Configure Email Delivery - Update MX records
Once you have verified your domain and create users, you will be able to send emails from domain-based accounts. However, you will not be able to receive emails until you configure the MX records for your domain. This help guide will help you understand the role MX Records play in your email operations and walk you through the setup process.
Table of Contents
- About MX Records
- General Instructions to configure the MX Records for your Domain
- Multiple MX Records - Why and How they work
- Specific Instructions for some DNS Providers:
- Troubleshooting Email Delivery
MX Entries are special DNS Server records that designate recipient email servers for your domain. MX Records are the resource entries in your domain’s DNS, which transmit email server information to other DNS Servers on the web, which then send emails to your domain. You can change the MX Records after creating all of the user accounts and email addresses in SkyDesk.
Initially, it might be a good idea to set up a temporary catch all email address to avoid missing any emails. Once you have verified the creation of every account, you can change the MX Records of your domain.
This page provides step by step instructions to add MX Records for certain domain providers. Select your domain provider from the list or follow the general instructions that provide the guidelines for changing the MX Records. If you are still unsure about the DNS settings, you should contact your DNS provider's support portal. Get in touch with them, furnish the MX Record details of SkyDesk (this page's URL) and ask them to update it for your domain on your behalf.
Follow these steps to change your domain's MX Records. The terminology used here is generalized and may vary according to your provider.
- Log into your domain registrar's web portal.
- Launch the DNS Manager/ Domain Management Page/ DNS Control Panel for your account, which lists all the domains you have registered.
- Locate the MX Records/ Email Servers/ Email Settings option (For help, consult the help pages of your provider or get support from the registrar).
- Remove any existing entries that you might have.
- Select the Add Record option.
- Specify the value in Name/ Host field as either @ or leave it Blank.
- Specify the first record's value as mx.skydesk.jp.
- Set the priority to 10 or lower as supported by your registrar.
- To ensure correct email delivery to your domain, only the MX Records provided below should be listed.
Address/ Mail Server/ MX Entries/ Value
@/ Blank/ Domain name
The period (.) at the end of the MX record is situational depending on your DNS Provider. Some DNS providers expect the records to end with a period, while others do not accept it. We highly recommend that you go through your DNS providers support documentation for the exact process on adding the MX entries.
- If the TTL is editable, provide the lowest possible value for the changes to take effect as soon as possible.
- Select Save Zone File/ Save/ Add Records to save your changes.
Once you have added the MX records, you can verify the MX records using the third party tool www.mxtoolbox.com. You can try sending a test email from your external accounts to see if you are able to receive emails and to check if the MX records are properly added.
Multiple MX records do not deliver emails to multiple servers. Regardless of the number of records you've configured, emails are delivered to the MX record with the lowest priority as returned by your domain's DNS server. In case the lowest priority is offline or not accepting emails, only then the next server will be used.
Additional MX servers are either a redundancy for backing up MX Records, or for service administrators to make architecture and configuration changes.
Troubleshoot Email Delivery
You will start receiving emails only if the MX records are correctly configured. If you have added the MX records but are still unable to receive emails, check the following:
- You domain's MX records at https://mxtoolbox.com/.
- The MX records that should be returned should be:
- 10 mx.skydesk.jp
- If there are other MX entries with lower priority (ex: 0 or 5), emails will not be delivered to SkyDesk Mail.
- Ensure that you have deleted all other MX records related to your previous email provider.
- Ensure that you have turned off 'Local email delivery' in the web host and DNS host settings
- If your DNS provider does not allow you to specify server priorities, you need to make sure that mx.skydesk.jp is the record with lower priority value, to receive emails without any errors.
If you are unable to receive specific emails, check whether the email server that sends emails, does not relay to SkyDesk Mail, or only to your domain account. In some cases, if you have set up local email delivery settings in your previous host, the emails sent from your previous email server will be delivered internally, and will not be delivered to your SkyDesk mail accounts.
When you switch from the previous email service provider, you need to update the Incoming and Outgoing Email server settings for email clients such as Outlook/ Thunderbird/ iPhone/ Android mobile devices, as per the recommended SkyDesk Server names and ports.
When you use 'Contact us' forms or 'Webforms' from a website, the Submit option is typically used to send emails. These emails are triggered from your Website Hosting Provider (Web Host). In most cases, the website's domain name matches the domain name in the email address they are sent from. Ex: www.yourdomain.com/contact.html page will submit the details to email@example.com.
In this case, the Web Host or email server which triggers an email wrongly assumes that the emails should be delivered locally because the domain name is the same. To fix this, open the WebHost settings and choose the Remote Email server option to denote that these emails should be delivered externally. You'll need to check for any Local Email Delivery configuration and switch off the WebHost's local setting. This will ensure that emails from webforms reach the SkyDesk Mail servers and are delivered to the correct email accounts.