Email setup

Send from your own email, and reach the inbox.

TruxCRM sends quotes, order forms, and invoices from your own company email. A one-time setup authenticates your domain so messages land in the inbox, not spam. It takes about 5–15 minutes, and you only ever do it once.

Three short steps

Guided setup, built into Settings

1. Connect your mailbox

Add your email account, whether that is Gmail or Google Workspace, Microsoft 365, or any custom mail host, then test the connection. A quick-setup picker fills in the server details for you.

2. Set your "from" details

Choose the name and address customers see in their inbox. Use your own company domain (not a free Gmail or Yahoo address) so messages aren't flagged as spam.

3. Reach the inbox

Add three small DNS records to your domain and press Check my domain. TruxCRM verifies them live and shows a green "Verified" badge when you're set.

What gets added

Three records, added once.

Inbox providers like Gmail and Outlook only trust your mail when your domain — the part after the @ — is authenticated. These three records prove your messages really come from you.

SPF
Says which servers are allowed to send your email.
Usually already there
DKIM
Adds a signature proving the email is really from you.
Turn on at your email host
DMARC
Ties the two together and protects your name.
Paste one text record
Not technical?

Let your host do it.

One click copies a ready-to-send message you can forward to your email or hosting provider's support, and they'll add the records for you. TruxCRM finds your DKIM selector automatically, so you don't need to know it.

  1. Open Settings → Email → Step 3 in TruxCRM.
  2. Type your domain, for example yourcompany.com.
  3. Click Copy message for your host.
  4. Send it to your email or hosting provider's support.
  5. Once they confirm, click Check my domain.

First, find where your DNS is managed

The records go wherever your domain's DNS is managed, which is not always the company you bought the domain from. A domain bought at GoDaddy but pointed at another host has to be edited at that host. If you are not sure, ask your provider: "Where is my DNS managed?"

Do it yourself

Step-by-step for your provider

Open the one you use. Everywhere you see yourcompany.com, use your own domain.

Google Workspace Your email is you@yourcompany.com and you log in at Gmail

Turn on DKIM

  1. Go to admin.google.com and sign in as the admin.
  2. Open Apps → Google Workspace → Gmail → Authenticate email.
  3. Pick your domain, then Generate new record and choose 2048-bit.
  4. Add the record it shows you in your DNS.
  5. Back in Google, click Start authentication.
Type
TXT
Name
google._domainkey
Value
The long string Google gives you

SPF, if it is missing

Type
TXT
Name
@
Value
v=spf1 include:_spf.google.com ~all

DMARC

Type
TXT
Name
_dmarc
Value
v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.com
Microsoft 365 / Outlook Business email through Microsoft, you@yourcompany.com

Turn on DKIM

  1. Go to security.microsoft.com (Microsoft Defender) and sign in as admin.
  2. Open Email & collaboration → Policies & rules → Threat policies → Email authentication → DKIM.
  3. Select your domain and switch DKIM On.
  4. Add the two CNAME records it gives you: selector1._domainkey and selector2._domainkey.
  5. Return and click Enable if it asked you to add the records first.

SPF, if it is missing

Type
TXT
Name
@
Value
v=spf1 include:spf.protection.outlook.com -all

DMARC

Type
TXT
Name
_dmarc
Value
v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.com
GoDaddy email GoDaddy resells two different products — check which you have
  • If it is Microsoft 365 from GoDaddy, follow the Microsoft 365 steps above.
  • If it is Professional Email, open your product in the GoDaddy Email Dashboard and look for Email Deliverability or DKIM. GoDaddy usually adds the record for you.

SPF and DMARC live under GoDaddy DNS Records.

Type
TXT
Name
_dmarc
Value
v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.com

Not sure which one you have? GoDaddy support can enable DKIM in minutes — send them the copied message from Settings.

Hostinger Hostinger or Titan email, managed in hPanel
  1. Log into Hostinger and open hPanel → Emails.
  2. Open your domain's email, then Email Deliverability (or DKIM) and switch it On. Hostinger adds the record automatically.
  3. In Domains → DNS Zone, confirm SPF is present and add DMARC.
Type
TXT
Name
_dmarc
Value
v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.com
Zoho Mail Managed in the Zoho Mail Admin Console
  1. Open the Zoho Mail Admin Console at mailadmin.zoho.com.
  2. Go to Domains → your domain → Email Configuration → DKIM → Add, with selector zmail.
  3. Add the record Zoho shows you, then click Verify.
Type
TXT
Name
zmail._domainkey
Value
The string Zoho gives you

SPF and DMARC

Type
TXT
Name
@
Value
v=spf1 include:zoho.com ~all
Type
TXT
Name
_dmarc
Value
v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.com
cPanel web hosts Namecheap, Bluehost, SiteGround and similar
  1. Log into cPanel.
  2. Open Email Deliverability, under "Email".
  3. Find your domain and click Manage or Repair.
  4. cPanel shows DKIM, SPF and DMARC status and can install any that are missing for you.
Stackmail and 20i resellers Including mukhost and similar StackCP panels
  1. Log into your hosting control panel (StackCP).
  2. Open Email → your domain → Advanced Settings and turn DKIM On. Ask support if you cannot find it.
  3. The DKIM record appears automatically — check DNS Manager for a new entry containing _domainkey.
  4. Add DMARC in DNS Manager using the raw DNS editor, not a separate DMARC wizard. You need only one.
Type
TXT
Name
_dmarc
Value
v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.com

SPF is usually already there, containing include:spf.stackmail.com.

Your sending server here is normally smtp.yourdomain.com on port 465. The IMAP address is for receiving, not sending.

Last step

Check that it worked.

DNS is not instant. Changes can take a few minutes, occasionally a few hours, before the rest of the internet can see them.

  1. Wait a little after adding the records.
  2. In TruxCRM, open Settings → Email → Step 3 and click Check my domain.
  3. Look for all three green: SPF, DKIM and DMARC.
  4. When all three pass, the badge turns Verified. You are done.
Good to know

TruxCRM finds your DKIM selector for you.

Selectors differ by host — google._domainkey, selector1._domainkey, zmail._domainkey and so on. You do not need to know yours; the checker looks for it automatically.

Common questions

Before you ask support

Do I have to do this every time I send?

No. It is a one-time setup per domain. Once verified, it keeps working.

Is this reliable?

Yes. SPF, DKIM and DMARC are the same authentication standards every major company and email provider uses.

I added the records but it still says "Missing".

DNS is slow. Give it a few hours and check again. Also make sure you added them at the host that actually runs your DNS, which is wherever your nameservers point.

My host does not seem to have a DKIM option.

Every real business email host supports DKIM. If you cannot find it, send their support the copied message from Settings and they will enable it.

Can I use a free Gmail, Yahoo or Outlook address?

No. Those cannot be authenticated for your domain and will be treated as spam. Always send from your own company domain, for example quotes@yourcompany.com.

Setup is one-time per domain, and once verified it keeps working. Inbox placement also depends on your sending practices and the policies of receiving mail systems.

Your email, your domain, the inbox.

See the guided email setup and the live domain checker inside TruxCRM.

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