When you enable email notifications in Team Forms, the system requests permission to send emails on your behalf. However, this authorization can expire over time due to several factors, similar to how public links have expiration policies.
Why Does Email Authentication Expire?
Inactivity – Each time an email notification is sent, the expiration period resets, extending the validity for another 90 days. If no emails are sent within this period, the permission may expire.
Organizational Policies – The 90-day expiration is a general guideline, but your organization's Microsoft Entra settings may enforce different expiration rules. These settings are managed by your internal IT department and can affect how long permissions remain active.
Events – Certain events, such as password resets, can impact the validity of the email authentication. If your password is reset or other security policies trigger a session revocation, the authentication may expire sooner than expected.
Maintaining Email Authentication
To ensure uninterrupted email notifications, make sure that email notifications are sent periodically. If authentication expires, you may need to reauthorize Team Forms to send emails on your behalf.
For more technical details on how Microsoft manages authentication and token expiration, refer to the official Microsoft documentation on refresh tokens. This is the mechanism by which the expiration occurs.