Configure SPF, rDNS, DKIM, and DMARC for email

by | Jul 5, 2025

Introduction

Sending and receiving email should be straightforward, but a lot of background checks happen before your organization’s email is delivered reliably and securely. Use this article to activate SPF, rDNS, DKIM, and DMARC to make sure your email reaches recipients, and protects your email server from crippling outcomes like dropped email and public blacklisting.

undeliverable email header

What cost a lost email that you never know a recipient has not seen?

Click open the headers below to learn about email deiverability and “trust”. Please read through this entire article before starting to engage individual modifications to your email server. Changes you make are done so at your risk so be sure to contact us for general advice if you are in doubt. Support options are available for professional assistance. Click on images to view at full-sized resolution.

Why do these protocols matter?

If you do not put a stamp on a letter, it probably will not reach its destination, and without a return address you will certainly never know what happened to the letter.

Similarly, without SPF, rDNS, DKIM, and DMARC, email that you send will be erratic and unpredictable. This is because industry tools to assess “trust” are not operational. You may think “it has never been a problem before”. Partly this is because when email does not reach a recipient, you know you sent it but the recipient does not know it was supposed to be received.

Everyone has sent an email that has never reached its target. These protocols are why most failures happen, and in business communications…. it matters. The protocols we cover in this article enable your suppliers’ and customers’ email servers to “trust” your email and its “brand”.

“Postage stamps” for email

The one question we are posed by clients in 25 years of IT support more than anything else is the plaintive “why aren’t my emails getting through?”. Hopefully, it is only because of a badly spelled email address. Often, though, the answer is that outgoing email is not sending adequately “stamped” emails with “return addresses”.

Protecting your identity – “trust”

Protocols like SPF, rDNS, DKIM, and DMARC are email’s a little bit like postage stamps. When the bar code on a postage stamp is recognized as authentic, the envelope is sent to its destination. Similarly, protocols enable receiving email servers to measure and “trust” the authenticity of your communication. Put another way, these protocols protect your email from being measured as spam or malicious email.

Self serve guides for implementing email protocols

Your web server is optimised for delivering your web pages. If email is included in your package, we have made sure that an email server is enabled with necessary email tools. However, like flat-pack furniture, your email server is minimally configured and the protocols described here need to be aligned with your domain name.

These domain name modifications can only be manually configured by you or your agent. If we look after your domain name, we would configure these modifications within your ongoing support. If we do not have admin privileges for your domain name’s “zone record”, and you have elected against support, then you need to configure your domain name’s zone record.

If you do not have expert in-house IT skills, consider our DNS configuration service and ongoing support plans.

DNS Configuration – Professional support

DNS is awkward technology, even for IT pros. If you purchased your domain before you began using our servers and you want us to manage your domain name records for you, we can still administer your domain name records (DNS) annually for £75, including periodic updates as they are required. Use the PayPal QR code at the bottom of our home page for to send us payment, or contact us to arrange invoicing for our DNS service. This is included in optional support arrangements that you may already subscribe to.

DNS Configuration – self-service option

Use our “self-serve” guides linked below to implement SPF, rDNS, DKIM, and DMARC. There are a few ways to deal with these modifications, and it really depends on how your domain name, and your authoritative nameservers are configured. Read more about deciding where to manage your authoritative nameserver here. So these articles might not be exactly on point for your situations. Again, ask us for advice. Implement the protocols in the order listed:

  1. How to configure SPF
  2. How to configure rDNS
  3. How to configure DKIM
  4. How to configure DMARC

Tips and tricks

  • some protocols may take up to 24-72 hours to resolve
  • read through each guide before starting
  • monitor email for a week or so before enabling the next protocol
  • do not make DNS modifications during heavy traffic/important projects
  • document what you do (e.g. screen shots) so that you have a note of “last known” working state

Bear in mind that changes made to domain names happen in real time, and errors can cause web site and email outages that could take up to 72 hours to restore. If in doubt, contact us first.

 

Summary

Email is vulnerable to malicious attacks that pose risks to your online identity, reputation, and hijack. Implementing SPF, rDNS, DKIM, and DMARC helps to ensure that your outgoing email reaches recipients.

Implementing these kinds of services is challenging without experience. If you do not have expert in-house IT skills, consider our email configuration service and ongoing support plans. We are glad to quote on request.

How to use cPanel Web Disk

by | Jun 22, 2025

cPanel Webdisk

Use cPanel Web Disk as a Cloud storage facility for managing and sharing your documents and files. Create Web Disk accounts in cPanel and save connections in your devices as network drives to provide access on your local devices.

cpanel web disk landing page

 

Click on the headers below to find out how to use cPanel’s Web Disk module. Click on images to see in full resolution.

