What does 'view-only' access in SNDS mean?

View-only access means you can see data for your IPs but cannot take action like accessing the Junk Mail Reporting Program (JMRP), adding new IPs, or removing existing ones. This usually happens if not all IPs in your feed are properly authorized to your account.

Why are my IPs already added to another SNDS account?

This typically occurs if a previous entity, such as a former Email Service Provider or hosting company, registered the IPs under their account. SNDS ties IP registration to the entity controlling the reverse DNS (rDNS) for that IP space.

How can I request full control over an IP that's in another account?

You can try using the Request Access panel within SNDS. This sends an authorization request to the administrative contact of the IP's rDNS. You'll need to confirm ownership via a received email.

What if I don't receive the authorization email from SNDS?

If you don't receive the confirmation email, it might mean the rDNS contact email is incorrect, or the email is being blocked. First, verify your rDNS records are accurate. If the problem persists, you should contact Microsoft SNDS support directly for assistance.

Does deleting and re-adding an IP solve the issue?

Often, no. If the IP is still associated with another account or a different rDNS owner, deleting and re-adding it won't override the existing authorization. You need to formally re-authorize the IP through the Request Access process.

Dealing with Microsoft's Smart Network Data Services (SNDS) can be tricky, especially when you discover your sending IPs are already registered under a different account. This situation often leads to limited view-only access, preventing you from leveraging crucial tools like the Junk Mail Reporting Program (JMRP) or gaining full insights into your sender reputation. It's a frustrating hurdle that can significantly impact your email deliverability and overall sending strategy.

The core of the problem lies in the authorization process within SNDS. To have complete management capabilities, including the ability to remove or add IPs and access detailed feedback, every IP within a given feed must be properly authorized to your specific account. If even one IP in a range or group isn't authorized to your organization, the entire feed often defaults to a view-only status.

This guide will walk you through the steps to identify, re-authorize, and ultimately gain full control over your IPs within SNDS, ensuring you have the necessary tools to maintain a healthy sender reputation and avoid unnecessary blocklists (or blacklists).

Gaining control over SNDS IP access

When you encounter this issue, the first step is to thoroughly examine your SNDS dashboard. It's crucial to understand which specific IPs are unauthorized or tied to another entity. Microsoft's system is designed to grant access based on proof of ownership or delegated authority for an IP range. If an IP is already active in another account, it means someone else has previously established this proof.

You might initially try to delete and re-add the IP, but this often doesn't resolve the underlying authorization conflict. The system recognizes the prior claim. Instead, the focus should be on requesting access (or re-authorization) for any IPs that are not fully under your control. This process typically involves Microsoft sending a confirmation email to the administrative contact for that IP address or range.

Key to authorization

Even if just one IP address within your registered feed is not authorized to your account, the entire feed's functionality can be limited to view-only. Ensure all IPs are authorized to regain full management capabilities.

Navigating existing IP assignments

The primary challenge is that SNDS IPs are added to an account belonging to the entity that controls the reverse DNS (rDNS) for that IP space. This could be your hosting provider, an Email Service Provider (ESP), or a previous administrator. When an IP is already associated with another account, you essentially need to assert your current ownership or delegated management rights.

If you're using an Email Service Provider, they often manage the rDNS records and, by extension, the SNDS access. In such cases, you might need to coordinate with them to ensure your IPs are correctly registered under your organization or that they grant you the necessary delegated access within their SNDS account. Understanding who controls the rDNS is key to understanding who can authorize the IPs in SNDS.

Current situation: View-only access

Limited insights: Cannot access detailed data for your sending IPs.
No JMRP access: Unable to receive feedback loop data on spam complaints.
Restricted management: Cannot remove or add IPs freely.

Desired outcome: Full control

Comprehensive data: Full visibility into all IP metrics.
JMRP integration: Receive immediate spam complaint data.
Complete management: Add, remove, and manage IPs as needed.

