Simplifying Email Authentication for Beginners: SPF, DKIM and DMARC Made Easy - No More Confusion.
Sending emails without proper security checks is like sending a letter without an envelope – anyone could read it or mess with it along the way! To make sure only you can send emails from your domain and they’re secure, you’ll need to set up three protections: SPF, DKIM and DMARC. These sound complicated, but they’re just fancy terms that help keep emails safe.
Here’s a super simple guide to setting them up. Follow each section one by one to ensure your domain stays protected from issues like spam or domain misuse.
Part 1: Setting Up SPF (Sender Policy Framework)
SPF helps mail servers know which servers are allowed to send email for your domain. Think of SPF as a “Who Can Send” list for your email.
Steps:
1. Get Your Server Info Ready:
- Find out which servers send email for your domain. This could be your web server, email marketing platforms, or any third-party service.
2. Access Your Domain’s DNS Settings:
- Log into your domain registrar (like GoDaddy or Namecheap).
- Go to the DNS settings section.
3. Create an SPF Record:
- Add a TXT record in the DNS settings. This record is called an “SPF record.”
- Use this format:
```
v=spf1 include:yourmailserver.com include:thirdparty.com -all
```
- Explanation of the format:
- `v=spf1` – This means “SPF version 1.”
- `include:yourmailserver.com` – This allows your own server to send emails.
- `include:thirdparty.com` – Add any other services you use for email.
- `-all` – This blocks all servers not on this list.
4. Save the Record and Test:
- Save your SPF record in the DNS settings.
- Use a testing tool like Google’s G Suite Toolbox or MXToolbox to make sure it’s working.
5. Verify Delivery Results:
- Ask a friend or colleague to reply when they get your email and confirm it’s not flagged as spam.
Part 2: Setting Up DKIM (DomainKeys Identified Mail)
DKIM puts a virtual “signature” on each email you send. This signature proves the email came from you and wasn’t changed in transit.
Steps:
1. Check if Your Mail Service Supports DKIM:
- Most email services like Gmail, Outlook, and Yahoo support DKIM, so log in to check your email settings.
2. Generate a DKIM Key:
- For some email providers (e.g., G Suite or Office 365), go to the DKIM settings area and choose to “generate a DKIM key.”
- A DKIM key is a bunch of letters and numbers that serve as your digital signature.
3. Add the DKIM Record to Your DNS:
- Once you have your DKIM key, go back to your DNS settings.
- Add a new TXT record with these values:
- Name: Usually something like `default._domainkey.yourdomain.com`.
- Value: The DKIM key you got from your email provider.
4. Save and Test the DKIM Setup:
- Save the TXT record.
- Use a DKIM validator tool (e.g., DKIMCore’s checker) to see if the setup works correctly.
5. Confirm the Signature:
- Send yourself a test email and check if it shows “Signed by: yourdomain.com” in the header.
Part 3: Setting Up DMARC (Domain-based Message Authentication, Reporting & Conformance)
DMARC is like a referee for SPF and DKIM – it decides what to do with suspicious emails that fail these checks.
Steps:
1. Decide on Your DMARC Policy:
- Choose how strict you want to be with emails that fail SPF and DKIM:
- None: Monitor only, but don’t block anything yet.
- Quarantine: Suspicious emails go to the spam folder.
- Reject: Block emails that fail checks.
2. Create a DMARC Record:
- In your DNS settings, add a new TXT record for DMARC.
- Here’s a common DMARC record format:
```
v=DMARC1; p=reject; rua=mailto:reports@yourdomain.com
```
- Explanation:
- `v=DMARC1` – This means “DMARC version 1.”
- `p=reject` – Choose your action (e.g., reject, quarantine).
- `rua=mailto:reports@yourdomain.com` – Use an email address to receive daily reports on suspicious emails.
3. Set Up Aggregate Reports:
- Choose an email address for reports. It helps you track any email that fails SPF/DKIM.
- Format for reporting: `rua=mailto:youremail@yourdomain.com`
4. Save and Test:
- Save your DMARC record in DNS.
- Use a DMARC checker tool to verify it’s correctly set up.
5. Check and Adjust Your Policy Over Time:
- Start with `p=none` to monitor how it works, then move to `quarantine` or `reject` for stronger protection.
---
Common Mistakes and How to Avoid Them
- Missing SPF “-all” flag: Without the `-all` in your SPF record, anyone could potentially use your domain to send emails.
- Mismatched DKIM Records: If your DKIM keys don’t match, your emails may fail to verify. Always double-check the keys in the DNS.
- Too Aggressive DMARC at First: If you’re new to DMARC, start with `p=none` and adjust as you gain confidence.
Wrapping Up
1. Use Testing Tools Frequently:
- Tools like MXToolbox, DKIM Validator, and DMARC Analyser can help check everything is working as expected.
2. Monitor Reports Regularly:
- Look over your DMARC reports every week to see if there’s unusual activity or failed emails.
3. Adjust as You Grow:
- As your business grows, update your SPF and DKIM settings with any new services you use.
Now you’re equipped to keep your domain safe and secure. With SPF, DKIM and DMARC set up, you’ll see fewer email issues and a lot more confidence in your email delivery.
If your emails are getting lost in the void, or if they are instantly disappearing into your clients spam or trash boxes, or are flagged as incorrect and totally blocked, then Digital Advantage have your back. We can sort out these issues for you - digitaladvantage.me
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