Webmail is an essential communication tool for businesses, but many website owners struggle with their webmail ending up in spam folders or not delivering at all. Ever wondered why that happens? You are not alone. Email deliverability issues are common, but they can be resolved with the right approach.
In this post, we’ll show you how to make sure your webmail doesn’t end up in spam and give you tips on how you can prevent spam folder issues. Ready to learn? Let’s dive right in!
One of the primary reasons behind poor email deliverability is the absence of proper email authentication records. These records are, DKIM record, SPF record, and DMARC and they play a vital role in ensuring that your emails are recognized as legitimate and not flagged as spam by email providers.
When these records aren’t set up correctly, emails are more likely to be flagged as spam, meaning your important communications might never reach their destination.
The three crucial records you need to configure in your cPanel to improve email deliverability and avoid spam folders include:
DKIM Record: The First Line of Defense
DKIM (DomainKeys Identified Mail) helps verify that your emails are sent by you and not someone pretending to be you. This record is essential for improving webmail delivery because it adds a digital signature to your emails, making them less likely to be flagged as spam. If you’re unsure how to set this up, simply share this guide with your developer, or check the Email Deliverability tab in your cPanel to ensure it’s correctly configured.
SPF Record: Preventing Spoofing
The SPF (Sender Policy Framework) record specifies which mail servers are allowed to send emails on behalf of your domain. This helps in avoiding spam folders by preventing spammers from sending emails that appear to be from your domain. Your hosting provider usually sets up the SPF record, but it’s important to verify that it’s correct in your domain zone editor.
DMARC Record: Ensuring Full Protection
DMARC (Domain-based Message Authentication, Reporting & Conformance) This record is particularly important if your website communicates automatically with users (e.g. password reset emails, e-commerce order notes, form submission automatic responses, etc). It adds another layer of protection by telling receiving mail servers how to handle messages that fail DKIM and SPF checks.
Although many hosting providers don’t include a DMARC record by default. However, it’s simple to create one yourself. All you need is to add a new TXT record under your domain zone editor.
The name is always _dmarc.[domain.com]
The record is always v=DMARC1; p=reject; rua=mailto:dmarc@[yourdomain.com]
Once these records are set up, use an SMTP email sender plugin like WP Mail SMTP on your website with a designated admin email and password, your hosting host server address, and the right outgoing SMTP server settings (Port = 465, authentication type SSL/TLS). With this plugin properly set up as explained above, you’ll ensure that your webmail functions smoothly, whether it’s for direct emails or automated responses from your website.
Conclusion:
Email deliverability is important if you plan to maintain good communication with your customers. Without properly setting up email authentication records, your webmail risks ending up in spam folders, which will render them ineffective. By ensuring that DKIM, SPF, and DMARC records are configured correctly, and by using an SMTP plugin, you can significantly improve your webmail’s performance.
At Clarylife Global, we’ve seen firsthand how these steps can transform email communication. Don’t spend unnecessarily on corporate email services when you can optimize what you already have. Ready to get your webmail on track? Let us guide you through the process for seamless and reliable email delivery.