to address this?

  • What should we do now?

    • If your organization uses Microsoft Exchange Online with Custom SMTP:
      • Review your current email configuration
      • Identify the appropriate Microsoft Entra ID or Exchange Online administrator to perform the configuration
      • Configure Custom SMTP OAuth for Microsoft Exchange Online using the ShareFile setup guide
      • Enable Fallback to ShareFile to reduce the risk of notification delivery interruptions

  • How can I enable the "Fallback to ShareFile" setting?

    • A ShareFile administrator should:

      • Navigate to Account Settings
      • Select Advanced Preferences
      • Open Email Settings
      • Under SMTP Server, select Configure SMTP Settings
      • Set Fallback to ShareFile to Yes

      When enabled, ShareFile can use its standard email delivery service if your configured SMTP provider becomes unavailable.

  • Who can help us configure Exchange OAuth?

    • Your Microsoft Entra ID administrator or Exchange Online administrator should perform the required Microsoft-side configuration.

For Google Workspace customers

  • Are we affected by Microsoft's SMTP AUTH deprecation?

    • No, if your organization does not use Microsoft Exchange Online for Custom SMTP, you are not directly affected by Microsoft's SMTP AUTH Basic Authentication retirement timeline.

  • Do we need to take any action?

    • No immediate action is required at this time.

      Google discontinued the use of legacy account passwords for SMTP and other protocols on March 14, 2025. However, Google’s published guidance explicitly identifies app passwords as an available exception for supported scenarios. Review Google’s transition guidance.

      If your current Custom SMTP configuration is working correctly, you can continue using it. We recommend monitoring communications from your email provider and periodically reviewing your configuration.

  • Why are we receiving this communication?

    • We are sharing this information because many customers use ShareFile Custom SMTP and have questions about authentication changes across email providers.

      While Microsoft's retirement only impacts Exchange Online customers today, authentication requirements may evolve across the broader email ecosystem over time.

  • Does ShareFile support OAuth for Google Workspace Custom SMTP?

    • ShareFile does not currently support Google-specific OAuth authentication for Custom SMTP.

  • Will ShareFile add OAuth support for Google Workspace?

    • We continue to monitor customer demand and provider requirements.

      Authentication requirements vary significantly by provider, and support for one provider does not automatically translate to support for another. Future provider-specific support will be evaluated as requirements become clearer and customer needs evolve.

For other email providers

  • What about Amazon SES, Smarsh, Proton, or other email providers?

    • Most email providers continue to support Custom SMTP authentication methods today.

      We recommend following the guidance published by your specific email provider. If your provider announces a retirement of your current authentication method, review their migration guidance and contact ShareFile Support if assistance is needed.

  • Should we change a working configuration?

    • No, if your current Custom SMTP configuration is working and your provider has not announced changes impacting your configuration, no immediate changes are necessary.

      We do not recommend changing a functioning configuration solely because Microsoft is retiring Basic Authentication for Exchange Online.

  • What should we do if our provider announces an authentication change?

    • If your email provider announces that your current authentication method will no longer be supported:
      • Review the provider's migration guidance
      • Determine whether your current configuration will be impacted
      • Enable Fallback to ShareFile to reduce the risk of notification delivery interruptions
      • Contact ShareFile Support if you need assistance evaluating your options
      • Monitor ShareFile product updates for newly supported authentication methods

  • Should we still review our settings?

    • Yes, it is always a good practice to periodically review your email configuration settings, verify successful notification delivery, and ensure your configuration continues to meet your organization's security requirements.

  • Who can we contact if we have questions?

    • Please contact ShareFile Support for assistance with Custom SMTP configuration, troubleshooting, or questions about supported authentication methods.

General configuration and troubleshooting

  • What happens if my SMTP server becomes unavailable?

    • If Fallback to ShareFile is enabled, ShareFile can fall back to its standard email delivery service when your configured SMTP server is unavailable.

      If fallback is disabled, email notifications may fail until the underlying SMTP issue is resolved.

  • How do I enable Fallback to ShareFile?

    • A ShareFile administrator should:

      • Go to Account Settings
      • Select Advanced Preferences
      • Open Email Settings
      • Under SMTP Server, select Configure SMTP Settings
      • Set Fallback to ShareFile to Yes

      When enabled, ShareFile can use its standard email delivery service if the configured Custom SMTP server is unavailable.

  • Do I need to update firewall rules, allowlists, or IP restrictions?

    • Some email providers and SMTP server configurations restrict which IP addresses are allowed to relay email. If your organization uses firewall rules, network allowlists, or SMTP relay restrictions, you should review your configuration to ensure ShareFile traffic is permitted.

      For the latest list of ShareFile email delivery and Custom SMTP relay IP addresses, see ShareFile Firewall and IP Addresses.

      You may need to work with your email administrator, network administrator, or security team to confirm that the appropriate IP addresses are allowed before enabling or modifying your Custom SMTP configuration.

  • When should I contact Support?

    • Please contact ShareFile Support if:
      • You are unsure which email provider you use
      • You need assistance configuring Exchange OAuth
      • Your Custom SMTP configuration stops working
      • Your provider announces authentication changes and you need guidance on next steps
In this article
For Microsoft Exchange Online customersFor Google Workspace customersFor other email providersGeneral configuration and troubleshooting