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Important Changes Required for Email Deliverability

Hello Valued Customer, 

 

Please review and take the needed actions from the information below. This will allow for smoother communication to your communities and maintain a higher deliverability report when sending email broadcasts from SchoolMessenger Communicate.

 

 

Disclaimer 1:

Partner with your local IT group to set up the following records if you are unsure of what to do. 

  • SPF 
  • DMARC 

 
Disclaimer 2:

Once your district has made the needed changes in the required steps 1 and 2, please open a support case and we will update your Communicate account to reflect the additional verification protocols. 
 

Terms to Know:

  • DNS – Domain Name System, think of this as a phonebook directory that translates domain names to IP addresses. 
  • DMARC – Domain-based Message Authentication, Reporting and Conformance is a email security protocol. 
  • CNAME – Canonical Name, think of this is used by your DNS to map one domain name to another.  
  • SPF – Sender Policy Framework is a type of authorized mail serves that can send email on behalf of your domain.  

 

 

What to know about the Gmail and Yahoo Mail changes? 

 

Gmail and Yahoo Mail are implementing changes requiring bulk senders to publish a DMARC policy for their domain. After review of the provided documentation from Gmail and Yahoo Mail, we have identified changes that must be made to your email domain(s) to ensure SchoolMessenger Communicate broadcasts that are sent using email notifications using your domain as a sender address continue to maintain high deliverability.  

 

Important Note:

  • The DMARC changes are regulatory changes implemented by Service providers (such as Yahoo, Gmail etc.), and these are not PowerSchool changes.

 

There are four steps you need to review to ensure compliance with the new requirements for senders in 2024.  We have added links to support articles for your domain/hosting provider who will need to assist and advise you with making the changes.

 

 

Required Steps:

 

  1. Create or Modify a Sender Policy Framework (SPF) Record and add SchoolMessenger Communicate as an authorized email sender for your domain(s):
    Modify your existing SPF record and add the following text to it:
    • include:customerspf.schoolmessenger.com


  2. Create a CNAME Record for your DNS allowing SchoolMessenger Communicate to send emails using your domain as the from address. 
    • If example.com is your domain name this is what your sending domain change would look like:  spe1._domainkey.example.com CNAME spe1._domainkey.spe.schoolmessenger.com 


  3. Once changes have been made, please open a support case and we will update your Communicate account to reflect the additional verification protocols. 

    Note: We are actively working to assist with the changes but are experiencing higher than normal volumes.

  4. Publish a DMARC (Domain-based Message Authentication Reporting and Conformance) Policy for your sending domain(s). 
    • DMARC Policy Options can be set to none (e.g. p=none).  

 

These changes are required to maintain an email sender reputation resulting in successful delivery to Gmail and Yahoo.  Should you not make these changes your account will be updated to send email from schoolmessengermail.com on February 1, 2024.  This domain will meet the enhanced authentication requirements for delivery to the email providers but may not be recognized by your recipients which can result in receiving delays. 

 

 

Technical Information - Generic Instructions for Creating the CNAME Record

The following are the settings that you'll want to use for the CNAME Record:

  • RECORD TYPE: CNAME 
  • LABEL/HOST/NAME FIELD: spe1._domainkey 
  • DESTINATION/TARGET/VALUE FIELD: spe1._domainkey.spe.schoolmessenger.com 
  • TIME TO LIVE (TTL): 3600

 

 

Steps to take to check if the CNAME record was created:

  1. In your browser, go to https://mxtoolbox.com/CnameLookup.aspx  

  2. Type the following into the Domain Name field: 
    spe1._domainkey.example.com 
    • Note: Where example.com is your domain. 

  3. Click the CNAME Lookup button. 

  4. If you get a “DNS Record not found” error, then your CNAME either isn’t configured correctly or the record hasn’t finished fully replicating in DNS. 
    • Note: You could wait ten minutes and then try the CNAME record tool above again or see if you can adjust your CNAME record

  5. If you do not get an error and the MXToolbox website shows your CNAME record, then your CNAME record is configured properly. 

