DMARC for Google Workspace and MS365

91% of cyberattacks start with phishing. If you use Google Workspace or Microsoft 365, setting up DMARC (Domain-based Message Authentication, Reporting, and Conformance) is crucial to stop email spoofing and improve email deliverability. Here’s a quick breakdown:

• What DMARC Does: Prevents misuse of your domain by verifying emails using SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail).
• Why It Matters: 70.6% of Global 2000 companies use DMARC to combat phishing and enhance email security.
• Steps to Set Up:
  1. Configure SPF and DKIM for your domain.
  2. Add a DMARC TXT record to your DNS with policies like none, quarantine, or reject.
  3. Monitor DMARC reports for insights into email activity and adjust policies over time.
• Automation Tools: Platforms like Primeforge simplify DMARC, SPF, and DKIM setup, especially for businesses managing multiple domains or running email campaigns.

Quick Tip: Start with a p=none DMARC policy to monitor email traffic before enforcing stricter rules like quarantine or reject. This helps you identify and fix issues without affecting email delivery.

DMARC protects your domain, boosts email deliverability, and ensures compliance with rising security requirements. Let’s dive into the details.

Setting Up SPF and DKIM First

Before diving into DMARC, it’s essential to set up SPF and DKIM records. These protocols act as the foundation for DMARC, helping authenticate your emails and shielding your domain from spoofing attempts. Without SPF and DKIM, DMARC won’t effectively distinguish between legitimate emails and fraudulent ones. Essentially, these records are the backbone of email verification.

And the stakes couldn’t be higher. For instance, Microsoft 365 sends emails without authentication straight to spam, while Gmail flags them, which can hurt your sender reputation.

SPF Configuration Steps

SPF (Sender Policy Framework) ensures that only authorized servers can send emails on behalf of your domain. It does this by checking the "MAIL FROM" address against a list of approved IP addresses in your DNS records.

If you’re using Google Workspace, here’s the SPF record you’ll need:
v=spf1 include:_spf.google.com ~all

To set it up:

• Log into your domain host account and locate the DNS TXT records section.
• Add a new TXT record. Set the host to "@" (this represents your main domain) and paste the SPF record value above.

For Microsoft 365 users:

• If you’re only using the *.onmicrosoft.com domain, SPF is already configured.
• For custom domains, you’ll need to create an SPF TXT record at your domain registrar. Most organizations include this in their record:
  include:spf.protection.outlook.com
  The complete record will look like this:
  v=spf1 include:spf.protection.outlook.com -all

Here’s a quick reference table for common configurations:

Email Provider	SPF Record
Google Workspace (only)	v=spf1 include:_spf.google.com ~all
Microsoft 365 (only)	v=spf1 include:spf.protection.outlook.com ~all
Both Google Workspace and Microsoft 365	v=spf1 include:_spf.google.com include:spf.protection.outlook.com ~all

Once SPF is configured, the next step is setting up DKIM to ensure your emails remain intact and unaltered during transmission.

DKIM Configuration Steps

DKIM (DomainKeys Identified Mail) works by adding a digital signature to your outgoing emails, verifying that the message hasn’t been tampered with while in transit.

For Google Workspace:

• Log in to the Google Admin console as a super administrator.
• Go to Menu > Apps > Google Workspace > Gmail, then click on "Authenticate email."
• Select your domain and click "Generate New Record." Choose a 2048-bit key (or 1024-bit if required) and keep the default "google" selector.
• Once generated, note the DNS host name (e.g., google._domainkey) and the TXT record value (starting with v=DKIM1).
• Add this information as a TXT record in your domain’s DNS settings.
• Save the changes, then return to the Admin console and click "Start authentication." Keep in mind, it might take up to 48 hours for DKIM to activate.

For Microsoft 365:

• Microsoft 365 uses two DKIM selectors for custom domains, with one active at a time.
• Create two CNAME records at your domain registrar with the following hostnames:
  selector1._domainkey
selector2._domainkey
• Point these records to Microsoft’s DKIM infrastructure using a format that includes your custom domain.
• Enable DKIM signing in the Defender portal by navigating to:
  Email & collaboration > Policies & rules > Threat policies > Email authentication settings > DKIM.
• Select your domain and turn on "Sign messages for this domain with DKIM signatures."
• To confirm DKIM is working, send a test email and check the headers for a "DKIM=pass" or "DKIM=OK" result.

