Configuring SPF and DKIM Records for Improved Email Deliverability in Work 365

Applies to: Work 365, Microsoft 365
Audience: IT Administrators, Email Administrators

Overview

Ensuring that your domain’s DNS settings are correctly configured is crucial for improving email deliverability in Work 365. Properly setting up Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM) records allows Work 365 to send emails on behalf of your domain, reducing the likelihood of emails being marked as spam or rejected by recipients' email servers.

Steps to Configure SPF Records

1. Access Your Domain’s DNS Settings

✅ Log in to your domain registrar or DNS hosting provider’s management console.

2. Add or Update the SPF Record

✅ Create a new TXT record (or modify an existing one) with the following value:

v=spf1 include:spf.protection.outlook.com -all

This SPF record designates Microsoft 365 (used by Work 365) as an authorized sender for your domain.

3. Save the Changes

✅ Ensure that the new or updated SPF record is saved and propagated across your DNS servers.

Additional Recommendations

1. Implement DMARC Records

After configuring SPF and DKIM, set up a DMARC record to specify how receiving servers should handle emails that fail SPF or DKIM checks.

✅ Add the following DMARC record as a TXT record in your DNS settings:

v=DMARC1; p=none; rua=mailto:dmarc-reports@yourdomain.com

Replace dmarc-reports@yourdomain.com with an email address where you can receive aggregate reports.

2. Monitor Email Deliverability

✅ Use tools like MXToolbox to verify your SPF, DKIM, and DMARC records.
✅ Regularly check reports to identify and address issues affecting email delivery.

Important Considerations

DNS Propagation: Changes to DNS records can take up to 48 hours to fully propagate.

Customer Email Filters: Advise customers to check their spam or junk folders and whitelist your domain if necessary.

Consistency: Ensure that all email-sending services used by your organization are included in your SPF record to prevent legitimate emails from being marked as spam.

Conclusion

By following these steps, you can enhance the deliverability of emails sent from Work 365, ensuring that important communications reach your customers' inboxes without being flagged as spam or rejected.