Plan a Web Disk folder structure

Web disk is a useful resource for saving files for access from computers and mobile devices that have been configured to connect to Web Disk user profile. Some organizations use the utility for off-site file backup.

Create a folder structure with user accounts

First, plan a folder structure (directory in Linux parlance) that can scale as your needs grow and change. For instance, you might create a user account for Accounting, and a user account for Marketing. This way, you can control how staff connect to the right files. Web Disk may be a useful mechanism for backing up local files, too.

Next, create a “sandbox” account to test account creation and connectivity. Then, you ca establish user accounts in cPanel and download connection scripts which can be installed on desired devices.

web disk connection screen

Your server can generate cconnection scripts that you can install on devices to create a permanent connection to files from computers and mobile devices.

Secure data transfer

Connections between your web server and connected devices leverage your web server’s SSL certificate. This means that your connected computer can connect to a Web Disk drive so that the Web Disk location appears in Windows File Explorer or Mac OS Finder. If you need to connect to multiple Web Disk accounts, download a script for each account you have privileges to connect to.

File sharing

Modern approaches to file sharing reduce the risk of duplication and version problems that have plagued workgroups in the past. Solutions like Microsoft 365 provide GDPR-compliant utilities to control versions and multi-user editing in real time. Web Disk does not include these kinds of tools.

There are third party add-on solutions that expand file sharing options for Web Disk to emulate Microsoft 365’s capabilities. Be aware that Web Disk may not be a suitable for you if your organization relies on version control and simultaneous multi user editing. 

Create a new Web Disk account

Only the web site owner can create Web Disk Accounts. Log into cPanel using the data sheet we have provided you with and navigate to Files > Web Disk. Click open the utility.

web disk utility

Leave your primary user account alone

When you open Web Disk, you will see that a user account is already established. Leave this primary account alone. Your primary Web Disk account has access to all directories on your web server, including your web site pages and database. Sharing credentials for the primary accounts which poses a catastrophic risks if shared.

Instead, adding accounts makes it is easier to manage and revoke access for individual users without affecting the primary account. Also, creating a hierarcy of accounts helps you track/change/remove users and privileges.

 Add an account

  1. Scroll down the Web Disk page and click open Create an Additional Web Disk Account
  2. Fill in the fields, including user name and permissions
  3. Use the recomended directory location
  4. Enable <Digest Authentication> (for Windows users)
  5. Review the account privileges and click <Create>

web disk additional account

Edit new and existing accounts under the <Manage Additional Web Disk Accounts> heading

Download and install connection script

Once your account is created you can edit properties, change passwords, and download connection scripts for that account. Distribute connection scripts to users or devices that need connecting to the account.

To install the installation script, click on the downloaded file and follow the prompts. When you enter your login credentials you will need to enter the full syntax for the account (e.g. marketing@my-server-name, not “marketing”). This will connect you to your web disk account on your web server. In future, you will find a link to your Web Disk account in File Manager or Finder.

web disk connection screen

Your server can generate connection scripts that you can install on devices to create a permanent connection to files from computers and mobile devices.

If you are connecting to multiple folders, download a script for each account. Also, if you are the web site owner, you have automatic privileges to all directories on your server.

Create file links for email

Today, organizations send file attachments using links. Email file attachment links:

  • reduces email storage costs
  • reduces bandwidth usage
  • helps control file version problems
  • reduces the risk of emails being rejected by recipients who restrict file attachment sizes.

As email users and storage increase over time, organizations of all sizes have to deal with bloat. So it is important to establish a policy to address this looming problem. There are options to do this with Webdisk and add-on software.

    Enable file sharing permissions individually

    To grant an email recipient access to a linked file, access Webdisk using cPanel File manager, right clicking on a file and changing permissions to 644 and finally right clicking on the file to get a direct link to paste into your email. This is less tricky than it sounds. However, making files publicly accessible over time poses problems over time and may not be suitable for GDPR compliance.

    Enable file-sharing permissions at directory level

    Files for email attachment can also be stored in a public directory which can be created with 755 permissions. This kind of directory could be called “email attachments” or “shared with everyone. Since sharing permissions are already established, it only remains for a user to get the file link to include in an email. Also, directory contents can be reviewed over time to deal with compliance issues. 

    Third party add-ons and Webdisk customization

    You can use third party apps like Cyberduck to extend Webdisk’s finctionality to include more streamlined file links and more. Also, link expiration policies can be set at server level to control data loss or leakage. Please contact us for help with Webdisk customizations.