  6. If your CNAME was added correctly the MXToolbox website should show the Domain Name and Canonical Name fields. If the Canonical Name field is displaying as follows, then you have configured the CNAME correctly: 
    • spe1._domainkey.spe.schoolmessenger.com 

 

 

Technical Information - Generic Instructions for Modifying the SPF TXT Record

 

Disclaimer:

  • The following steps need to be done very carefully since they are important so that your SPF record is not misconfigured. If these are done incorrectly then it affects delivery options for your email system and possibly any other system that send(s) emails FROM your domain. 

  • Example SPF TXT record: 
    • v=spf1 include:_spf.google.com ~all 

 

 

Steps to modify SPF TXT record:

  1. In your DNS management system, find the TXT record that begins with "v=spf1". This is your domain's SPF record. 

  2. Edit the SPF record. 
    • Note: The "all" mechanism, at the very end of the above example SPF record, always needs to stay at the end of the SPF record. Your SPF record might have a different option, besides the tilde (~) character, right before the word "all". For example, your record might be using a question mark before the "all" mechanism (?all) or a hyphen (-all). It's important to not modify the "all" mechanism or the option that it's using and it's important that the "all" mechanism and its option be at the very end of the SPF record.

  3. Place your cursor right before the "all" mechanism and its option (e.g. tilde, hyphen question mark) so that you can type in our “include” statement before it. 

  4. Type in the following: include:customerspf.schoolmessenger.com 
    • Make sure there is a single space character on either side of the above include. Your SPF record should end up looking somewhat similar to this: v=spf1 include:_spf.google.com include:customerspf.schoolmessenger.com ~all

  5. Save the changes. 

  6. Next, wait about five minutes and then go to https://mxtoolbox.com/spf.aspx in your browser. 

  7. Type in your domain name into the Domain Name field and leave the IP (Optional) field blank. 

  8. Click SPF Record Lookup. 

  9. Once the page reloads, check the page to ensure there were no syntax errors with the SPF record or other issues. Ensure that you see the SchoolMessenger include listed in the SPF record. 

 

 

Additional Resources:

 

 

Was this Article Helpful?

  • Kudo this article if you found it helpful. It will help others find this resource.
  • Comment directly on this article to request clarification or share feedback about the content of the article.
  • Use the product-specific forum for questions not directly related to this article.
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Comments
douglaswong
‎01-22-2024 01:25 PM
‎01-22-2024 01:25 PM

regarding point 2, creating the CNAME record.

spe1._domainkey.example.com CNAME spe1._domainkey.spe.schoolmessenger.com

 

I understand that we need to change [example.com] to our domain name. I want to verify if we also need to replace [_domainkey] with something else?

0 Kudos

Hello Valued Customer, 

 

Please review and take the needed actions from the information below. This will allow for smoother communication to your communities and maintain a higher deliverability report when sending email broadcasts from SchoolMessenger Communicate.

 

 

Disclaimer 1:

Partner with your local IT group to set up the following records if you are unsure of what to do. 

  • SPF 
  • DMARC 

 
Disclaimer 2:

Once your district has made the needed changes in the required steps 1 and 2, please open a support case and we will update your Communicate account to reflect the additional verification protocols. 
 

Terms to Know:

  • DNS – Domain Name System, think of this as a phonebook directory that translates domain names to IP addresses. 
  • DMARC – Domain-based Message Authentication, Reporting and Conformance is a email security protocol. 
  • CNAME – Canonical Name, think of this is used by your DNS to map one domain name to another.  
  • SPF – Sender Policy Framework is a type of authorized mail serves that can send email on behalf of your domain.  

 

 

What to know about the Gmail and Yahoo Mail changes? 

