Setting up SPF (Sender Policy Framework) for your Gmail and email services is crucial for ensuring that your emails are delivered securely and reliably. SPF helps prevent email spoofing by specifying which mail servers are authorized to send email on behalf of your domain. If you’re using Gmail as part of how to set up spf gmail appriver and AppRiver for email security, configuring SPF correctly can significantly improve your email deliverability and protect your domain from being used for fraudulent emails.
In this guide, we’ll walk you through the detailed process of setting up SPF for Gmail and AppRiver.
What is SPF and Why is it Important?
SPF is an email authentication method that helps protect against email spoofing, a technique used by spammers and phishers to send emails appearing to come from a legitimate domain. By adding an SPF record to your domain’s DNS settings, you’re telling email recipients which mail servers are authorized to send email on behalf of your domain.
When an email is sent, the receiving server checks the SPF record to verify if the sender’s IP address is authorized. If it matches the SPF record, the email is more likely to be delivered to the inbox. If not, it could be marked as spam or rejected.
Benefits of SPF Setup:
- Prevents Email Spoofing: Protects your domain from being used in phishing attacks.
- Improves Deliverability: Increases the chances that your legitimate emails will be delivered to the recipient’s inbox.
- Enhances Domain Reputation: Strengthens your domain’s security posture and trustworthiness.
Setting Up SPF for Gmail (Google Workspace)
If you are using Gmail via Google Workspace for your domain, you need to configure an SPF record to allow Google’s mail servers to send emails on behalf of your domain.
Step 1: Locate Your Domain’s DNS Settings
To begin, you need access to your domain’s DNS settings. You can find these settings in the domain registrar where your domain is hosted (e.g., GoDaddy, Namecheap, Bluehost).
- Log in to your domain registrar account.
- Navigate to the DNS settings or DNS management section for your domain.
Step 2: Create or Update Your SPF Record
In the DNS management section, look for an option to add a TXT record, which is where you’ll define your SPF policy. If your domain already has an SPF record, you’ll need to update it to include Google’s mail servers.
Google Workspace SPF Record
The SPF record for Google Workspace (Gmail) is:
Explanation:
v=spf1– Specifies that this is an SPF record.include:_spf.google.com– Authorizes Google’s mail servers to send email on behalf of your domain.~all– This indicates a soft fail, meaning that unauthorized servers can still send email but it will be marked for review. You can also use-allfor a hard fail, which rejects unauthorized emails outright.
Step 3: Add the SPF Record to Your DNS
Once you have the SPF record, add it to your DNS settings as a TXT record:
- Record Type: TXT
- Name: Use
@to apply the SPF record to your root domain. - TXT Data: Paste the SPF record (
v=spf1 include:_spf.google.com ~all). - TTL: Set the TTL (Time to Live) value, usually 3600 seconds (1 hour).
Save the changes, and your SPF record will be updated. It may take some time (up to 48 hours) for DNS changes to propagate across the internet.
Setting Up SPF for AppRiver
If you’re using AppRiver for email security and filtering, you will also need to configure SPF to allow AppRiver’s servers to send email on behalf of your domain.
Step 1: Obtain AppRiver’s SPF Record
AppRiver provides a specific SPF record that you’ll need to include in your domain’s DNS settings. Contact AppRiver support if you’re unsure of the exact SPF record, but a typical SPF entry for AppRiver looks like this:
This tells recipient email servers that AppRiver’s mail servers are authorized to send email for your domain.
Step 2: Update Your DNS Settings with AppRiver’s SPF Record
Now, you need to add or modify the SPF record in your domain’s DNS settings to include AppRiver.
- Log in to your domain registrar or DNS hosting service.
- Navigate to the DNS settings for your domain.
- If you already have an SPF record, you will need to modify it to include both Gmail (Google Workspace) and AppRiver.
Combining SPF Records for Gmail and AppRiver
If you are using both Gmail and AppRiver, your SPF record must include both services. You can combine the records into a single SPF record like this:
This combined SPF record authorizes both Google and AppRiver to send email on behalf of your domain.
Step 3: Add or Modify the TXT Record in DNS
Add the combined SPF record to your domain’s DNS settings as a TXT record.
- Record Type: TXT
- Name:
@(for the root domain). - TXT Data: Paste the combined SPF record (
v=spf1 include:_spf.google.com include:customerspf.appriver.com ~all). - TTL: 3600 seconds (1 hour) is a common setting.
Save the changes to your DNS settings. As with Gmail, the changes may take up to 48 hours to propagate globally.
Testing Your SPF Configuration
Once you’ve set up SPF for Gmail and AppRiver, it’s important to test that the configuration is working correctly. You can use various online tools to check your SPF records:
- MXToolbox SPF Lookup: This tool checks your domain’s SPF record and verifies if it’s properly configured.
- Kitterman SPF Validator: Another helpful tool for validating SPF records.
Simply enter your domain name into these tools, and they will return information about your SPF configuration.
Email Testing with SPF
After setting up SPF, test by sending emails from your domain to a Gmail, Outlook, or another external email account. Check the email headers in the recipient’s inbox to ensure that the SPF check passes successfully. The headers should indicate whether the SPF authentication passed or failed.
Best Practices for SPF Records
- Keep Your SPF Record Simple: Avoid adding too many
includemechanisms, as this can slow down the DNS lookup process and lead to SPF failures. Limit the number of lookups to 10. - Use a Soft Fail (~all) Initially: When configuring SPF for the first time, it’s best to use a soft fail (
~all). This allows unauthorized emails to still be delivered, but marked for review. Once you’re confident everything is working correctly, you can switch to a hard fail (-all). - Monitor SPF Reports: Many email services provide DMARC reports that include SPF results. Monitoring these reports can help you detect issues with your SPF setup and adjust your record accordingly.
- Avoid Redundancy: Make sure you aren’t unnecessarily repeating include directives. If AppRiver or Gmail are handling all your email, be clear and concise in your SPF record.
Conclusion
Setting up SPF for Gmail and AppRiver is an essential step in protecting your domain from email spoofing and ensuring that your legitimate emails are delivered securely. By configuring the SPF records correctly in your domain’s DNS settings, you can authorize both Google Workspace and AppRiver to send emails on your behalf, reducing the likelihood of your emails being marked as spam or rejected.