    Summary

    Web Disk provides a simple centralised file management system. Using Linux “user” privileges, you can create a directory hierarchy to manage user or device access to “departmental” files.

    Web Disk does not natively provide multi-user real time editing or document version options. You can use add-on software to improve functionality. You may need to develop an in-house system to notify workgroup users when a file they may want to edit is already being edited by another user. As files become more widely shared and/or users need to collaboratively edit documents, consider Microsoft 365 to address workgroup needs.

    Web disk might be a good way to back up files stored on premises. However, if Web Disk is your primary file location, be aware that backup remains your responsibility and you should implement a workflow within your GDPR documentation to manage backups.

    For expert help about Webdisk, and fully supported management please contact us.

    How to back up your web server with cPanel

    by | Jun 17, 2025

    Backup vs Backup Wizard

    Use our cPanel utilities to backup and restore web site data content, databases, and other data on your web server.

    cPanel backup wizard

    cPanel backup utility provides workflows for backing up and restoring web site and email content

    Using cPanel’s Backup utility, you can select from data sets we have already backed up and download the files to your local drives for safekeeping.

    Using cPanel’s Backup Wizard utility, you can design your own backups. You can backup some or all or your content. Also, you can backup incremental backups which are useful when you only need to backup minor changes since your last full backup. You can store your files locally, restore them to your server, and you can use the content when migrating to a new server.

    Click on the headers below to find out how to use cPanel Backup and Backup Wizard. Click on images to view full size.

    Download Backups using cPanel Backup

    og into your web server’s control panel – we call it cPanel. You can find how to log into your services from the web server data sheet we have provided you with.

    At your cPanel dashboard, either search for Backup or scroll to the section called Files and click on the optin called Backup.

    cPanel backup option

    About cPanel Backup

    cPanel BAckup lists backups that are already made and stored on your web server. These are available in a pulldown list, including full and partial backups, that you can download. The list includes backups that we have executed as we deal with daily mantenance. You can download these backups,

    Export backup from server

    We recommend that you download backups to your local drives, and you can find help for copying backups at datacneter speeds to Google Drive, OneDrive, Dropbox, etc. Also, to conserve space and improve web page delivery speeds, not that we rotate backups so that (at time of writing we only maintain the two latest backups.

    About Restore

    In cPanel Backup, there is an option to restore backups. If you are resroting full and partial backups, be aware that you should restore data sets in date order, starting with the earliest date stamp.

     

    Create backups and restore with Backup Wizard

    Use cPanel Backup Wizard to create and download backups. Also, you can restore backups using this option.

    cPanel backup wizard

     

    Backup Wizard – more options

    Backup Wizard offiers more granularity, giving you the option to select individual data sets, like your WordPress site, or your MySQL database which attaches to your WordPress site, or your email. Also, you can execute partial backups if changes that you have made to your web site are minimal.

    Using Backup Wizard you can create your own backup profile. Downloading files that we have created may limit what you are able to do.

    Summary

    cPanel’s backup utilities have proven to be reliable, however a lot of things can go wrong with backups. Your server might backup files accurately, but the data could be corrupted as it is saved because of a power brownout. Or, data might be damaged in transit as the data set is transferred elsewhere. So, although we take “snapshots” of your web site, they are not guaranteed, and we only keep update that are current over the last 2-4 weeks.

    Therefore, you should only rely on our working backups as part of your risk management. Professionals use an array of tools to provide duplication and/or availability. In some case, professionals mirror two or more geographically remote servers to cover a primary server failure. In some cases, this is economical and we can implement these kinds of services.

    You can protect against a single point of failure failure by developing a strategy which covers two or more methods to secure data. For instance, your web designer may keep backups. Usually these conserve work in progress so that there is a “last known working state”. You might need to maintain a longer history of backups.

    Your web designer will be glad to discuss backup strategies with you because you might mutually and economically share utilities and avoid extra cost. Also, we are always glad to help if you do not have a professional developer but need advise about strategy and products. 

    Configure DMARC using cPanel

    by | Apr 12, 2025

    Authenticate outgoing email with DMARC

    Use DMARC (Domain-based Message Authentication, Reporting, and Conformance) is an important tool that business email users need to help protect your domain name from being used for email spoofing. Without DMARC, email that you send can be dropped by a receiver’s email server before reaching that user’s Inbox.

    dmarc txt record using cpanel

    Click on the headers below to follow our guide to obtain a DMARC record using cPanel WHM and then post your DMARC record in your domain name’s zone record at your domain registrar. Click on images to see in full resolution.