 

Gmail and Yahoo Mail are implementing changes requiring bulk senders to publish a DMARC policy for their domain. After review of the provided documentation from Gmail and Yahoo Mail, we have identified changes that must be made to your email domain(s) to ensure SchoolMessenger Communicate broadcasts that are sent using email notifications using your domain as a sender address continue to maintain high deliverability.  

 

Important Note:

  • The DMARC changes are regulatory changes implemented by Service providers (such as Yahoo, Gmail etc.), and these are not PowerSchool changes.

 

There are four steps you need to review to ensure compliance with the new requirements for senders in 2024.  We have added links to support articles for your domain/hosting provider who will need to assist and advise you with making the changes.

 

 

Required Steps:

 

  1. Create or Modify a Sender Policy Framework (SPF) Record and add SchoolMessenger Communicate as an authorized email sender for your domain(s):
    Modify your existing SPF record and add the following text to it:
    • include:customerspf.schoolmessenger.com


  2. Create a CNAME Record for your DNS allowing SchoolMessenger Communicate to send emails using your domain as the from address. 
    • If example.com is your domain name this is what your sending domain change would look like:  spe1._domainkey.example.com CNAME spe1._domainkey.spe.schoolmessenger.com 


  3. Once changes have been made, please open a support case and we will update your Communicate account to reflect the additional verification protocols. 

    Note: We are actively working to assist with the changes but are experiencing higher than normal volumes.

  4. Publish a DMARC (Domain-based Message Authentication Reporting and Conformance) Policy for your sending domain(s). 
    • DMARC Policy Options can be set to none (e.g. p=none).  

 

These changes are required to maintain an email sender reputation resulting in successful delivery to Gmail and Yahoo.  Should you not make these changes your account will be updated to send email from schoolmessengermail.com on February 1, 2024.  This domain will meet the enhanced authentication requirements for delivery to the email providers but may not be recognized by your recipients which can result in receiving delays. 

 

 

Technical Information - Generic Instructions for Creating the CNAME Record

The following are the settings that you'll want to use for the CNAME Record:

  • RECORD TYPE: CNAME 
  • LABEL/HOST/NAME FIELD: spe1._domainkey 
  • DESTINATION/TARGET/VALUE FIELD: spe1._domainkey.spe.schoolmessenger.com 
  • TIME TO LIVE (TTL): 3600

 

 

Steps to take to check if the CNAME record was created:

  1. In your browser, go to https://mxtoolbox.com/CnameLookup.aspx  

  2. Type the following into the Domain Name field: 
    spe1._domainkey.example.com 
    • Note: Where example.com is your domain. 

  3. Click the CNAME Lookup button. 

  4. If you get a “DNS Record not found” error, then your CNAME either isn’t configured correctly or the record hasn’t finished fully replicating in DNS. 
    • Note: You could wait ten minutes and then try the CNAME record tool above again or see if you can adjust your CNAME record

  5. If you do not get an error and the MXToolbox website shows your CNAME record, then your CNAME record is configured properly. 

  6. If your CNAME was added correctly the MXToolbox website should show the Domain Name and Canonical Name fields. If the Canonical Name field is displaying as follows, then you have configured the CNAME correctly: 
    • spe1._domainkey.spe.schoolmessenger.com 

 

 

Technical Information - Generic Instructions for Modifying the SPF TXT Record

 

Disclaimer:

  • The following steps need to be done very carefully since they are important so that your SPF record is not misconfigured. If these are done incorrectly then it affects delivery options for your email system and possibly any other system that send(s) emails FROM your domain. 

  • Example SPF TXT record: 
    • v=spf1 include:_spf.google.com ~all 

 

 

Steps to modify SPF TXT record:

  1. In your DNS management system, find the TXT record that begins with "v=spf1". This is your domain's SPF record. 

  2. Edit the SPF record. 
    • Note: The "all" mechanism, at the very end of the above example SPF record, always needs to stay at the end of the SPF record. Your SPF record might have a different option, besides the tilde (~) character, right before the word "all". For example, your record might be using a question mark before the "all" mechanism (?all) or a hyphen (-all). It's important to not modify the "all" mechanism or the option that it's using and it's important that the "all" mechanism and its option be at the very end of the SPF record.

