DNS records needed for business email with TrevNet Print

The internet works on Domain Name Services (DNS). Any request made on the internet needs an address to arrive at, and those addresses are powered by DNS. So when you type in https://www.yahoo.com, DNS tells your browser to hit a specific IP address, because the IP address was entered in the DNS record for yahoo.com. Email works the same way...

Therefore, now that you have purchased our business class email, and we have setup your user accounts, it's time to make sure that DNS is set up properly so that email will flow into, and out of, the new server.

Who Manages DNS?

You're in the right place—we’ll help you update your DNS records!

What is DNS?

DNS (Domain Name System) is what connects your domain name (like trevnetmedia.com) to the services it uses—such as your website, email, or other online platforms. DNS records tell the internet where to send traffic when someone visits your site or sends you an email.

Where Are DNS Records Managed?

DNS records are typically managed where you registered your domain name (your domain registrar). Common registrars include:

• GoDaddy

• Namecheap

• Google Domains

• Cloudflare

• Bluehost

• and others

However, if you’ve changed your domain’s nameservers to a different provider (e.g., Cloudflare, your web host, or another DNS service), then DNS records must be updated through that provider instead.

How to Update DNS Records

The exact steps depend on your DNS provider’s interface, but the general process is the same:

1. Log in to your domain or DNS provider account.

2. Locate the DNS Management section (often called “DNS Settings,” “Zone File,” or “DNS Zone Editor”).

3. Look for record types like A, CNAME, MX, or TXT.

4. Edit or add the necessary records provided to you.

5. Save your changes.

DNS changes can take some time to propagate—anywhere from a few minutes to 48 hours—depending on global DNS caching.

Not Sure Where Your DNS Is Hosted?

If you're unsure where your DNS is managed, try one of the following:

• Check your domain registrar’s dashboard—it may show if nameservers point to another provider.

• Use a tool like https://whois.domaintools.com or https://www.whatsmydns.net to look up current nameservers.

• Ask your hosting provider or IT administrator.

Mail Server Specific DNS Records

There are 3 or 4 DNS records that are absolutely essential: An "A" record for your webmail login, an "MX" record that points to that "A" record, and an "Autodiscover" SRV that returns the available domain and the services being used back to an email client when setting up a user within that client. Then, there are a few strongly recommended DNS records that should be set up to make sure the email sent by the domain reaches as far and wide as possible: "SPF", "DKIM" and "DMARC".

Essential Records

A Record

An Alias (A) record is a versatile DNS record type that can be used for almost anything. For an email server, you'll basically want to create an A record with "mail" as the name, that points the IP address set up for the domain in SmarterMail. This is so that people can use "http://mail.your-domain.com" and log in to the webmail interface.

The entry of this record, if using a hosting provider or DNS service, will generally look like this:

MX Record

A Mail Exchange (MX) record specifies the mail server that's responsible for accepting email messages on behalf of a domain. HOW the MX record is set up depends on the DNS provider, but it basically is its own record type and points to the A record you created, above.

The entry of this record, if using a hosting provider or DNS service, will generally look like this:

NOTE: Replace "mail.your-domain.com" with your actual domain.

Autodiscover

An Autodiscover record is not required, but we highly recommend setting one up if you're using our Business Class Email service.

Autodiscover enables supported email clients to automatically detect and configure the correct mail settings, such as incoming and outgoing server addresses. This eliminates the need for manual configuration and ensures a faster, more reliable setup process.

Benefits of Autodiscover

• Automatic email client configuration

• Fewer setup errors

• Improved compatibility with mobile and desktop devices

• Reduced need for user support during setup

You'll need to create the following SRV records:

Here's what it would look like in a standard DNS provider:

The final record will look something like this: _autodiscover._tcp.your-domain.com.

TXT Records

The following last few records should be installed to ensure mail sent from our mail servers are authorized to send mail on behalf of your domain. You may want to modify it if are you migrating from another host and want to avoid any delivery failures if mail is sent from the existing/old host during DNS propagation.

SPF Record

You may have an existing SPF record, contact us your administrator if you need assisting updating this value instead of replacing it completely.

Explanation of Each Mechanism

• v=spf1: Required version indicator for SPF.

• +mx: Allows any server listed in the domain’s MX records to send mail.

• +a: Allows the IP of the domain's A record to send mail.

• +include:mail.trevnet.net: Permits any server authorized in mail.trevnet.net SPF record to send mail on behalf of your domain.

• -all: A hard fail for any other source not listed above.

DKIM Record

This record will be provided for you as it is unique for each domain.