Primeforge Automated SPF and DKIM Setup

If manually setting up SPF and DKIM feels like a hassle, automation tools can save you time and reduce errors. Platforms like Primeforge streamline the configuration of DMARC, SPF, and DKIM records while adhering to industry standards.

This is especially helpful for businesses managing multiple domains or running large-scale cold email campaigns. What might take hours to configure manually for several domains can be done in minutes with automation.

As Karlo Binda, the Founder of Leadsnack.co, puts it:

"Setting up DKIM and SPF for multiple domains now takes minutes."

DMARC Setup Guide for Google Workspace

Once you've set up SPF and DKIM, it's time to configure DMARC, the final layer of email authentication. DMARC specifies how receiving email servers should handle messages from your domain that fail SPF or DKIM checks. Options include rejecting the email, sending it to the spam folder, or delivering it as usual.

Creating DMARC Records in Google Workspace

To enable DMARC in Google Workspace, you'll need to add a DNS TXT record through your domain provider. Note that this step cannot be completed through the Google Admin console.

How to Create Your DMARC Record

A DMARC record provides instructions to email servers on handling authentication failures. Here’s an example of a basic DMARC record:

v=DMARC1; p=none; rua=mailto:youremail@yourdomain.com

Here’s what each part means:

• v=DMARC1: Indicates the DMARC version.
• p=none: Specifies that no action should be taken on emails failing authentication (ideal for monitoring).
• rua: Defines the email address where DMARC reports will be sent.

Adding the DMARC TXT Record

To add your DMARC record:

• Log in to your domain registrar’s dashboard and navigate to DNS management.
• Create a new TXT record with the following details:
  • Host: _dmarc
  • Value: Your complete DMARC record (e.g., the example above)
  • TTL: Use the default setting or set it to 3600 seconds.

Keep in mind, DNS changes may take up to 48 hours to fully propagate.

Testing Your DMARC Configuration

After creating your DMARC record, you’ll need to verify that everything is working as intended. Start by ensuring SPF and DKIM are functioning correctly before enforcing stricter DMARC policies.

Begin with a "p=none" policy to monitor email activity and review DMARC reports. This allows you to identify potential issues without impacting email delivery. Use a DMARC checker tool to confirm your record is active, and inspect email headers to verify that SPF, DKIM, and DMARC are passing. If legitimate emails fail DMARC, double-check your SPF/DKIM settings and ensure proper alignment .

For businesses managing multiple domains, the details below on Primeforge’s integration with Google Workspace might save you significant time.

Primeforge Google Workspace Integration

Managing DMARC, SPF, and DKIM settings across multiple Google Workspace domains can quickly become overwhelming. Primeforge offers an automated solution to simplify this process and follow industry best practices.

While manual configuration can take over 24 hours per domain, Primeforge reduces this to just 30 minutes. This is especially useful for businesses running cold email campaigns across multiple domains. It eliminates the need to juggle settings between the Google Admin console and various domain registrar platforms. Primeforge also supports bulk DNS updates, making it easy to adjust DMARC policies for an entire domain portfolio.

Additionally, the platform provides Google Workspace mailboxes preconfigured with aligned SPF, DKIM, and DMARC records, ensuring optimal deliverability for cold email outreach.

Starting February 2024, both Google and Yahoo will require senders exceeding 5,000 daily emails to enforce active DMARC policies. By using automated tools like Primeforge, businesses can stay compliant and maintain high email deliverability rates.

DMARC Setup Guide for Microsoft 365

After setting up SPF and DKIM, the next step is configuring DMARC for Microsoft 365. Microsoft 365 handles DMARC differently - it automatically manages DMARC for incoming mail but requires manual setup for outbound mail when using custom domains.

Creating DMARC Records in Microsoft 365

To configure DMARC for custom domains in Microsoft 365, you’ll need to create DMARC TXT records through your DNS provider. Before proceeding, make sure your Office 365 account is connected to and verified with your domain. Also, ensure that SPF and DKIM are properly set up.

"Enforcing DMARC means setting up Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM) beforehand."

Steps to Create Your Microsoft 365 DMARC Record

Microsoft 365 doesn’t offer a built-in interface for DMARC setup. Instead, you’ll need to manually add the DMARC TXT record via your domain registrar's DNS management tools.

