Summary
Addressing email deliverability issues with Microsoft for B2B clients requires a multi-faceted approach due to limited direct support. The initial step involves using the Sender Support form in the Microsoft 365 Defender portal, though this primarily serves as a delisting tool. Proactive measures are critical, including maintaining a positive IP reputation by gradually increasing email volume and avoiding blocklists. Proper email authentication (SPF, DKIM, DMARC), monitoring IP health through Smart Network Data Services (SNDS), and setting up feedback loops (if eligible) are essential. Additionally, reviewing email content for spam triggers, using dedicated IP addresses, ensuring correct reverse DNS configuration, and enrolling in the Junk Mail Reporting Program (JMRP) can significantly improve deliverability. Understanding Microsoft's perspective through past discussions is also beneficial. Essentially, successful delivery requires a proactive, data-driven strategy focused on building trust and mitigating potential issues.
Key findings
- Limited Direct Support: Microsoft provides limited direct support for deliverability issues, emphasizing sender responsibility.
- Sender Support Form: The Sender Support form in the Microsoft 365 Defender portal is the primary contact method, mainly for delisting.
- IP Reputation is Key: Maintaining a positive IP reputation through gradual volume increases and avoiding blocklists is critical.
- Authentication is Essential: Proper email authentication (SPF, DKIM, DMARC) is crucial for verifying sender identity.
- SNDS for Monitoring: Smart Network Data Services (SNDS) allows you to monitor the health of your sending IPs from Microsoft's perspective.
- JMRP for Complaint Feedback: The Junk Mail Reporting Program (JMRP) provides insights into user-reported spam complaints.
- Proactive Measures: Proactive steps like content review, dedicated IPs, and proper rDNS configuration can significantly improve deliverability.
Key considerations
- Access Defender Portal: Ensure you have access to the Microsoft 365 Defender portal to use the Sender Support form.
- Volume Warmup: Gradually increase sending volume to establish a positive IP reputation with Microsoft.
- Authenticate Emails: Implement and maintain SPF, DKIM, and DMARC records to properly authenticate your emails.
- Monitor Blocklists: Regularly check and address any blocklist listings of your sending IPs.
- Evaluate SNDS Data: Utilize and understand the data provided by Smart Network Data Services (SNDS) to identify and address issues.
- Implement Feedback Loops: Set up feedback loops (if eligible) to receive data on user complaints.
- Optimize Email Content: Regularly review and optimize email content to avoid spam triggers.
- Dedicated IP Advantages: Consider using dedicated IPs to manage and control your sending reputation.
- Verify rDNS: Ensure your sending IPs have proper reverse DNS (rDNS) configuration.
- Research Microsoft's Approach: Research past discussions about deliverability to gain insights into Microsoft's perspective.
What email marketers say
9 marketer opinions
Addressing deliverability issues with Microsoft for B2B clients involves a multi-faceted approach. Due to limited direct support from Microsoft, proactive monitoring, and preventative measures are crucial. Strategies include enrolling in the Junk Mail Reporting Program (JMRP), gradually increasing email volume to establish a positive IP reputation, implementing proper email authentication (SPF, DKIM, DMARC), regularly checking against blocklists, setting up feedback loops, reviewing email content for spam triggers, using dedicated IP addresses, and ensuring proper reverse DNS (rDNS) configuration. Essentially, establishing a trustworthy sending reputation and proactively addressing potential issues is essential for successful email delivery to Microsoft.
Key opinions
- Limited Direct Support: Microsoft offers limited direct support for deliverability issues, emphasizing proactive sender responsibility.
- IP Reputation: Gradually increasing email volume to build a positive IP reputation is essential for Microsoft's filtering systems.
- Email Authentication: Proper email authentication (SPF, DKIM, DMARC) is crucial for verifying sender identity and reducing spam flags.
- Blocklist Monitoring: Regularly checking IP addresses against blocklists is necessary to promptly address and resolve listing issues.
- Feedback Loops: Setting up feedback loops (if volume qualifies) provides valuable data on user complaints for proactive issue resolution.
- Content Review: Reviewing email content and subject lines for spam trigger words is important to avoid filtering.
- Dedicated IPs: Using dedicated IP addresses helps establish a sender reputation separate from shared environments.
- Reverse DNS: Ensuring proper reverse DNS (rDNS) configuration helps Microsoft verify the legitimacy of sending servers.
Key considerations
- JMRP Enrollment: Consider enrolling in Microsoft's Junk Mail Reporting Program (JMRP) to monitor user-reported spam.
