Configuring SPF records
Once you added a new Office 365 tenant to CodeTwo Admin Panel, the next recommended step is to configure your Sender Policy Framework (SPF) records. This will avoid situations when your emails are treated as spam or junk by Exchange Online Protection (EOP).
Use the links below to learn how to configure SPF records:
If you have your own (vanity) domain (e.g. my-company.com), and this is most likely the case, you must add an SPF record for the CodeTwo Email Signatures for Office 365 domain in the DNS. This must be done at your domain registrar's DNS configuration, it is not possible from within the Office 365 configuration (see Office 365 support on that).
If you own several domains, you need to configure the CodeTwo SPF record for each domain separately.
When you use CodeTwo Email Signatures for Office 365, your emails are forwarded through the CodeTwo Email Azure Service, and email headers contain the history of such forwarding. This may be considered suspicious by advanced spam filtering mechanisms installed on the email recipients' mail servers. To avoid these obvious false positives, you should take advantage of the SPF records in your DNS. By adding the CodeTwo Email Azure Service address to your SPF records you declare that you authorized the address of our service to process your mail traffic. Recipients' spam filters check addresses of the mail servers (which processed emails that these particular recipients receive) against SPF records in public DNS servers. If the address of the CodeTwo Email Azure Service is found within these records, all emails processed by CodeTwo Email Signatures for Office 365 will be considered safe (not spam). Otherwise, any outcome is possible.
Again, if you have your own domain, you probably already added an SPF record for Office 365 domain at your domain registrar's DNS following this article, this general instruction or one of the customized instructions here. So, your SPF records that include Office 365 domain look most likely as below:
v=spf1 include:spf.protection.outlook.com -all
You need to expand your records to include the SPF address of the CodeTwo Azure Service domain:
- include:spf.emailsignatures365.com - if you use the global version of the software
- include:spf.emailsignatures365.de - if you use the Office 365 Germany version of the software.
After you edit your records by adding an appropriate entry from above, these records should appear as shown below or similar (note that this example includes the SPF address of the version for global Office 365). Remember to place our SPF entry before -all.
v=spf1 include:spf.protection.outlook.com include:spf.emailsignatures365.com -all
Be aware that this is just an example based on the default SPF records configuration after applying changes suggested by Microsoft. Your SPF records may look different, for example more domains may already be included.
Please pay special attention to the sign (qualifier) which is directly before the all phrase. It must be a hyphen (so the last entry is -all, as shown in the examples above) if you want all messages that do not fulfill your SPF definitions to be rejected/bounced.
Learn more about SPF qualifiers
When you use the onmicrosoft.com domain (given to you by Microsoft when you first signed up for Office 365) in your Office 365 organization, you are not able to configure the SPF records yourself, because these domains are managed by Microsoft.
To finish the configuration of SPF records, you can:
- contact Microsoft and ask them to update your SPF records (see the instructions above);
- use your own domain instead - this is the recommended approach.
Configuring Exchange Online connectors - learn how to automatically or manually configure Exchange Online connectors for the program: specify users in your Office 365 whose emails will be processed by the CodeTwo Email Azure Service.