Here’s a basic DMARC record structure you can use:

v=DMARC1; p=none; rua=mailto:dmarc-reports@yourdomain.com; ruf=mailto:dmarc-forensic@yourdomain.com

To add this record, follow these steps:

• Host/Name: _dmarc
• Value: Enter the complete DMARC record (as shown above).
• TTL: Set to 3600 seconds (or leave it at the default value).

How DMARC Works in Microsoft 365

In Microsoft 365, a message will pass DMARC if either SPF or DKIM passes and aligns. If both fail, DMARC will fail. This approach offers some flexibility, but it’s critical to ensure at least one authentication method is functioning correctly to avoid issues.

Fixing Common Microsoft 365 DMARC Problems

While setting up DMARC in Microsoft 365, you might encounter a few common problems:

• DKIM Configuration Challenges: DKIM isn’t enabled by default for custom domains. You’ll need to manually activate it through the Microsoft 365 Defender portal.
• SPF Record Errors: Issues often arise when existing SPF records are overwritten, spf.protection.outlook.com is omitted, or the 10 DNS lookup limit is exceeded.
• SMTP Relay Failures: Devices and applications using SMTP relay through Microsoft 365 can cause DMARC failures. To fix this, configure application connectors in the Exchange Admin Center with proper authentication credentials.
• Shared Mailbox Alignment Problems: Shared mailboxes can create alignment issues when multiple users send emails from the same shared address.
• Subdomain Oversights: Each subdomain requires its own SPF and DKIM configuration or a DMARC policy explicitly stating that the subdomain doesn’t send mail.
• Policy Implementation Timeline: Starting May 5, 2025, Microsoft will enforce stricter DMARC requirements for domains sending 5,000 or more messages daily to consumer Microsoft addresses. To prepare, adopt a gradual approach: begin with p=none for monitoring, then move to p=quarantine, and finally to p=reject.

Overcoming these challenges can be time-consuming, but automation tools can simplify the process.

Primeforge Microsoft 365 Integration

Just like with Google Workspace, Primeforge offers automation tools for Microsoft 365, streamlining the management of DMARC, SPF, and DKIM configurations across multiple domains.

Streamlined DNS Setup

Primeforge eliminates the need for manual DNS configuration by automating the creation and management of DMARC, SPF, and DKIM records. This ensures that your Microsoft 365 mailboxes are properly aligned with authentication policies, saving time and effort.

Bulk Policy Management

For organizations managing multiple Microsoft 365 domains, Primeforge provides a bulk DNS update feature. This allows you to adjust DMARC policies for all your domains in one go, which is especially helpful for businesses running campaigns across multiple domains.

Ensuring Compliance and Deliverability

With Microsoft now enforcing stricter DMARC requirements, Primeforge helps ensure compliance while minimizing deliverability issues. Their platform even offers preconfigured Microsoft 365 mailboxes with proper DMARC, SPF, and DKIM alignment, reducing the risk of email delivery problems for bulk senders.

sbb-itb-be7a2e3

Managing and Monitoring DMARC Policies

Once you've implemented DMARC, the work doesn’t end there. Ongoing management is essential to keep your email system secure and ensure messages are delivered successfully. With only 85% of emails sent globally making it to their intended recipients, managing DMARC policies effectively becomes critical. Regularly reviewing DMARC reports and making necessary adjustments can help resolve issues and improve email deliverability.

Reading DMARC Reports

DMARC reports are a goldmine of information about how your domain is being used in email communications. They can reveal authentication problems, highlight unauthorized email activity, and even help you fine-tune your email delivery.

There are two main types of DMARC reports:

• Aggregate reports (RUA): These offer a daily summary of email activity, including authentication results, source IPs, and compliance statistics. They give you a high-level overview of your domain’s email traffic and help you spot trends or irregularities.
• Forensic reports (RUF): Also called failure reports, these provide detailed information about specific emails that failed DMARC checks. They include message headers and authentication details, making them invaluable for troubleshooting issues like SPF or DKIM failures.

To get the most out of these reports, start by analyzing aggregate data to identify patterns or recurring issues. For instance, repeated failures might point to misconfigured SPF or DKIM settings. Once you've identified problem areas, dive into forensic reports to pinpoint the exact causes of authentication failures, such as alignment mismatches or missing configurations.

