When we don't control the DNS but are serving the email service for a domain it is possible for the routing to go wrong in Spam Experts.

Check the destination in SpamExperts

Normally, the 'host' value should be your domain name, but in these instances we needto add the ip address of the server

Now the email will serve normally.

Use email templates to send messages that include information that infrequently changes from message to message.

Compose and save a message as a template, and then reuse it when you want it.

New information can be added before the template is sent as an email message.

On the Outlook Home menu, click New E-mail.

Keyboard shortcut To create an email message, press CTRL+SHIFT+M.

In the message body, enter the content that you want.

In the message window, click File > Save As.

In the Save As dialog box, in the Save as type list, click Outlook Template.

In the File name box, type a name for your template, and then click Save.

By default templates are saved in the following location:

c:\users\username\appdata\roaming\microsoft\templates

To use an email message template:

Select New Items > More Items > Choose Form.

In the Choose Form dialog box, in Look In, click User Templates in File System.

The default templates folder is opened. The folder location (in Windows 7 and later operating systems) is c:\users\username\appdata\roaming\microsoft\templates. If your template is saved in a different folder, click Browse, and then select the template.

Select the template, and then click Open.

Make any additions or revisions to the recipients in the To, Cc, or Bcc boxes and any changes to the subject and message body.

DMARC

DMARC, (Domain-based  Message Authentication Reporting, & Conformance) is an open source standard, uses a concept called alignment to tie the result of two other open source standards, SPF (a published list of servers that are authorized to send email on behalf of a domain) and DKIM (a tamper-evident domain seal associated with a piece of email), to the content of an email. If not already deployed, putting a DMARC record into place for your domain will give you feedback that will allow you to troubleshoot your SPF and DKIM configurations if needed.

Adopting DMARC involves creating a DMARC record, publishing it, and using the information that is generated to gain insight and control over the way your domains are handling email. DMARC helps legitimize your email by doing two things:

• Gives feedback about the email itself, including information about SPF and/or DKIM alignment. 
• Tells email receivers (like Gmail and Yahoo) how to handle messages that fail to align with those protocols.

Generate a DMARC Record (IMAP EMAILS THAT WE HOST ONLY)

Go to https://dmarcian.com/dmarc-record-wizard/ 

Follow the wizard

Step 1 – enter the domain – do not have a / at the end of the name.

Don’t use the www. In front of the url

Step 2 – Quarantine it for further analysis

Step 3 – add this email and click Next This email address is being protected from spambots. You need JavaScript enabled to view it.

Step 4 – No, then click next.

Step 5 – Relaxed

Step 6 – No

Step 7 – 100

Then create the record – copy it onto Notepad ; it will look like this

v=DMARC1; p=quarantine; rua=mailto:This email address is being protected from spambots. You need JavaScript enabled to view it.;

ADD THIS TXT RECORD TO THE DOMAIN

Log into Blackbarn > List accounts > search for account > navigate to cPanel;

Domains > Zone Editor

Click Manage

Add Record

 Add the details and save the record

Authenticating email when using Microsoft 365 and webforms on the website

Getting email traffic through to Inboxes

When using Microsoft 365 you still need to provide correct SPF, DKIM and DMARC records.

SPF – including the website server as a legitimate sender of domain emails
As part of the Microsoft 365 set-up an SPF record will be created - it looks like this

v=spf1 include;spf.protection.outlook.com -all

This TXT record basically says “if the email does not originate from a Microsoft server then fail the message”

We need to add in the IP address of the webserver to make sure that is also recognised as an authentic source for the domain’s email traffic.

Find out the IP address of the server being used

Blackbarn is 185.53.59.24

GURU is 85.92.73.51

Add that IP address to the SPF record in the form

v=spf1 ip4:185.53.59.24 include;spf.protection.outlook.com ~all

Note that the ‘qualifier’ comment at the end of the record has been changed to a ’soft fail’ by using the ‘~’ character as we will be adding in a DMARC policy.

To edit the SPF record log into the relevant WHM console (bear in mind that this may NOT be Blackbarn or GURU – depending on who controls the DNS) navigate to the domain, find the domain records and edit the relevant SPF record.

DKIM is usually automatically supplied by Microsoft when the account is set-up

DMARC is a TXT record that identifies whether SPF and DKIM are running successfully.

Add the record in the form:

Host Name:  _dmarc

Value:  v=DMARC1; p=quarantine; rua=mailto:This email address is being protected from spambots. You need JavaScript enabled to view it.;

Check your work by using mxtoolbox.com – if you have it right it will have 3 green ticks as below

To connect to your email address you can add it as a new account (settings / new account) to your PC, Mac, Tablet, iPhone or Android device.

Many new machines will connect automatically just using the username (email address in full) and the password that you have been given.

However, some connections will require you to enter the mailserver addresses and ports.

These will be:

IMAP (Incoming mailserver) mail.domainname use SSL on Port 993

SMTP (Outgoing mailserver) mail.domainname use SSL on Port 465

NB:

All Apple devices (iPhones, iPads, Macs) by default state the IMAP and SMTP server username and password are optional. This is FALSE, you will need to enter these details in full to connect.

They also often default SMTP to Port 587 – you will need to amend this!