Description
If you have configured the server-side feature, it is important to update the Sender Policy Framework (SPF) record for each domain from which you send emails.
If you don't do this, there is a risk that any messages that are routed from Exclaimer Cloud back to your email service can be marked as spam by recipients.
Sender Policy Framework (SPF) is a protocol that prevents spammers from sending emails with forged 'From' addresses to your domain.
An SPF record is a type of TXT record that identifies any mail servers permitted to send emails on behalf of your domain; they are also known as Reverse MX records.
Domain administrators publish SPF records in the Domain Name System (DNS); this enables the incoming mail servers to verify the domain name from which emails are sent. When a recipient's mail server receives an email, it checks the SPF record to determine whether it came from a legitimate source. If the email comes from a server that is included in the SPF record, it is legitimate; if not, it fails the SPF check, and the server may choose to deliver the email to spam or reject it.
Please click on the required options listed below to go through the detailed description:
The exact process varies from one service provider to another; typically, it involves adding to an existing DNS TXT record.
- Identify your DNS.
- Sign into your DNS provider's management console.
- Locate an existing SPF record for your domain (or create one if none exists).
- Add Exclaimer Cloud's SPF include mechanism to your SPF record.
- Repeat steps 3 and 4 for each domain you use to send an email.
- Save your changes.
Typically, your DNS provider will be the same as your web-hosting provider. If you do not know how to access the SPF record, we recommend contacting the hosting provider or whoever is responsible for hosting within the organization to assist you further.
Example
The SPF record needs to be updated to include the following SPF include mechanism:
- Where <region code> is replaced with the region code for the subscription (see how you can check your region code).
Example 1:
Before updating the record:
v=spf1 include:spf.protection.outlook.com ~all
After updating the record:
v=spf1 include:spf.protection.outlook.com include:spf.UAE.exclaimer.net ~all
Example 2:
Before updating the record:
v=spf1 ip4:151.236.35.177 include:spf.protection.outlook.com include:_spf.salesforce.com -all
After updating the record:
v=spf1 ip4:151.236.35.177 include:spf.protection.outlook.com include:_spf.salesforce.com include:spf.US.exclaimer.net -all
- You shouldn't have more than one SPF record: having more than one record will lead to errors.
- Don't be tempted to copy and paste. Type in the SPF record changes manually to avoid copying any hidden content from your browser.
- Don't add anything after "all": this is treated as the end of the record, so anything after this will be ignored.
- Check that you haven't included any extra spaces: these will lead to errors.
- Don't remove any existing mechanism for other services, such as Microsoft, Google, Mimecast and so on.
- After making changes, use an SPF record check tool like MXToolbox's SPF Lookup to validate your changes. Make sure your record passes all the tests.
Example:
To check your region code:
- Log in to the Exclaimer portal (portal.exclaimer.com) using the email address provided when you created the subscription.
- Under Your Subscriptions, click Manage...
NOTE: If you cannot see the Manage option against the required subscription, then you are not the subscription administrator. - Under Subscription details, locate the Server to view your region.
Region codes (Microsoft 365):
AU
Australia
CA
Canada
EU
Europe
UAE
UAE
UK
United Kingdom
US
United States
Region codes (Google Workspace):
EU
Europe
US
United States