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Email DNS Records (Internal)

Overview​

This guide covers how to configure DNS records for our email service, both for clients and internal team procedures.

DNS Records Overview​

For email to work properly, these DNS records must be configured:

  1. MX Records - Direct incoming mail to our servers
  2. SPF Record - Prevent email spoofing
  3. DKIM Record - Email authentication
  4. DMARC Record - Email policy and reporting
  5. A Records - For mail subdomains

For Team: DNS Setup Procedure​

Scenario 1: Client Using Our Web Hosting​

If client has web hosting with us, we manage their DNS.

Easy Setup

We can add all DNS records for them! Just do it via DirectAdmin or our DNS panel.

Action:

  1. Login to DirectAdmin or DNS management panel
  2. Navigate to client's domain
  3. Add all required email DNS records (see below)
  4. Client doesn't need to do anything
  5. Let them know it's configured

Scenario 2: Client Domain Hosted Elsewhere​

Client manages DNS at their registrar or using Cloudflare.

Action:

  1. Generate DNS records in SmarterMail (or use standard records below)
  2. Send records to client via portal ticket
  3. Provide instructions for adding records
  4. Verify records after 24-48 hours

Getting Client-Specific DNS Records​

From SmarterMail Admin:

  1. Login to https://mail.alfieweb.com/admin
  2. Navigate to "Manage" → "Domains"
  3. Click on client's domain
  4. Click "Technical Details" tab
  5. Copy DNS records shown (SPF, DKIM, DMARC)

These are client-specific because DKIM key is unique per domain.

Standard Email DNS Records​

MX Records (Mail Exchange)​

Purpose: Tell servers where to deliver email for this domain

Type: MX
Name: @  (or domain.com)
Priority: 10
Value: mail.alfieweb.com.
TTL: 3600
info

The trailing dot (.) after mail.alfieweb.com is important in some DNS panels.

SPF Record (Sender Policy Framework)​

Purpose: Authorize our servers to send email for this domain

Type: TXT
Name: @  (or domain.com)
Value: v=spf1 mx ~all
TTL: 3600

What it means: Only servers listed in MX records can send email for this domain.

DKIM Record (DomainKeys Identified Mail)​

Purpose: Cryptographic signature to verify email authenticity

Type: TXT
Name: dkim._domainkey  (or dkim._domainkey.domain.com)
Value: [GET FROM MAILCOW - unique per domain]
TTL: 3600
Important

DKIM value is unique for each domain! Always get it from SmarterMail admin panel.

DKIM value looks like:

v=DKIM1;k=rsa;p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQ...

DMARC Record​

Purpose: Email policy and reporting for failed authentication

Type: TXT
Name: _dmarc  (or _dmarc.domain.com)
Value: v=DMARC1; p=quarantine; rua=mailto:postmaster@domain.com
TTL: 3600

Policy options:

  • p=none - Monitor only (good for testing)
  • p=quarantine - Send suspicious email to spam
  • p=reject - Reject unauthorized email (strictest)

A Record for Mail Subdomain​

Purpose: Allow webmail access via mail.clientdomain.com

Type: A
Name: mail  (or mail.domain.com)
Value: [Our Server IP]
TTL: 3600

AutoDiscover/AutoConfig (Optional)​

Purpose: Auto-configure email clients (Outlook, Thunderbird)

Type: CNAME
Name: autodiscover
Value: mail.alfieweb.com.
TTL: 3600

Type: CNAME
Name: autoconfig
Value: mail.alfieweb.com.
TTL: 3600

Client Instructions​

For Clients Adding DNS Records​

Provide these instructions when client needs to add records:

Step 1: Access DNS Management

  • Login to domain registrar (Namecheap, GoDaddy, etc.) OR
  • Login to Cloudflare if using their DNS

Step 2: Navigate to DNS Settings

  • Look for: "DNS Settings", "DNS Management", "Zone File", or "Advanced DNS"

Step 3: Add Each Record

  • Add records one by one as provided
  • Use exact values (copy-paste to avoid typos)
  • Pay attention to record Type (MX, TXT, A, CNAME)

Step 4: Save Changes

  • Save after adding all records
  • DNS propagation takes 1-24 hours (sometimes up to 48)

Step 5: Verify

  • We'll verify records on our end
  • Client can also use: mxtoolbox.com or dmarcian.com

