Add a new sending domain

Deploia requires verifying all sending domains before using them as your "From" email address ("set up an email campaign"). The verification process is reasonably straightforward. If you are unsure, you can see the article on the "difference between sending and tracking domains".

First, "add a new delivery server" you wish to use.

1) Initial steps

1. Go to "Domains" --> "Sending Domains" from the sidebar menu --> "Create new"

2. Type the domain you wish to send emails from (Eg. mydomain.com) in the "Domain name" field

3. If you wish to use a specific DKIM private and public key, add them in the fields labelled "DKIM...". If you are unsure what this is, it is best to leave it empty, as Deploia will generate one for you.

4. Navigate to the field that says "Select the delivery servers to use this domain with"

5. Select all delivery servers you wish to use with. This is how Deploia will know what DNS records to suggest.

6. Click on "Save changes"

2) DNS Records

• You will see a list of DNS records to add to your provider. These are yourSPF,DKIM,DMARC,MX,`Trackingand other such records. Your provider usually is the organisation you purchased your domain name from or that manages your DNS (Eg. Cloudflare, Namecheap, Godaddy).

• Add the appropriate DNS records - ensure you add the correct TYPE and VALUE for each record. These are important as they determine whether your email will end up in the inbox/spam folder.

• Add ALL the DNS records displayed, including those given to you by your delivery server provider (Eg. Sendgrid, Mailgun, etc.). DNS propagation could take up to 48 hours to reflect. Most times, it happens within a few minutes. We suggest you wait for at least 5 minutes before proceeding.

3) Domain validation

• Navigate to "Sending Domains" and click on the "Settings" icon next to the domain you just added.

• From the options, select "Update" and then click on "Verify DNS records" button towards the end of the page

• Deploia will check to ensure you have all the records and mark the sending domain as verified if all is correct. If not, it will show you what DNS records must be corrected and fixed.

Common issues

Why is it saying "MX records not found"?

MX (Mail Exchanger) records are DNS entries that specify a domain's mail servers. They're crucial for email routing. Domains used for sending emails should have MX records because:

• They prove the domain is correctly set up for email.

• They improve email deliverability.

• They enable proper handling of reply emails.

• They help distinguish legitimate domains from those used by spammers.

• They contribute to a better domain reputation among email providers.

Without MX records, a domain may be considered spammy, leading to rejected emails or being marked as spam. Legitimate email senders typically ensure their domains are correctly configured, including having proper MX records.

If you sign up for Microsoft 365 or Google Workspaces, you will most likely use their MX records (e.g.,`SMTP.GOOGLE.COM). If you do not have a provider, we suggest you use this until you find one. This is the only way to bypass our verification temporarily.

I already have an SPF record

SPF (Sender Policy Framework) records specify which servers are authorised to send email for a domain. If you already have an SPF record, you can combine your existing one with ours. When combining SPF records, you must merge the mechanisms while avoiding duplicates and staying within the 10 DNS lookup limit.

Example original records:

v=spf1 ip4:192.0.2.0/24 include:spf.protection.outlook.com -all v=spf1 include:username.spotzee.marketing -all

Example combined record:

v=spf1 ip4:192.0.2.0/24 include:spf.protection.outlook.com include:username.spotzee.marketing -all

Spotzee offers a "SPF generator" with a step-by-step wizard that guides users through the process of creating an accurate SPF record. This tool simplifies the often-complex task of generating SPF records by providing a user-friendly interface and automated assistance.