How do I grant someone access to my SNDS account?

Key findings

• User initiation: New users must create their own SNDS accounts and then request access to the specific IP addresses or ranges they need to monitor.
• IP ownership: The approval for access rests with the registered owner of the IP addresses. If you are using an Email Service Provider (ESP), they are typically the IP owners and will be responsible for granting access, not you directly.
• Approval process: Upon a user's request, an approval email is sent to the abuse@ or postmaster@ email address associated with the IP registration. The owner then approves the request.
• Shared vs. dedicated IPs: ESPs are less likely to grant SNDS access for shared IPs due to security and privacy concerns, but it is typically straightforward for dedicated IP addresses.

Key considerations

• Communication with ESP: If your IPs are managed by an ESP, ensure your colleague contacts the ESP's support team immediately after requesting access. There's often a short window for approvals.
• Alternative access: If direct access cannot be granted (e.g., for shared IPs or complex setups), consider sharing a generic organizational Microsoft account that already has SNDS access for your IPs. This is often necessary when you obtain SNDS access through an ESP.
• Authorization emails: Verify that the designated approval email address (e.g., abuse@) has an active mailbox that can receive authorization requests to avoid delays or missed approvals. If you are not receiving authorization emails, troubleshoot your mailbox.
• IP ranges: Ensure the requesting party specifies the correct IP addresses or the full IP range for which they need access to prevent issues related to data visibility or blocklist monitoring.

Key opinions

• Direct addition isn't possible: Many marketers find it counterintuitive that they cannot directly add someone to their SNDS account, expecting a simple user management interface.
• Reliance on ESPs: For marketers using ESPs, it's clear that the ESP holds the key to granting access, as they own the IP ranges. This means direct communication with the ESP is paramount.
• Approval email confusion: There can be uncertainty about which email address receives the SNDS approval request, often leading to checks of abuse@ or postmaster@ inboxes.
• Dedicated IP advantage: Marketers on dedicated IPs generally have an easier time securing SNDS access approvals compared to those on shared IPs due to clearer ownership.

Key considerations

• Internal access requirements: Consider if the person needing access is internal or external. For internal teams, sharing an organizational SNDS account might be a viable workaround if direct IP access is complicated or delayed. This is particularly relevant when managing data for specific ESP platforms.
• Timely approval: Marketers must be aware of the short approval window for SNDS requests; prompt action from the IP owner or ESP is crucial to avoid re-requesting access.
• Understanding IP setup: Knowledge of whether IPs are shared or dedicated helps in understanding the likelihood and complexity of gaining SNDS access. This insight can also help remediate blocklist issues within pooled environments.
• Internal email addresses: While an internal email address might appear as an option for approval, marketers need to confirm it has an active mailbox to receive the necessary verification emails.

Key opinions

• Request-based access: Experts confirm that new users must initiate SNDS access by requesting it for specific IPs, rather than being directly added by an existing account holder.
• ESP as approver: The primary approver for SNDS access requests for an ESP's IPs is the ESP itself, not the end-user. This highlights the need for coordination.
• Time-sensitive approvals: Approvals for SNDS access have a relatively short window; timely action from the ESP or IP owner is crucial to process requests successfully.
• Dedicated IP simplicity: For dedicated IPs, the process is usually smoother, as ownership and approval lines are clearer, enabling faster access to data needed for troubleshooting IP blocklists.

Key considerations

• ESP support team: It is critical for a new user to contact the ESP's support team as soon as they submit an SNDS access request to ensure it's reviewed and approved within the required timeframe.
• Email for approval: Ensure that the email address chosen for the SNDS request, typically abuse@ or postmaster@ , is actively monitored and capable of receiving external emails, particularly if it's an internal or generic address.
• Understanding data limitations: While SNDS is valuable for Microsoft deliverability, experts suggest it's one piece of a larger puzzle. For a comprehensive view of reputation and inbox placement, other tools and data sources should also be considered, especially if SNDS data seems inconsistent.
• Specificity of request: The requesting user must accurately input the specific IP address or ranges they need access to; incorrect entries will lead to denied requests or irrelevant data.

Key findings

• Account creation: Users must first create a Microsoft account and register for SNDS.
• IP registration: To view data, specific IP addresses or IP ranges must be added and validated within the SNDS portal.
• Verification email: Microsoft sends a verification request to the administrative contact email (e.g., abuse@ or postmaster@) for the IP block.
• Access approval: The request must be approved by the legitimate owner of the IP space.

Key considerations

• Email address for validation: The SNDS system will prompt you to choose an email address to receive the validation request. It is crucial to select an address that is active and monitored by the IP owner or their designated representative.
• IP type impact: While the documentation outlines a general process, practical experience (and related resources) indicate that gaining access for shared IPs via an ESP is often more restrictive than for dedicated IPs.
• Timeliness of approval: Documentation implies that a swift response to the validation email is important for successful access, as requests may expire if not acted upon promptly.
• Ongoing monitoring: Once access is granted, SNDS serves as a tool for continuous monitoring of IP reputation and deliverability metrics, crucial for maintaining good sender health.