Verifying DNS Records​

Tools We Use​

  1. MXToolbox - mxtoolbox.com/SuperTool.aspx

    • Check MX records
    • Test SPF, DKIM, DMARC
    • Check blacklists

  2. DMARC Analyzer - dmarcian.com/dmarc-inspector/

    • Verify DMARC record

  3. Mail Tester - mail-tester.com

    • Send test email
    • Check spam score
    • Verify all authentication

  4. Command Line

    # Check MX records
    nslookup -type=MX domain.com

    # Check SPF
    nslookup -type=TXT domain.com

    # Check DKIM
    nslookup -type=TXT dkim._domainkey.domain.com

Verification Checklist​

  • MX record points to mail.alfieweb.com
  • SPF record includes our servers
  • DKIM record present and valid
  • DMARC policy configured
  • A record for mail subdomain (optional)
  • Test email sends successfully
  • Test email passes spam filters

Common DNS Issues​

Emails Not Being Received​

Cause: MX record missing or incorrect

Check:

nslookup -type=MX domain.com

Should return: mail.alfieweb.com with priority 10

Solution:

  • Verify MX record added correctly
  • Wait for DNS propagation (up to 48 hours)
  • Check with mxtoolbox.com

Sent Emails Going to Spam​

Cause: Missing SPF, DKIM, or DMARC records

Solution:

  1. Verify all authentication records present
  2. Test at mail-tester.com
  3. Check DKIM signature validity
  4. Ensure SPF includes our servers

DKIM Validation Failing​

Causes:

  • DKIM record not added
  • Typo in DKIM value
  • DNS not propagated
  • Record split incorrectly (some DNS panels split long TXT records)

Solution:

  1. Verify DKIM record in DNS
  2. Compare with value from SmarterMail
  3. Check record not split across multiple lines
  4. Wait for propagation
  5. Test with mxtoolbox.com/dkim.aspx

DMARC Reports Not Received​

Cause: Incorrect email in DMARC rua tag

Solution:

  • Verify rua=mailto: points to valid mailbox
  • Reports sent daily/weekly by email providers
  • May take 24-48 hours to start receiving

Registrar-Specific Notes​

Cloudflare​

Special considerations:

  • MX records: Leave cloud icon gray (not orange)
  • If orange (proxied), email will fail
  • TXT records: Can be proxied (doesn't matter)

Namecheap​

  • Advanced DNS tab
  • Add records one by one
  • "@" represents root domain
  • Use trailing dot for MX value

GoDaddy​

  • DNS Management section
  • May need to scroll to find TXT records section
  • DKIM value may be split if too long

Google Domains / Cloudflare / Other​

  • Process similar across registrars
  • Refer to their documentation if client has issues
  • We can provide generic instructions

For Team: Adding DNS Records​

In DirectAdmin (if we manage DNS)​

  1. Login to DirectAdmin reseller panel
  2. Select client account
  3. Go to "DNS Management"
  4. Click "MX Records" to add MX
  5. Click "Add Record" for TXT records (SPF, DKIM, DMARC)
  6. Save each record

In Cloudflare (if we manage via Cloudflare)​

  1. Login to Cloudflare
  2. Select domain
  3. Go to DNS tab
  4. Click "Add record"
  5. Enter details
  6. Important: Keep MX records unproxied (gray cloud)
  7. Save

Testing Email Delivery​

Send Test Email​

  1. Have client send email from their mailbox
  2. Send to your own email (Gmail, Outlook, etc.)
  3. Check if received
  4. Check if in spam folder
  5. View email headers to verify SPF/DKIM pass

Using Mail-Tester​

  1. Go to mail-tester.com
  2. Copy the unique email address shown
  3. Send email from client's mailbox to that address
  4. Click "Then check your score"
  5. Review results - aim for 10/10
  6. Fix any issues highlighted

Reading Email Headers​

In Gmail: Open email → 3 dots menu → "Show original"

Look for:

SPF: PASS
DKIM: PASS
DMARC: PASS

All should show PASS for proper authentication.

Quick Reference​

Record TypePurposeCommon Issue
MXRoute incoming mailNot set = emails bounce
SPFAuthorize sending serversMissing = emails marked as spam
DKIMEmail signatureInvalid = fails authentication
DMARCEmail policyNot set = less deliverability
A (mail)Webmail access via custom subdomainOptional, cosmetic

Support Workflow​

When client orders email service:

  1. ✅ Check if we manage their DNS
  2. ✅ If yes: Add records ourselves
  3. ✅ If no: Generate DNS records from SmarterMail
  4. ✅ Send to client with instructions
  5. ✅ Wait 24-48 hours
  6. ✅ Verify records with mxtoolbox.com
  7. ✅ Test email sending/receiving
  8. ✅ Confirm setup complete to client

Documentation to send clients:

  • This DNS guide
  • Link to mxtoolbox.com for verification
  • Registrar-specific instructions if available