Emails sent from the system keep going into spam - what can we do about it?

By default, any emails sent out from your system are sent from the 10ninety mail server, with the sender (the "From") of the email being your own staff email address.  From the receiver's perspective, the email will appear as having come from yourself, even though it was actually sent from the 10ninety mail server.

Certain mail servers might, however, treat such emails as spam - they see that the mail server used to send the email differs from the domain of the "From" address.  

To workaround this, we recommend you set-up the following three things in your domain's DNS settings to reduce the chances of system emails being treated as spam.

1. Set-up an SPF record which includes our mail.10ninety.co.uk domain

To set-up an SPF record for your domain, you need to add this as a TXT record to your domain's DNS:

v=spf1 a mx include:mail.10ninety.co.uk ~all

If you already have an existing SPF record, you can update the record to include mail.10ninety.co.uk (add it before any ~all entry, which should normally be at the end of the SPF record):

include:mail.10ninety.co.uk

Please make sure that the SPF records ends in ~all and not -all.

If you have any questions about this, please contact 10ninety support. 

How can I check my current SPF record?

You can check your current SPF record via online tools such as mxtoolbox:

1. Click on http://mxtoolbox.com/spf.aspx

2. Enter your domain in the text box, leave the IP blank

3. Click 'SPF Record Lookup'

4. The current value will be displayed in green underneath the searchbox

2. Set-up DKIM authentication

Another recommended way to help improve email delivery is setting up DKIM authentication on your domain. DKIM stands for DomainKeys Identified Mail, and allows the receiving email server to verify the authenticity of emails sent from your domain. This helps to prevent email 'spoofing' - someone pretending to send an email from your domain when they don't have permission to do so.

To set-up DKIM on your domain please contact us at support@10ninety.co.uk and we will send over the DNS records that you need to add to your domain.

3. Add a DMARC policy record

If you don't already have one, the final update you should make to your domain's DNS settings is to add a DMARC policy. The policy is in the form of a DNS TXT record, and defines how your domain handles suspicious emails. The TXT record name should be "_dmarc" (so the full record is "_dmarc.yourdomain.com") and the value set to the following:

v=DMARC1;p=none;adkim=r;aspf=r;pct=100;rf=afrf

You can check whether you have a DMARC policy set-up already, or validate the record if you have just added one, at https://mxtoolbox.com/dmarc.aspx.

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