    How to prepare

    DMARC is already enabled on your web server. DMARC builds on DKIM and SPF, so before implementing DMARC, be sure to implement DKIM first.

    Before starting, you will need to understand where your domain name is managed. If your domain name is held at a domain name supplier using their nameservers, you will need to create DMARC records in the zone record at your supplier. If you own the domain, but we hold it in our management portfolio, then you might only need to make amendments in cPanel which will make things easier.

    Therefore, before you proceed, prepare as follows:

    1. if in doubt, check with us where your records need modifying
    2. find your cPanel login credentials from our server information sheet
    3. (optionally) find the login credentials for your domain name supplier

    We recommend you add a DMARC record to your domain name’s zone record which initially operating DMARC in test mode. Our workflow is therefore set out to accomplish this preliminary objective.

    Making adjustments to your domain name’s zone record requires exacting language and sytax. A missing character can cause a web site to cease functioning and disable your email. Nor can you test it – changes made have effect in real time. Be sure to copy records before overwriting “last known working” states.

    We have decades of experience managing domain names on behalf of clients. If you are nervous about dealing with this technology, we can provide admin support for domain names and ongoing services – ask for help.

    Step-by-step instructions

     Follow these instructions caefully. Each step is important. Missing characters like colons, semi-colons, and spelling mistakes can cause a lot of work.

    1. Log in to cPanel:

    • open your web browser
    • enter your cPanel URL (e.g., https://yourdomain.com:2083)
    • log in with your cPanel credentials

    2. Navigate to <Zone Editor>

    • in cPanel dashboard, scroll to <Domains> section
    • find and click open <Zone Editor>

    3. Look for a DMARC Record:

    • in Zone Editor, find the domain you want to check
    • click <Manage> next to the domain
    • look for a TXT record with the name: _dmarc.yourdomain.com
    • if you do not see one, you will need to create it

    4. Create or Modify a DMARC Record:

    • if you need to create a new DMARC record, click <Add Record>
    • choose <TXT Record> from the <+Add> dropdown list
    • in the <Name> field, enter: _dmarc
    • in the <TTL> field, leave the default value
    • in the <Type> field, select: TXT
    • in the <Record field>, enter your DMARC policy. For now, use:
      • v=DMARC1; p=none; rua=mailto:dmarc-reports@yourdomain.com; ruf=mailto:dmarc-failures@yourdomain.com; sp=none; pct=100
    • for <mailto:> substitute your preferred email address• see notes below
    • select and copy the record field to clipboard or notepad. You will need this later

    5. Save the DMARC Record:

    • Click <Save Record> to apply the changes

    6. Log in to Your Domain Registrar:

    • in a new browser window, go to your domain registrar’s website
    • log in with your credentials

    7. Access DNS Management:

    • find the DNS management or zone file settings
    • this section allows you to add or edit DNS records

    8. Add the DMARC Record you created in steps 4 and 5 above:

    • Add a new TXT record
    • in the <Name> field, enter: _dmarc
    • in the <Value> field, paste the DMARC policy you created and copied earlier in cPanel
    • Save the changes

    9. Verify the new DMARC record:

    • Use online tools like MXToolbox to verify your DMARC record
    • Check for typos like missing colons or spaces, or inaccurate spelling

    Notes:

    DMARC is a technology that operates on a few levels. The record we gave an example for you to use above is for a DMARC policy that shows DMARC is enabled, but not reactive (p=0). The record can be modified to p=quarantine and p=reject which cause emails that fail a test to be either quarantined or rejected by a receiver. In some circumstances like emails sent to a mailing list, values for sp and pct can also affect how your outgoing email is received. 

    By using policy p=0 and establishing the email address of the person you want to receive DMARC reports, you have a minium valid record. Once this tests positive, consider upgrading the policy to p=quarantine. 

    Summary

    DMARC builds upon existing protocols like SPF and DKIM to help domain name owners specify how their organisation’s emails should be treate by receiving email servers that fail authentication checks. This is important because it helps to prevent a malicious party from attempting to use your email addresses to purport to be you using spoofing and phishing attacks. Consequently, DMARC can be configured a number of ways.

    Making adjustments to your domain name’s zone record requires exacting language and syntax. A missing character can cause a web site to cease functioning and disable your organisation’s email. Nor can you test a modification first – changes made have effect in real time.

    Expert help available

    We have decades of experience managing domain names on behalf of clients. If you are nervous about dealing with this technology, we can provide admin support for domain names and ongoing services. We can turn modifications in minimal time at reasonable cost while saving you from risk of web site and email disruption – please ask for help if in doubt.