Email Delivery: Adding a Sender Policy Framework (SPF) Record to Your Domain

Overview

Make sure you start by setting up your Email Notifications before checking out this article. If you have your own business email addresses (i.e. reservations@yourcompany.com or info@yourcompany.com) as a From email address when sending those Email Notifications, it is very important that you set up an SPF record with the registrar/host of your domain (i.e. yourcompany.com) to ensure the proper delivery of emails sent from Zaui.

In this article, you'll learn why and how to add Zaui to your SPF record.

Why Do I Need To Do This?

Internet Service Providers (ISPs), like Google, Yahoo, and Microsoft, use SPF (Sender Policy Framework) authentication as a way to scan incoming emails for spam or spoofed addresses. Emails that fail SPF authentication are more likely to arrive in a spam or junk folder.

This has a purpose, SPF records help servers identify that, even though the email is being sent from Zaui, it has been properly authenticated on behalf of your business. This also eliminates the possibility of some malicious third party posing as you and sending responses to your contacts.

For example, when the receiving messaging server gets a message from reservations@yourcompany.com, the server looks up the SPF record for yourcompany.com and finds out whether the message is valid. If the receiving server ascertains that the message comes from a server not listed in the SPF record, it can choose to reject the message as spam. If your domain does not have an SPF record at all, some servers may even reject the message outright.

How Can I Add an SPF Record?

You will need access to your domain host to add an SPF record. If you're already scratching your head on this one, get in touch with your nearest IT person/web designer and ask for assistance. Send them this article and they'll know what to do.

Follow the steps below to add sib.zaui.com (Zaui email servers) to your SPF:

1. Sign in to your account at your domain host. A domain host is an internet service that manages your domain name, for example, yourcompany.com. Domain hosts use DNS (Domain Name System) records to connect your domain name with email, websites, and other web services. Popular domain hosts include GoDaddy, DreamHost, Google Domains, Hostgator, Hover, Squarespace, Media Temple, Bluehost, etc.

2. Locate the page for updating your DNS records. This page might be called DNS management, Name Server Management, Advanced Settings, or something similar. Below we've included links to instructions for editing DNS records with popular domain providers. If your service isn't listed here, log in to your provider's site and search their help documents, or contact their customer support team:

• GoDaddy
• Dreamhost
• Google Domains
• Hostgator
• Hover
• Squarespace
• Media Temple
• Bluehost

3. Find your TXT records and see if you have an existing SPF record. The SPF record starts           with v=spf1

4. If your domain already has an SPF record, remove it. You can also update an existing SPF record to use with multiple email servers. Using more than one SPF record isn't recommended because it causes authorization problems.

5. Create a TXT record with the following values:

 When you make updates, ensure that any other email service provider/software you use (for example, GSuite, MailChimp, CRM, etc.) is also included in your SPF record. Reach out to their support for instructions. Multiple domains can be listed within that one record using the "include" mechanism. It's worth noting that all SPF records must limit the number of mechanisms and modifiers that do DNS lookups to a maximum of 10 per SPF check.

6. Save the record.  After records are entered into your DNS correctly, your domain should authenticate within a few moments though, in some cases, it may take a bit longer. Keeping this in mind if you've entered all records correctly and your authentication isn't working right away, there typically isn't a cause for concern. You may need to wait up to 48 hours for some servers to recognize your changes.