- Volume Scaling: Carefully scale email sending volume to avoid triggering spam filters and establish a positive reputation.
- Authentication Implementation: Thoroughly implement and maintain SPF, DKIM, and DMARC records to ensure email authentication.
- Blocklist Remediation: Have a plan in place to quickly identify and remove your IP address from any blocklists.
- Feedback Loop Eligibility: Determine eligibility and set up a feedback loop to receive complaint data from Microsoft.
- Content Optimization: Regularly review and optimize email content to avoid spam triggers and improve engagement.
- IP Address Selection: Consider acquiring and managing dedicated IP addresses for enhanced control over sender reputation.
- rDNS Verification: Verify and maintain proper reverse DNS (rDNS) records for sending IP addresses.
Marketer view
Marketer from Email Geeks compares Microsoft's attitude to deliverability issues to an uncaring phone company.
15 Dec 2024 - Email Geeks
Marketer view
Email marketer from StackExchange stresses the importance of proper email authentication (SPF, DKIM, DMARC). Jane shares authenticating your email helps Microsoft verify you are who you say you are and reduces the chances of being flagged as spam.
28 Oct 2023 - StackExchange
What the experts say
4 expert opinions
Contacting Microsoft regarding deliverability issues for B2B clients is challenging due to the limited direct support available. The primary method of contact is through the sender.office.com portal, even if it primarily serves as a delisting form. Experts suggest researching past discussions to better understand Microsoft's approach. While Microsoft provides some advice for senders, active management of tools like SNDS (Smart Network Data Services) is crucial for monitoring and addressing deliverability problems.
Key opinions
- Limited Support: Microsoft offers minimal direct support for deliverability issues.
- Sender Portal: sender.office.com is the main point of contact, primarily for delisting.
- Historical Context: Understanding Microsoft's approach requires researching past discussions.
- SNDS Importance: SNDS is a critical tool for monitoring deliverability if the data can be effectively managed.
Key considerations
- Portal Limitations: Recognize that sender.office.com might not provide in-depth support beyond delisting requests.
- Self-Reliance: Be prepared for a self-service approach to troubleshooting deliverability issues.
- SNDS Management: Evaluate your ability to effectively utilize the data provided by SNDS.
- Knowledge Base: Invest time in researching past discussions to gain insights into Microsoft's perspective.
Expert view
Expert from Word to the Wise explains that SNDS is an important tool, if you can manage the data that it gives you.
29 Jul 2021 - Word to the Wise
Expert view
Expert from Spam Resource explains that Microsoft provides some advice for senders, but little to no direct support.
20 Dec 2021 - Spam Resource
What the documentation says
4 technical articles
According to Microsoft's documentation, resolving deliverability issues involves several key steps. First, use the Sender Support form available through the Microsoft 365 Defender portal. Maintaining a positive IP reputation is vital, as Microsoft utilizes this data for spam filtering. Regularly monitor your IP's reputation and ensure it's not on blocklists. Leverage Smart Network Data Services (SNDS) to track the health and reputation of your sending IPs as perceived by Microsoft. Finally, report any abuse or spam originating from Microsoft domains through their designated channels.
Key findings
- Sender Support Form: The Sender Support form via the Microsoft 365 Defender portal is a primary method for addressing deliverability concerns.
- IP Reputation Importance: Maintaining a good IP reputation is crucial, as Microsoft uses reputation data to filter spam.
- SNDS Monitoring: Smart Network Data Services (SNDS) enables monitoring of your sending IP's health and reputation within Microsoft's systems.
- Abuse Reporting: Microsoft provides channels for reporting abuse and spam originating from their own domains.
Key considerations
- Defender Portal Access: Ensure you have access to the Microsoft 365 Defender portal to utilize the Sender Support form.
- Reputation Management: Proactively manage your IP reputation to avoid being flagged as spam.
- SNDS Proficiency: Familiarize yourself with Smart Network Data Services (SNDS) to effectively monitor and interpret its data.
- Reporting Scope: Use the abuse reporting channels specifically for issues originating from Microsoft domains.
Technical article
Documentation from Microsoft Docs explains that to troubleshoot deliverability, use the Sender Support form. Access it through the Microsoft 365 Defender portal. This provides a direct avenue for addressing deliverability concerns.
21 Feb 2025 - Microsoft Docs
Technical article
Documentation from Microsoft Docs emphasizes the importance of maintaining a good IP reputation. They explain Microsoft uses reputation data to filter spam. Monitor your sending IP's reputation and ensure it is not listed on any blocklists.
5 Aug 2021 - Microsoft Docs
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