Setting Up SPF For Office 365 accounts

What is this feature?

Add an SPF (Sender Policy Framework) record to your Office 365 domain to verify your emails and improve deliverability for cold email campaigns in SmartReach.io. This setup helps ensure your emails reach inboxes instead of spam folders.

How it works

Create or update a TXT record in your domain’s DNS settings to include Office 365’s SPF configuration. If SmartReach.io’s Spam Test Report shows an SPF error, follow troubleshooting steps to fix it. This process supports your multichannel outreach by enhancing email reliability.

Step-by-Step Instructions

Set Up SPF for Office 365

Log in to Your DNS Manager:

1. Sign in to your domain registrar’s website, such as GoDaddy or Namecheap.
2. Find the domain you want to configure

Access DNS Settings:

1. Select the domain and click Manage DNS or Manage.
2. Look for the section to edit DNS records.

Create a TXT Record for SPF:

1. Click Add and select TXT as the record type.
2. Enter @ as the Hostname.
3. Paste this Value: v=spf1 include:spf.protection.outlook.com -all.
4. Save the record.

Wait for DNS Propagation:

1. Wait 30 minutes to 48 hours for the changes to take effect.
2. In SmartReach.io, go to Settings > Domain Health> Spam Test Report to check if SPF is configured correctly.
   Or Run the health checks for the email id, go to - Settings > Email Account > Health Checks (Infront if the respective email id)

Fix SPF Errors in SmartReach.io

If the Spam Test Report indicates an SPF error, follow these steps:

Check the Spam Test Report:

1. In SmartReach.io, navigate to Settings > Domain Health > Spam Test Report.
2. Expand the report to view the SPF error details.
3. Find two values:

• Current SPF record: What’s currently set.
• Recommended SPF record: The correct value to use.

Copy the Recommended Value:

1. Copy the full Recommended SPF record value.

Edit the TXT Record:

1. Return to your domain registrar’s DNS management page.
2. Click Manage DNS for the domain.
3. Find the TXT record with the existing SPF value.
4. Edit it and paste the Recommended SPF record value.
5. Save the changes.

Wait for Propagation:

1. Allow 30 minutes to 48 hours for the updated record to propagate.
2. Run another Spam Test Report or do the email health check in SmartReach.io to confirm the error is resolved.

Frequently Asked Questions

Q: How long does it take for SPF changes to work?
A: DNS changes usually take 30 minutes to 48 hours to propagate. Check the Spam Test Report in SmartReach.io after this period to confirm.

Q: What if the SPF error persists after updating the TXT record?
A: Verify the TXT record for errors, such as typos or incorrect formatting. Ensure you used the Recommended SPF record from the Spam Test Report. If the issue continues, contact your domain registrar or SmartReach.io support.

Q: Can I set up SPF for multiple domains?
A: Yes, add a TXT record with the SPF value for each domain in your DNS manager.

Q: Why does SPF matter for my cold email campaigns?
A: SPF confirms your domain is authorized to send emails, increasing the chances your cold emails land in inboxes, not spam folders, for better multichannel outreach results.

Q: What happens if I remove the SPF record?
A: Without SPF, email providers may flag your emails as spam, lowering the success of your cold email strategy. Only remove it if you stop sending emails from the domain.