Google Admin Google Apps

Help Prevent Your Emails From Hitting Spam

SPF Records to Prevent Your Email Hitting Spam Folders
Written by Marty Bhatia

I have a simple question for you. Have you added SPF records to your domain to avoid your emails hitting your customers’ spam boxes?

Chances are you haven’t. If you have, there is a chance you have done it wrong or it’s incomplete.

What Does An SPF Record Do?

In short, it prevents your email from being spoofed. And it proves to the receiving party’s email service that it’s not a spoofed address. And, if you are running your business with Google Apps, then you need to put the Google SPF record on your domain name server records at the very least.

What is Google’s SPF Record?

Google’s SPF record is: v=spf1 include:_spf.google.com ~all

Google’s instructions to add this record can be found here: Google’s Instructions

Where You Put An SPF Record?

Everything related to your domain’s name server records is typically managed by whatever name registrar or hosting service you chose for your domain. If you bought your domain and/or have hosting with GoDaddy.com or some other service like that, then that is where you will change your DNS settings.

An SPF record is a simple TXT record.

You’ll need to know where your nameservers are pointed (likely where you registered your domain). You’ll need to be able to log in and go to the DNS manager. From there you will add the TXT record. Instructions will be different with each host so I’m leaving it up to you to figure that out.

Why Is Your SPF Record Likely Incomplete?

If any other tool you use for your business sends emails on behalf of your domain, you need to find and add those SPF records as well.

Here are some tools that may send emails on behalf of your domain:

  • Cloud-based accounting tools like Freshbooks, Quickbooks Online, and Xero
  • Help Desk tools like ZenDesk
  • Email Marketing tools like Mailchimp, Constant Contact, Infusionsoft
  • CRM tools like Insightly, Highrise, Sugar

Each one of the above tools likely has an SPF record that needs to be added to the DNS records of your domain. The challenge is that you can’t have more than one SPF record per domain. This means that the above SPF records have to be combined into one record.

The above is not easy to figure out. Almost everything I found on the web is highly technical.

If this sounds like something you need to do, then we’ve got a couple of options for you.

You can hire us to do it for you.

Or,

If you partner with Digital Ninja to be your Google Apps Admin, we’ll fix your SPF record for free along with free video training for admins, special pricing on all Digital Ninja Academy training, and access to discounted tech support.

If you’d like to try it yourself, I would recommend starting here.

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