TABLE OF CONTENTS

• What's Happening?
• Quick Diagnosis: Identifying IP Reputation Issues
• Understanding IP Infrastructure
• Step-by-Step IP Reputation Recovery
• Advanced Monitoring for Dedicated IP Users
• When to Consider Dedicated IP
• Best Practices for All Users
• Recovery Timeline and Expectations
• Still Having Issues?

Fixing Low IP Reputation Issues - Restore Sending IP Credibility

What's Happening?

Your sending IP address has developed a poor reputation with email providers and security services, causing your emails to be blocked or rejected. Unlike domain reputation, IP reputation is tied to the specific server or infrastructure sending your emails. In Our platform, this means the IP infrastructure you're using needs reputation recovery through improved sending practices and proper list management.

IP reputation issues are often more immediate than domain reputation problems, as they can result in complete blocking rather than just spam folder placement. The good news is that IP reputation can be restored more quickly than domain reputation with the right approach.

Quick Diagnosis: Identifying IP Reputation Issues

Look for these bounce messages that indicate IP reputation problems:

Outlook/Microsoft Blocks

• "The sending server's IP address is on a block list, causing Outlook to reject the message"
• "The sending server's IP is blocked due to poor reputation or suspicious activity"
• "The sending server's IP address is blocked or refused due to a history of abuse or suspicious activity"

General IP Reputation Issues

• "The sending server's IP is blocked or blacklisted due to poor reputation or spam reports"
• "The sending server's IP address has a poor reputation, causing the recipient to reject the message"
• "The sending server's IP has a history of violating recipient policies, leading to mail being blocked"

Blacklist-Related IP Issues

• "The sending server's IP is on a blocklist, causing rejection by the recipient's email provider"
• "The sending server's IP address is listed on one or more DNS-based blacklists"
• "The sending IP is listed on a reputation blocklist, causing the recipient server to reject the message"
• "The sending IP or domain is listed on public blocklists due to suspected spam or abuse"
• "The sending server's IP is blacklisted, causing email rejection"

Understanding IP Infrastructure

Dedicated IP Setup

Key Differences: IP vs Domain Reputation

Step-by-Step IP Reputation Recovery

Step 1: Identify Your IP Setup

Check your IP configuration:

1. Navigate to Email Services:
   • Go to Settings → Email Services
   • Check if you have access to Postmaster Tools tab
   • Look for Microsoft SNDS section
2. Determine your IP type:
   • If you see SNDS data: You have a dedicated IP
   • If you see "IP not found in your account": You're on shared IP (which is perfectly fine!)
3. For email header checking (if needed):
   • Send a test email to yourself
   • View email source to see sending IP in headers
   • Look for: Authentication-Results: spf=pass (sender IP is [IP])

Step 2: IP Reputation Assessment Based on Your Setup

For Shared IP Users (Most Users):

For Dedicated IP Users:

• Built-in Monitoring:
  • Go to Settings → Email Services → Postmaster Tools
  • View your Microsoft SNDS data directly in our platform
  • Monitor complaint rates, volume patterns, and reputation metrics
  • Track authentication success rates
• External Reputation Checkers:
  • Sender Score by Validity - senderscore.org (0-100 scale)
  • Talos Intelligence by Cisco - talosintelligence.com/reputation_center
  • Google Postmaster Tools - postmaster.google.com
• Blacklist Checkers:
  • MXToolbox Blacklist Check
  • Spamhaus Lookup
  • MultiRBL

Step 3: Recovery Actions Based on Your IP Type

For Shared IP Users:

For Dedicated IP Users:

1. Monitor Your SNDS Data:
   • Check Settings → Email Services → Postmaster Tools → Microsoft SNDS
   • Review complaint rates (target <0.1%)
   • Monitor volume patterns and authentication success
   • Track any reputation warnings or alerts
2. Address Blacklist Issues:
   • Use external tools to check for blacklist appearances
   • Submit removal requests to relevant blacklist providers
   • Document remediation efforts
   • Coordinate with our support if needed
3. Implement IP Warm-up (if needed):
   • Start with low volume to highly engaged contacts
   • Gradually increase volume over 4-6 weeks
   • Monitor SNDS data for any negative trends

