Custom Email Address / Adding DNS Records [video]
By default when you send an email through our system to a client, it will be sent from the email address firstname.lastname@example.org.
We do this because if we were to send from your own address, many email providers, like Gmail, will regard it as spam because it doesn't match the domain sending the email.
Nine times out of ten this is ok. Most clients will see your own name in the 'from' field, and not even look at the email address. When they reply to the email, we use your own email address in the 'reply-to' field, so it will go directly to you.
However, in the case you want to send emails from your own address, you can now do that. Here's how it works:
• Click on your name in the header to visit your user profile
• Click "Send Using Your Own Email Address" (Note: This is a user-by-user setting, not account-wide and you can't send from public domain emails, like yahoo.com or gmail.com - it needs to be your own hosted email address)
• Generate a signature
You will receive an email from Postmark directly that asks you to verify your email address
Click the link and you'll visit a Postmark web page tell you your email is confirmed.
• Add TXT records to your DNS
Don't be too intimidated by this. It's fairly easy to add these records to your DNS settings where your email address is hosted. If you don't know how, ask your hosting provider or IT support.
List of how to edit DNS info in popular providers:
- DNS Made Easy
- Dreamhost: SPF record and DKIM information
- Media Temple
- Melbourne IT
- Network Solutions
Note: Once you add the records to your DNS settings, any other email addresses from that domain will also be done as well, so you only need to do this once. They will still have to verify their email and go through the steps in Proposify.
It may take 12 hours for the records the setting to become active, so click the verify button to confirm the records are set up properly.
Once it verifies, you will then be able to send emails to clients through Proposify using your own email address!
NOTE: You can only have one SPF record per domain!
If you already have an SPF for some other reason you'll need to merge our SPF record into your existing one, not add a new one.
Here's an example of combining an SPF record:
v=spf1 include:_spf.google.com ~all
This should be changed to:
v=spf1 a mx include:spf.mtasv.net include:_spf.google.com ~all
You may need assistance from your IT people or your hosting provider to get this working depending on your setup.
Also see: Troubleshooting SPF and DKIM validation