You can set up an SPF (Sender Policy Framework) record to verify that MyExpenses can send outgoing email on behalf of your email server. An SPF record is a tool you can use to authorise MyExpenses to send email on your behalf.
For example, if you receive emails from your users at firstname.lastname@example.org, and you’ve set up an automatic redirection to forward all emails received, you can authorise MyExpenses to send out notifications as if it originated from your own email address (for example: email@example.com). That way you can preserve your branding throughout the entire process
Setting up a SPF record is optional, but recommended if you’ve set up forwarding to an external email address.
Understanding how it works
An SPF record is a single line of text that declares which SMTP servers, other than your own, are allowed to send email as if it originated from your domain.
This is accomplished by adding a DNS (Domain Name Servers) text record. (Think of DNS as a publicly accessible record for the internet.) This record enables you to state publicly that MyExpenses is an authorised sender for your email domain.
When an email client receives a message, it usually performs an SPF check to verify that the email came from who it says it did. If there isn’t a valid SPF record identifying the IP address which sent the email as a sender, some receivers might consider that email spam or a phishing attempt, and flag it as untrustworthy or not display it to your users at all.
If you’re curious, you can read more about SPF records at www.openspf.org.
Deciding whether you really need to do this
So, do you have to set up an SPF record? The short answer is: No. The slightly longer answer is: Only if you really don’t want your users to see the MyExpenses name on their messages.
When MyExpenses sends an email message using your email address (which what happens if you’ve set up a support address with forwarding) the message identifies the sender as MyExpenses to avoid getting rejected. However, if you create a valid SPF record, MyExpenses will stop sending messages as MyExpenses, and send them on behalf of your email server, completely preserving your branding.
Setting up an SPF record
Ideally, this is a task you’d get help with or have your system administrator take care of, if you can.
To change the email address the system uses navigate to the Administration menu > General > Emails. The screenshot below shows the field that needs to be changed.
If you’ve already set up an SPF record for another purpose, you can simply add a reference to MyExpenses to it.
To create or edit an SPF record to reference MyExpenses
Edit your domain’s DNS settings to add a TXT record. The steps vary depending on your domain registrar.
The spf record should take the form
v=spf1 include:mail.myexpensesonline.co.uk ?all