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How to update the Sender Policy Framework (SPF) record

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Exclaimer Support
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Relevant Products: Exclaimer Cloud - Signatures for Office 365 | Exclaimer Cloud - Signatures for GSuite

Overview

If you have configured the server-side feature, it is important to update the Sender Policy Framework (SPF) record.

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.

Solution

You, as an IT Administrator, need to update the SPF records based on the Exclaimer Simple Mail Transfer Protocol (SMTP) hosts.  

include:spf.<region>.exclaimer.net

 

Warning:  Make sure you are aware of your region code before you update the SPF records.  You need to enter the 'region code' for the SPF records to update successfully:

Region code
      AU                   Australia
      CA                   Canada
      EU                   Europe 
      IN                    India
      UK                   United Kingdom
      US                   United States

For Exclaimer Cloud - Signatures for G Suite the only SMTP hosts available are for Region code EU and US.

For more information, see How to check your region code. 

If you are not sure where this line goes within your SPF record, we recommend:

- placing it directly after the include mechanism in Outlook.com, for Office 365 or Gmail, as it will already be in the right place for sending emails, and

- adding it before the 'all' mechanism as it is effectively the end of the SPF record.

Example before updating the record:

v=spf1 include:spf.protection.outlook.com ~all


Example after updating the record:

v=spf1 include:spf.protection.outlook.com
include:spf.<region>.exclaimer.net ~all


Please note that there are many hosting providers available and each one may have a different method for editing the SPF records as it is part of the Domain Name System (DNS) settings.

If you do not know how to access the SPF record, we recommend that you either contact your hosting service provider or whoever is responsible for hosting within your organisation to assist you further.

 

How to check your region code

Warning: Only the subscription owner or the subscription administrator can view the region code details.


To view region code details:

  1. Login to the Exclaimer portal (portal.exclaimer.com), using the email address provided when you created your subscription.

  2. Under Your Subscriptions, click Manage...
    Note: If you cannot see the Manage option against the required subscription then you are not the subscription administrator.

    For more information, see What is the difference between editors and admins?

  3. Under Subscription details, locate Server to view your region.

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