How To Set Up Google Workspace SPF Record: Complete Guide

10
Min
Created On:
October 30, 2024
Updated On:
October 31, 2024
Google Workspace SPF Record

How To Set Up Google Workspace SPF Record: Complete Guide

10
Min
Created On:
October 30, 2024
Updated On:
October 31, 2024
Google Workspace SPF Record

Email security isn't exactly the most exciting part of running a business, but it's one of those things that can cause major headaches if not set up correctly. 

If you're using Google Workspace (formerly G Suite), one of the most important steps is configuring your Google Workspace SPF record – and yes, I know that probably sounds like technical jargon right now. 

Think of an SPF record as your email's ID card, telling receiving servers "Hey, these are the legitimate servers allowed to send emails from our domain." Without it, your important business emails might end up in spam folders or, worse, not get delivered at all.

In this guide, we'll walk through everything you need to know about setting up a Google Workspace SPF record. 

Don't worry if you're not particularly technical – we'll break it down into simple, manageable steps. But first, let's understand what exactly an SPF record is and why it's crucial for your email deliverability.

What Is An SPF Record?

An SPF (Sender Policy Framework) record is a type of DNS (Domain Name System) record that helps prevent email spoofing by verifying which servers are authorized to send emails on behalf of a domain. 

Essentially, it’s a list of approved IP addresses or servers permitted to send emails using a specific domain.

How SPF Works

When an email is sent, the receiving server checks the SPF record of the sender's domain to confirm that the message is coming from an authorized server. 

If the sending server's IP matches an entry in the SPF record, the email is more likely to be accepted. If not, the email might be flagged as spam or rejected outright.

Components of an SPF Record

An SPF record typically starts with v=spf1, indicating the SPF version, followed by a series of mechanisms specifying which IPs or servers are authorized. 

Here’s an example:

v=spf1 include:_spf.google.com -all

This example SPF record authorizes Google’s servers to send emails on behalf of the domain. 

The -all directive at the end instructs servers to reject emails that don’t match any listed IPs or domains in the record.

Why SPF Matters

SPF is integral for your email security and deliverability for several reasons: 

  • Protects Domain Reputation: SPF specifies which mail servers are allowed to send emails on behalf of your domain, safeguarding your domain’s credibility and helping your emails avoid spam filters.
  • Prevents Email Spoofing: By authorizing specific servers, SPF blocks unauthorized senders from impersonating your domain, reducing the risk of phishing attacks and protecting your recipients from harmful emails.
  • Improves Email Deliverability: Email providers use SPF records to verify sender authenticity, improving the chances that your legitimate emails land in inboxes rather than spam folders.
  • Strengthens Security with Combined Authentication: While SPF is effective on its own, it’s even more powerful when paired with DKIM (DomainKeys Identified Mail) and DMARC (Domain-based Message Authentication, Reporting, and Conformance) for a comprehensive email authentication framework:

DKIM: Adds a cryptographic signature to verify email content and sender identity.

DMARC: Defines how receiving servers should handle unauthorized messages, helping identify and block potential spoofing attempts. DMARC also provides detailed reports on unauthorized email activity, offering insight into possible misuse of your domain.

  • Boosts Trust and Deliverability: With SPF, DKIM, and DMARC working together, you can better ensure that legitimate emails from your domain reach recipients while blocking unauthorized ones, enhancing your email deliverability and reinforcing recipient trust. 

How To Set Up Google Workspace SPF record? 

Setting up Google Workspace SPF record is critical for authenticating your email traffic and ensuring that only authorized sources can send emails on behalf of your domain. 

This helps prevent spoofing and increases the likelihood that emails reach recipient inboxes. Fortunately you can set a Google Workspace SPF record in a few simple steps.

Before you start, do check if SPF already exists for the domain. 

