6407570

Ensuring that Samanage can send email on behalf of your email domain.

Discussion created by 6407570 on Sep 12, 2014

You can set up an SPF (Sender Policy Framework) record to verify that Samanage can send outgoing email on behalf of your email server.

If you've added an email address from your domain as the Reply Email Address and/or are using the Personalized Email Names setting in Setup -> Email Settings (https://app.samanage.com/setup/email), then Samanage will make the emails it sends appear as if it originated from your own internal email addresses (for example: support@mydomain.com). This will typically work fine, but in some cases, outgoing email might get marked as spam if there is not verification (in the form of an SPF record) that Samanage can send email on behalf of your email server.

To lower the risk of outgoing email being marked as spam, you can create or edit (if you already have one set up) an SPF (Sender Policy Framework) record to include a reference to Samanage. The SPF record declares what SMTP servers other than your own are allowed to send mail as if it originated from your domain.

To create or edit an SPF record, you need to edit your domain's DNS settings. The steps in this part of the process are going to vary depending on the hosting service you use.

To begin, it'll be helpful to understand more about SPF records and what you need to include in yours. We recommend using either of the following SPF records.

Option 1:

v=spf1 include:o1.mailer.samanage.com ~all

Option 2:

v=spf1 include:o1.mailer.samanage.com ?all

This is an example of a new SPF record. If you already have an SPF record, you add o1.mailer.samanage.com to it.

The only difference between the two is ~all and ?all. These differences will be explained after describing the other elements contained in the record statements.

The first element in the record isv=spf1, which sets the SPF version to 1. The include directive is then used to declare that o1.mailer.samanage.com has permission to send outgoing mail from your Samanage account as if it came from your domain.

Finally, the all directive determines how mail received from a domain not included in the SPF record is handled. To reject all mail not coming from a domain listed in the SPF record, you would use -all. However, Samanage and many other customers who have already set this up, recommend using either ~all or ?all. Here's what each means:

    • ~all - This is considered a 'soft fail' in that the mail did not originate from a domain listed in the SPF record. However, it's not immediately rejected and may be evaluated further to determine if it will be accepted. In other words, the mail might be rejected as spam
    • ?all - This is a declaration that you have no policy about mail received from domains not listed in the SPF record. Using this minimizes the chances of the mail being rejected as spam.
    • >Which of these you choose is up to you and your domain administrator. Some Samanage users have noted that using the more lenient setting (?all) helps to offset poorly configured mail servers that might otherwise over zealously reject the mail.


Note: If you're curious, you can read more about SPF records at www.openspf.org.

 

Creating an SPF record
This is a step that you'd ideally have your domain administrator take care of. If that's not possible, or if you're the de facto domain administrator, here are some examples of how add an SPF record to your domain.

 

SPF records are a single line of text and follow the format described above. If you have already set up an SPF record for another purpose, you can simply add a reference to the Samanage support domain to it.

 

For example, users of both Google Apps and Samanage  have created SPF records that look like this:

 

v=spf1 include:_spf.google.com include:o1.mailer.samanage.com ?all

 

How you add an SPF record to your DNS configuration depends on how and by who your domain is being hosted. As an example, here are the instructions provided by GoDaddy.com: Managing DNS for your domain names.

 

Samanage mail server information

 

Currently all Samanage mail is sent from o1.mailer.samanage.comwhose ip address is 75.126.253.143

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