The process to re-authorize and manage IPs

To gain full control, you typically need to go through the Request Access panel in SNDS. This action initiates a re-authorization process for the IPs in question. Microsoft will attempt to send a confirmation email to the known administrative contact associated with the rDNS of those IPs. This email contains a link or instructions to validate the ownership or delegated authority.

If you don't receive this confirmation email, or if the process doesn't grant you full control, it might indicate that the rDNS records point to a contact you don't control, or there's an issue with the email delivery itself. Verifying the correct rDNS configuration for your IPs is a critical step. A typical rDNS record might look something like this:

Example PTR Record for rDNSdns

200.168.192.in-addr.arpa. IN PTR mail.yourdomain.com.

Ensure your rDNS is set up correctly and points to a domain you control, and that the associated mailbox is actively monitored. If you're encountering persistent issues with SNDS IP authorization, reviewing your rDNS is a good starting point.

Escalating issues to Microsoft SNDS support

If repeated attempts to authorize IPs or communicate with the previous account holder prove unsuccessful, the next logical step is to contact Microsoft SNDS support directly. Provide them with as much detail as possible, including the specific IPs in question, the issue you're facing (view-only access), and the steps you've already taken. They have the internal tools to investigate the ownership of the IPs and mediate the transfer of access if appropriate.

Be prepared to provide proof of ownership for your IP addresses or documentation of your legal right to manage them. This might include contracts with your hosting provider or ESP, or evidence of your domain's rDNS configuration. Microsoft's support team is typically responsive, but gathering all relevant information beforehand can expedite the resolution process.

Resolving these authorization issues is vital for maintaining a strong sender reputation and ensuring your emails reach their intended recipients. Regularly troubleshooting SNDS data is a cornerstone of effective email deliverability management.

Views from the trenches

Best practices

Always ensure all IP addresses in your SNDS feed are fully authorized under your account.

Verify the reverse DNS (rDNS) records for your IPs point to a domain you control.

Actively monitor the email address associated with your rDNS for SNDS authorization requests.

Collaborate with your Email Service Provider (ESP) or hosting provider if they manage your IPs.

Maintain meticulous records of your IP ownership and any delegation agreements.

Common pitfalls

Assuming deleting and re-adding an IP will automatically transfer ownership.

Overlooking a single unauthorized IP that causes the entire feed to remain view-only.

Not regularly checking the administrative mailbox associated with your rDNS.

Failing to provide comprehensive details when contacting Microsoft SNDS support.

Neglecting the critical role of rDNS in SNDS IP authorization.

Expert tips

Automate monitoring of SNDS status to quickly detect any changes in authorization or reputation.

Implement DMARC to gain broader visibility into email streams, complementing SNDS data.

Proactively communicate with previous IP holders to facilitate smooth transfers if possible.

Consider using a DMARC reporting tool for aggregated email authentication insights.

Understand the distinction between SNDS feed access and JMRP access, both requiring proper authorization.

Expert view

Expert from Email Geeks says that if some IPs in a feed are no longer authorized in the Access Control panel, only view access is granted. Authorizing the missing IPs via the Request Access panel should make the feed manageable again.

2024-04-18 - Email Geeks

Expert view

Expert from Email Geeks says that you will not be able to delete any IPs in the feed until all of them are authorized again. They recommend identifying all currently unauthorized IPs and trying to authorize them via the Request Access panel.

2024-04-18 - Email Geeks

Conclusion

Resolving SNDS issues when IPs are already associated with another account requires a methodical approach, focusing on proper authorization and, if necessary, direct communication with Microsoft support. By ensuring all your IPs are correctly authorized and your rDNS records are in order, you can unlock full SNDS functionality and maintain a robust email deliverability program. Platforms like Suped can further assist by providing comprehensive DMARC reporting and monitoring, giving you a holistic view of your email ecosystem and helping you prevent similar issues in the future.