When starting out, use a p=none policy to collect baseline data without affecting email delivery. As you address issues and gain confidence in your setup, gradually increase enforcement - first to p=quarantine and then to p=reject - to ensure only authenticated emails are delivered.

DMARC Management Tools

Addressing issues identified in DMARC reports can be challenging, especially as your organization grows. Managing DMARC policies manually becomes increasingly complex when dealing with multiple domains or high email volumes. This is where third-party DMARC management tools can make a big difference. These tools transform raw XML reports into easy-to-understand dashboards, provide trend analysis, and send automated alerts to keep you informed.

While platforms like Google Workspace and Microsoft 365 include basic DMARC functionalities, they often lack the centralized management features needed for larger organizations. Some businesses create custom solutions using tools like PowerShell scripts or Microsoft Power BI, but these require technical expertise and regular maintenance.

For a more streamlined approach, platforms like Primeforge offer centralized management that automates DNS and DMARC settings. Their bulk DNS update feature allows you to update DMARC policies across multiple domains at once, reducing setup time and minimizing errors. For example, configuring DMARC, SPF, and DKIM through Primeforge can cut down the typical 24+ hour setup time required by Google or Microsoft. With pricing between $3.50 and $4.50 per mailbox per month, it’s a practical option for organizations looking to simplify policy management.

Managing Multiple Domain DMARC Policies

If your organization manages multiple domains, the complexity of maintaining consistent DMARC policies increases significantly. Each domain requires its own authentication setup, and ensuring uniformity across all domains can be a daunting task.

By default, subdomains inherit the parent domain’s DMARC policy unless otherwise specified. While this simplifies management, it may not offer the level of control needed in more intricate setups. For better protection, configure SPF and DKIM for each subdomain that sends email, or explicitly state in your DMARC policy which subdomains do not send mail.

To stay on top of things, assign team members to monitor DMARC reports and use dedicated mailboxes or groups to collect these reports for each domain. Start with a p=none policy for new domains, and once issues are resolved, transition to p=reject for stronger enforcement. Keeping a detailed record of each domain’s authentication setup can also make troubleshooting and policy updates much easier.

Automation is your best friend when managing multiple domains. Tools like Primeforge simplify the process with features like bulk DNS management, allowing you to update DNS records for several domains in just a few clicks. This not only saves time but also ensures consistent policy enforcement across your domain portfolio, making it easier to adapt to evolving security needs.

Manual vs Automated DMARC Setup Comparison

Setting up DMARC manually involves configuring DNS records by hand, a process that demands technical know-how and can take a significant amount of time. On the other hand, automated solutions like Primeforge streamline the entire process, making it faster and easier to manage.

With manual setup, you need to log into your DNS control panel and create the necessary SPF, DKIM, and DMARC records. The challenge? Even a small mistake can disrupt legitimate email delivery and negatively impact your email performance. To help illustrate the differences, here’s a detailed comparison.

Automated platforms, such as Primeforge, take a different approach. They handle the entire process for you - no need to master DNS record syntax or navigate through complex admin panels. These tools automatically configure DMARC, SPF, and DKIM records based on established industry standards.

"For each mailbox you buy with Primeforge, we take care of setting up DMARC, SPF, DKIM and custom domain tracking, following industry best practices."

Time is another factor where automation shines. While manual setup might stretch beyond 24 hours due to DNS propagation and troubleshooting, Primeforge completes the setup in roughly 30 minutes. This efficiency is especially valuable when managing multiple domains or scaling your email systems.

Manual Setup vs Primeforge Comparison Table

Here’s a side-by-side look at the key differences:

Feature	Manual Setup (Google Workspace/MS365)	Primeforge
Setup Time	24+ hours	30 minutes
Technical Knowledge Required	High - DNS configuration expertise needed	None - fully automated
Error Potential	High - prone to manual mistakes	Low - automation minimizes errors
Bulk Domain Management	Manual updates for each domain	Supports bulk DNS updates
Scalability	Difficult - manual setup for each domain	Easy - rapid scaling for domains/mailboxes
Ongoing Maintenance	Requires manual monitoring and updates	Fully automated maintenance
Cost per Mailbox	$6.00 - $8.40/month	$3.50 - $4.50/month
Best Practice Compliance	Depends on user expertise	Automatically aligned with industry standards
Support for Multiple Workspaces	Limited native support	Built-in multi-workspace management

Automated solutions like Primeforge also offer a clear cost advantage. With mailbox pricing 46% lower than Google or Microsoft, organizations can save significantly. Beyond cost, the reduced administrative burden and faster deployment times make automation even more attractive.

