Keep Your Emails Out of Junk Mail and Safe from Fake Emails

As a small business owner, it's important to make sure your emails reach your customers and stay safe from being used in scams. Here are some simple steps to help keep your emails out of junk mail and protect your brand from phishing or spoofing.

1. Use SPF (Sender Policy Framework)

What It Does:

SPF tells email servers which servers are allowed to send emails from your domain, helping to prevent fake emails.

How to Set It Up:

Contact Your Email Provider: Ask them to help you set up SPF. They will give you a text record to add to your domain's DNS settings.

Add the SPF Record: Your email provider will guide you through adding the record. It might look something like this: v=spf1 include:_spf.provider.com -all.

2. Use DKIM (DomainKeys Identified Mail)

What It Does:

DKIM adds a digital signature to your emails, showing that they really come from you and haven’t been changed on the way.

How to Set It Up:

Generate a DKIM Key: Your email provider can help you generate this.

Add the DKIM Record: Add the provided DKIM record to your domain’s DNS settings.

Enable DKIM: Turn on DKIM in your email provider’s settings.

3. Use DMARC (Domain-based Message Authentication, Reporting & Conformance)

What It Does:

DMARC tells email servers what to do if an email fails SPF or DKIM checks and sends you reports about these checks.

How to Set It Up:

Create a DMARC Policy: Ask your email provider for help creating a DMARC policy. It might look like this: v=DMARC1; p=none; rua=mailto:reports@yourdomain.com.

Add the DMARC Record: Add this to your domain’s DNS settings.

4. Monitor Your DMARC Reports

Why It’s Important:

DMARC reports show you which emails are failing SPF and DKIM checks, helping you spot problems and fix them.

What to Do:

Create an Email Folder: Set up a folder to collect DMARC reports.

Review Reports: Regularly check these reports or use a tool like MXToolbox to help understand them.

5. Educate Your Team

Why It’s Important:

Keeping everyone informed helps prevent phishing and spoofing.

What to Do:

Teach Your Team: Explain how to recognize fake emails and the importance of strong passwords.

Promote Security Practices: Encourage the use of two-factor authentication.

Key Takeaway

By setting up SPF, DKIM, and DMARC with the help of your email provider, you can improve your email delivery, protect your brand, and keep your emails safe and trusted. Don’t worry about the technical details—your provider’s support team can help you get it right.