Adding SPF Record for Proper Mail Delivery

UseResponse provides the default outgoing mailbox for sending system notifications and an incoming mailbox for forwarding emails and converting them into tickets. The default outgoing mailbox is pre-configured for users of our Cloud plan.

To ensure that your outgoing emails don't end up in spam or trash folders, you need to set up a Sender Policy Framework (SPF) record with your domain registrar to sign each outgoing email.

What is an Email Provider?An Email Provider is a company or service that offers email hosting and management, allowing users to create, send, receive, and store email messages. Popular email providers include Gmail, Outlook and Yahoo Mail.
What is a DNS Provider?A DNS (Domain Name System) provider is a service or company enabling users to access websites and online resources by using human-friendly domain names instead of numeric IP addresses. Popular DNS providers include Cloudflare, Google Cloud DNS, and Amazon Route 53.

DNS encompasses various records such as SPF and TXT records. The primary function of DNS is to convert your domain name (the part following the @ sign in your email address) into an IP address for sending emails and performing other tasks. In your Onsite Email settings, proper DNS configuration involves adding all the recommended DNS records. This typically includes incorporating the provided SPF TXT record in your Email settings. Problems with your DNS setup can affect Onsite's capability to successfully deliver emails on your behalf.
What is SPF?Sender Policy Framework (SPF) is an acronym for email authentication. SPF is a specific type of TXT record that can be added by your email administrator in the DNS settings of your external email account. The SPF record enumerates all authorized hostnames or IP addresses permitted to send emails on behalf of your email domain, making it essential to include Onsite in this record. 
What is TXT?TXT denotes a text record, a category of DNS record designed for storing textual information and linking it to a specific resource. The inclusion of this record serves as verification of your administration over the email domain and your authorization for Onsite to send emails on your behalf.

Add/Modify DNS Record

  • Go to domain registrant control panel and open DNS configuration of your website;
  • Edit your zone file and find TXT or SPF record if exists or add new one;
  • As a hostname state @
  • Record type should be TXT or SPF;
  • Add following value v=spf1 ~all

If you already have SPF record specified for your domain, you can include our record into your line. Here is the example of how you can do it:

v=spf1 a mx ~all

Now you need to save the changes and send a test notification from your UseResponse, where you've set up a custom outgoing mailbox. In the email headers, check if the email is signed by our mail server.

It can take up to 48 hours for the changes to take effect.

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