Method 1: Using Google Admin Toolbox

  1. Go to the Google Admin Toolbox Check MX tool.
  2. Enter your domain name and click Run Checks.
  3. Once the test completes, click on Effective SPF Address Ranges to view the results.
  4. Review the SPF record details:
    • If there’s already an SPF record, ensure it includes a line for each sender (e.g., Google Workspace or any additional email sender).
    • If SPF is set up, it’s also recommended to configure DKIM and DMARC for enhanced email security.
    • If no SPF record is found, continue with the steps below to create one.

Method 2: Use any third-party SPF Record Checker

You can also check if your domain has any pre-existing SPF records, by running it through a SPF checker tool.

Note: You can’t have multiple SPF records. If you use additional email services along with Google Workspace, combine them into a single SPF record.

Now, adding a SPF record to your domain involves accessing your domain’s DNS settings - which is available at your domain provider’s end. 

The steps explained below cover the generic steps - common across major domain providers. We have also shared provider specific steps in the consequent sections.

Adding Google Workspace SPF Record For Any Domain Provider

To add Google Workspace SPF record, follow these steps:

  1. Log in to your domain provider’s DNS management panel. (this can be found in domains’ section)
  2. Go to the TXT records section and add a new record.

To allow Google Workspace to send emails, use this SPF record:

v=spf1 include:_spf.google.com ~all

  1. Save the changes. DNS changes may take up to 48 hours to propagate.

Example SPF Records

Here’s what your SPF record might look like based on your email sending sources:

Google Workspace Only:

If Google Workspace is your only email sender, use:

v=spf1 include:_spf.google.com ~all

Google Workspace + Other Senders (e.g., Mailchimp, SendGrid):

If you use Google Workspace plus additional email senders, include each provider:

v=spf1 include:_spf.google.com include:spf.mtasv.net include:sendgrid.net ~all

Replace spf.mtasv.net and sendgrid.net with the correct SPF values for any other services you use. 

This setup allows multiple trusted senders under one SPF record.

Provider-Specific Setup

For GoDaddy

  1. Log in to GoDaddy, and navigate to My Products > Manage Domain.
  2. Select the particular domain you want to add SPF record to. This will take you to the domain settings page.
  3. Select DNS to access your DNS records.
  4. Select ‘Add New Record’ and then click on TXT from the Type menu.
  5. Add details for your SPF record:
    • Host: @
    • TXT Value: v=spf1 include:_spf.google.com ~all (This authorizes Google to send emails from your domain. If you want to use both GoDaddy and Gmail mail servers the SPF record will look like this: v=spf1 include:secureserver.net include:_spf.google.com -all)
    • TTL Value: The default is 1 hour
  6. Save your changes.

For Namecheap

  1. Log in to Namecheap, go to the Domain List, and click Manage next to your domain.
  2. Under Advanced DNS, click Add New Record and select TXT Record.
  3. Set Host to @ and Value to v=spf1 include:_spf.google.com ~all.
  4. Click Save all changes.

For Cloudflare

  1. Log in to Cloudflare and select your domain.
  2. Go to DNS settings and click Add Record.
  • Select Type as TXT.
  • Name: Enter @ (to apply to the root domain).
  • Content: Enter v=spf1 include:_spf.google.com ~all.
  1. Save the record

Verify the SPF Record

To confirm the SPF record is configured correctly:

  1. Use the Google Admin Toolbox Check MX tool.
  2. Enter your domain, select Run Checks, and review the SPF details.
  3. Click Effective SPF Address Ranges to confirm that each authorized sender is included.
  4. If SPF is configured correctly, proceed with setting up DKIM and DMARC for added security.

You can also use Smartlead’s free SPF record checker to verify the same. 

By setting up SPF, you’ll protect your email reputation and improve deliverability across recipient servers.

Best Practices for Managing SPF Records in Google Workspace

Maintaining your Google Workspace SPF record effectively is key to ensuring that your emails are authenticated and reach the intended recipients. 

Here are best practices for managing SPF records in Google Workspace to keep your email flow smooth and secure.

Regular Review and Updates

As your email infrastructure evolves, periodic reviews of SPF records are crucial. For example:

  • Adding New Senders: If you add new services to send emails on your behalf (like a CRM or marketing tool), update your SPF record accordingly.
  • Removing Unused Services: If you stop using a specific sender, remove it from the SPF record to avoid potential security risks.

