SPF Records: What They Are and How to Set Them Up
Your domain and emails are working and you’re sending messages to customers. But have you ever wondered why some emails end up in the spam folder when you haven’t done anything to make this happen?
One of the most common reasons is missing or incorrect SPF records. It sounds complicated but it’s actually semi-straightforward. This guide will explain what SPF records are and why they matter and how to set them up.
What is an SPF Record?
SPF stands for Sender Policy Framework. It’s a small piece of text that gets added to your domain’s setting that tells the internet that these are the email servers that can send emails on behalf of my domain.
It’s like an event list. When an email arrives claiming to be from your email address, the receiving mail server checks the list. If the sender is on the list, the email goes through to the inbox. If it is not, the email could be marked as spam.
Without an SPF record, anyone can send emails pretending to be from your domain. SPF helps to prevent this from happening. This is crucial for protection of your reputation and recipients.
Why Do SPF Records Matter?
- Emails may end up in spam – Email providers like Gmail/Outlook, use SPF as a signal to decide if an incoming email is trustworthy. If your domain is missing an SPF record, there’s a good chance your genuine emails will get flagged as junk.
- Scammers could impersonate your domain – Without an SPF, it’s easy for scammers to send emails that look like they have come from your business address. This email spoofing can seriously damage the trust between you and your customers.
SPF Records for Popular Email Providers
Google Workspace/Gmail – v=spf1 include:_spf.google.com ~all
Microsoft 365/Outlook – v=spf1 include:spf.protection.outlook.com ~all
UK2 Email Hosting – If you send emails via UK2’s mail servers, contact the UK2 support team to get the correct SPF record for your account. We’ll give you the exact line to add to the DNS settings. No matter if you use more than one email service, you can include both in one SPF record.
Just make sure you only ever have 1 SPF record for your domain.
How to Add an SPF Record at UK2
- Login to your UK2 control panel
- Go to Domains and select the domain you want to update
- Open the DNS Management section
- Check if you have a TXT record that starts with v=spf1, if you do, you’ll need to edit that record instead of adding a new one
- If there is no existing SPF record, click Add Record and select TXT as the record type
- In the Name or Host field, enter an @ symbol so that the record applies to your domain
- In the Value or Content field, paste your SPF record
- Save the changes
Just like MX records, it can take up to 48 hours for the change to complete.
Common Mistakes
This can confuse the system. Combine all into a single record.
If you use a third-party tool to send emails, such as a CRM, make sure it is included in your SPF record, so it doesn’t land in spam folders.
If you’re not 100% you have listed all email services you use, stick with ~all for now to avoid genuine emails bouncing back.
Need a Hand? UK2’s Support Team Can Assist You With SPF Record.
If you have hit a crossroad and don’t know which SPF to use or you make changes that don’t work, our support team at UK2 can help you get it sorted.
Getting your SPF record right is a small job with a huge payoff. Better deliverability and less spam risks. It’s worth taking the time to get it set up.