For businesses managing multiple domains, the scalability benefits of automation stand out. Manual setup requires repeating the configuration process for every new domain, which can take days. In contrast, automated platforms allow you to apply consistent authentication policies across multiple domains in just a few clicks. This efficiency transforms a tedious, time-consuming task into a quick and seamless process.

Another critical advantage is error reduction. Manual DMARC configuration involves precise syntax, where even a tiny mistake can disrupt authentication entirely. Automated platforms eliminate this risk by using pre-tested, standardized configurations that adhere to email authentication best practices from the start.

DMARC Setup Made Simple

Securing your email domain doesn’t have to be complicated. Setting up DMARC can be broken down into three straightforward steps: configure SPF and DKIM, create your DMARC record, and monitor performance. This simple approach lays the groundwork for using automated tools to make the process even easier.

For businesses engaged in cold email outreach, traditional DMARC setups can be a bit of a headache, requiring detailed DNS configurations and waiting through long propagation times. This is where automation steps in to save time and effort.

Primeforge simplifies the entire process, cutting what could take hours into a quick 30-minute setup. The platform automatically configures DMARC, SPF, and DKIM records based on industry standards, removing the technical hurdles that often stand in the way of proper email authentication.

Beyond convenience, Primeforge also delivers cost-saving benefits. With automated DNS management and the ability to handle bulk updates, it’s an appealing choice for businesses looking to balance efficiency with budget constraints.

Scalability is another area where Primeforge shines. Manual processes often struggle to keep up with growing demands, but Primeforge handles bulk DNS updates effortlessly. Its integration with US-based IPs ensures reliable and scalable email deliverability.

Whether you opt for a manual setup or automation, the end goal stays the same: protecting your domain’s reputation and ensuring your legitimate emails land in the right inboxes. The real difference lies in how quickly and efficiently you can achieve that protection while keeping your email operations ready to grow.

FAQs

How does DMARC improve email security and protect businesses using Google Workspace and Microsoft 365 from phishing attacks?

DMARC enhances email security for businesses using platforms like Google Workspace and Microsoft 365 by ensuring that only approved senders can use your domain for email communication. It achieves this by verifying emails through SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail), effectively stopping spoofed or fraudulent emails from being delivered.

When businesses enforce DMARC policies, they can block or flag suspicious messages, reducing the chances of phishing attacks and protecting confidential data. On top of that, DMARC safeguards your brand’s reputation and boosts email deliverability, making sure legitimate emails reliably reach their recipients.

What’s the difference between setting up DMARC manually and using an automated solution like Primeforge?

Manually setting up DMARC can feel like navigating a maze. It involves editing DNS records, adding TXT entries, and carefully configuring policies step by step. Not only does this demand technical know-how, but it also takes a fair amount of time and carries the risk of mistakes that could hurt your email deliverability.

That’s where automated solutions like Primeforge come in. They take the hassle out of the process by handling the configuration of SPF, DKIM, and DMARC records for you. This approach not only saves time but also minimizes errors and ensures your setup aligns with best practices. For organizations juggling multiple domains or running numerous email campaigns, tools like this make ongoing management easier while boosting email performance.

Why should businesses start with a 'p=none' DMARC policy, and how can they safely move to stricter policies like 'quarantine' or 'reject'?

Starting with a 'p=none' DMARC policy is a smart move for businesses. It lets you monitor email traffic closely without interfering with the delivery of legitimate emails. This setup gives you a clear view of where your emails are coming from and flags any suspicious activity, helping you spot unauthorized use of your domain.

When you're ready to move to stricter policies like 'quarantine' or 'reject', take it step by step. Regularly review your DMARC reports, double-check your SPF and DKIM settings to ensure they're configured correctly, and gradually tighten enforcement. This phased approach keeps disruptions to a minimum, avoids unnecessary blocking of valid emails, and makes the transition smoother. Over time, it strengthens your email security and shields your domain from misuse.

Related posts

• How DMARC Policies Impact Cold Email Success
• SPF, DKIM, DMARC: Google Workspace Setup Guide
• Microsoft 365 DNS Authentication: Step-by-Step Guide
• How DMARC Improves Cold Email Deliverability