Set a routine to review your SPF record every few months or immediately after any changes in your email service providers. This ensures only active, trusted services are included, minimizing chances of unauthorized emails going out under your domain.

Avoiding SPF Record Overlaps

Each domain can only have one SPF record. If you attempt to create multiple SPF records, they may conflict, which can lead to SPF validation failures and deliverability issues. To avoid overlaps:

Combine Multiple Senders: List all authorized senders in a single SPF record. For example:

v=spf1 include:_spf.google.com include:otherprovider.com ~all ("otherprovider.com" is a placeholder for an actual provider’s domain to send emails on behalf of your domain).

  • Use a Consolidated Approach: If your SPF record is nearing the character limit or the maximum number of DNS lookups, consider using third-party tools that consolidate multiple senders into a single include.

Managing your SPF entries in this way prevents issues arising from multiple conflicting SPF records, helping ensure successful email delivery.

Monitoring Email Deliverability

Regularly monitoring email deliverability can reveal if SPF adjustments are needed. Some best practices include:

  • Tracking Open Rates and Bounce Rates: A drop in open rates or an increase in bounces might indicate that emails are being marked as spam or not reaching recipients.
  • Checking Email Reports: Use tools like Google Workspace’s Email Log Search to view reports on email delivery performance. Look for trends that suggest emails from your domain are flagged or blocked.

Adjusting your SPF record based on these insights can help you catch and resolve potential deliverability issues before they impact your overall email strategy.

Troubleshooting Common Issues with Google Workspace SPF Records

SPF records for Google Workspace are usually straightforward, but issues can arise. Here’s how to troubleshoot some common problems and optimize your SPF configuration.

Common Errors in SPF Configuration

Incorrect SPF configuration is a frequent cause of email deliverability problems. Some common mistakes include:

  • Using Multiple SPF Records: As mentioned, only one SPF record is allowed per domain. If your domain has multiple SPF records, combine them into one.
  • Incorrect Syntax: SPF syntax errors, like missing spaces or misplaced tags, can lead to validation failures. Always verify syntax using tools like Google Admin Toolbox or third-party DNS checkers.

By ensuring proper syntax and single-record use, you can reduce SPF-related errors and maintain optimal email flow.

SPF Record Lookup Failures

SPF records rely on DNS lookups to verify sender information. When a domain exceeds the maximum of 10 DNS lookups, SPF validation fails, causing deliverability issues. To manage this:

  • Limit DNS Lookups: Consolidate multiple entries by including only necessary services. Avoid chaining includes unnecessarily, as each can add to the lookup count.
  • Use Subnet Blocks for IPs: If you’re authorizing multiple IP addresses, grouping them into subnets (e.g., ip4:192.0.2.0/24) reduces lookup requirements.

This practice keeps your SPF record efficient and avoids validation failures due to excessive lookups.

Impact of Incorrect SPF Records on Email Deliverability

Misconfigured SPF records can result in emails landing in spam folders or being outright rejected by recipient servers. Potential impacts include:

  • Spam Filtering: ISPs may mark emails from domains with incorrect or missing SPF records as spam.
  • Reputation Loss: Consistent SPF errors can impact your domain’s reputation, making it harder to deliver legitimate emails to inboxes.

To avoid these issues, keep SPF records up to date, verify correct configurations, and monitor deliverability performance.

Conclusion

Setting up and maintaining Google Workspace SPF record is vital for protecting your domain’s reputation, enhancing deliverability, and securing email communication. Following best practices—such as regular updates, monitoring deliverability, and resolving configuration issues—helps ensure that only authorized sources send emails on behalf of your domain.

For those looking to scale their email outreach seamlessly, consider signing up for Smartlead. Smartlead as your cold email tool, ensures optimized deliverability, automated configurations, and a streamlined approach to managing your email campaigns. 

Start enhancing your outreach with Smartlead today with a 14-day free trial and run a campaign for free.

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