Step 4: Optimize Your Sending Practices (All Users)

Essential List Management:

1. Go to Contacts → Smart Lists
2. Create filters to manage:
   • Unengaged contacts - Separate contacts with no activity in 90+ days
   • High-engagement contacts - Prioritize recent openers and clickers
3. Implement best practices:
   • Use double opt-in for new subscribers
   • Regular list hygiene maintenance
   • Segment based on engagement levels
   • Maintain comprehensive suppression lists

Strengthen Domain Authentication:

1. Navigate to Settings → Email Services → Dedicated Domain and IP
2.  Click Verify Domain for your domain
3. Maintain consistent "From" domain usage
4. Keep all authentication records up-to-date

Advanced Monitoring for Dedicated IP Users

Using our Built-in SNDS Monitoring

Accessing Your SNDS Data:

1. Navigate to Settings → Email Services → Postmaster Tools
2. Click on Microsoft SNDS tab
3. Review the following metrics:
   • Complaint Rate: Should be <0.1%
   • Trap Hits: Should be 0
   • Volume Patterns: Monitor for consistency
   • Authentication Success: Should be >95%
4. Set up regular monitoring schedule (daily/weekly)
5. Document trends and changes

Interpreting SNDS Data:

• Green status: Excellent reputation, continue current practices
• Yellow status: Monitor closely, optimize sending practices
• Red status: Immediate action required, review all practices

Additional Monitoring for Dedicated IP Users

Google Postmaster Tools Setup:

• Add your sending domain at postmaster.google.com
• Monitor spam rate trends (maintain <0.1%)
• Track delivery error patterns
• Watch authentication success rates
• Set up alerts for performance changes

When to Consider Dedicated IP

Dedicated IP Advantages:

• Built-in SNDS monitoring: Access Microsoft reputation data directly
• Complete control: Your sending practices directly impact reputation
• Advanced analytics: Detailed reputation tracking and reporting
• Isolated performance: Your reputation isn't influenced by others
• Scalability: Better suited for high-volume sending

Best Practices for All Users

List Management Excellence

• Engagement-based segmentation: Separate engaged from unengaged contacts
• Regular list audits: Monthly review of contact quality
• Double opt-in implementation: Ensure subscriber confirmation
• Quality focus: Prioritize engaged subscribers over list size

Content and Sending Optimization

• Spam score testing: Test campaigns before sending
• Clear sender identification: Use recognizable "From" names
• Relevant content: Match subscriber expectations
• Easy unsubscribe: Process opt-outs immediately
• Consistent scheduling: Maintain regular sending patterns

Authentication and Technical Setup

• Perfect authentication: Ensure SPF, DKIM, DMARC are configured
• Domain consistency: Use the same authenticated domain
• Mobile optimization: Ensure emails render well on all devices
• Regular monitoring: Check authentication status monthly

Recovery Timeline and Expectations

For Shared IP Users

• Immediate: Focus on domain reputation and list quality
• 1-2 weeks: See improvements in delivery rates
• 1 month: Stable performance with optimized practices
• Ongoing: Maintain best practices for continued success

For Dedicated IP Users

• Days 1-7: Address blacklist issues, optimize practices
• Weeks 2-6: Monitor SNDS data, gradual improvement
• Months 2-4: Full reputation recovery and stable performance
• Ongoing: Continuous monitoring and optimization

Still Having Issues?

If you continue to experience IP reputation challenges:

1. Shared IP users: Focus on domain reputation and sending practices - We handles IP reputation automatically
2. Dedicated IP users: Review your SNDS data and optimize accordingly
3. All users: Ensure perfect domain authentication and list quality

Remember: Our infrastructure is designed to maintain excellent IP reputation automatically for shared IP users, while dedicated IP users get advanced monitoring tools built right into the platform. Focus on what you can control - domain reputation, list quality, and content optimization.