  3. Place your cursor right before the "all" mechanism and its option (e.g. tilde, hyphen question mark) so that you can type in our “include” statement before it. 

  4. Type in the following: include:customerspf.schoolmessenger.com 
    • Make sure there is a single space character on either side of the above include. Your SPF record should end up looking somewhat similar to this: v=spf1 include:_spf.google.com include:customerspf.schoolmessenger.com ~all

  5. Save the changes. 

  6. Next, wait about five minutes and then go to https://mxtoolbox.com/spf.aspx in your browser. 

  7. Type in your domain name into the Domain Name field and leave the IP (Optional) field blank. 

  8. Click SPF Record Lookup. 

  9. Once the page reloads, check the page to ensure there were no syntax errors with the SPF record or other issues. Ensure that you see the SchoolMessenger include listed in the SPF record. 

 

 

Additional Resources:

 

 

Was this Article Helpful?

  • Kudo this article if you found it helpful. It will help others find this resource.
  • Comment directly on this article to request clarification or share feedback about the content of the article.
  • Use the product-specific forum for questions not directly related to this article.
0 Kudos

Hello Valued Customer, 

 

Please review and take the needed actions from the information below. This will allow for smoother communication to your communities and maintain a higher deliverability report when sending email broadcasts from SchoolMessenger Communicate.

 

 

Disclaimer 1:

Partner with your local IT group to set up the following records if you are unsure of what to do. 

  • SPF 
  • DMARC 

 
Disclaimer 2:

Once your district has made the needed changes in the required steps 1 and 2, please open a support case and we will update your Communicate account to reflect the additional verification protocols. 
 

Terms to Know:

  • DNS – Domain Name System, think of this as a phonebook directory that translates domain names to IP addresses. 
  • DMARC – Domain-based Message Authentication, Reporting and Conformance is a email security protocol. 
  • CNAME – Canonical Name, think of this is used by your DNS to map one domain name to another.  
  • SPF – Sender Policy Framework is a type of authorized mail serves that can send email on behalf of your domain.  

 

 

What to know about the Gmail and Yahoo Mail changes? 

 

Gmail and Yahoo Mail are implementing changes requiring bulk senders to publish a DMARC policy for their domain. After review of the provided documentation from Gmail and Yahoo Mail, we have identified changes that must be made to your email domain(s) to ensure SchoolMessenger Communicate broadcasts that are sent using email notifications using your domain as a sender address continue to maintain high deliverability.  

 

Important Note:

  • The DMARC changes are regulatory changes implemented by Service providers (such as Yahoo, Gmail etc.), and these are not PowerSchool changes.

 

There are four steps you need to review to ensure compliance with the new requirements for senders in 2024.  We have added links to support articles for your domain/hosting provider who will need to assist and advise you with making the changes.

 

 

Required Steps:

 

  1. Create or Modify a Sender Policy Framework (SPF) Record and add SchoolMessenger Communicate as an authorized email sender for your domain(s):
    Modify your existing SPF record and add the following text to it:
    • include:customerspf.schoolmessenger.com


  2. Create a CNAME Record for your DNS allowing SchoolMessenger Communicate to send emails using your domain as the from address. 
    • If example.com is your domain name this is what your sending domain change would look like:  spe1._domainkey.example.com CNAME spe1._domainkey.spe.schoolmessenger.com 


  3. Once changes have been made, please open a support case and we will update your Communicate account to reflect the additional verification protocols. 

    Note: We are actively working to assist with the changes but are experiencing higher than normal volumes.

  4. Publish a DMARC (Domain-based Message Authentication Reporting and Conformance) Policy for your sending domain(s). 
    • DMARC Policy Options can be set to none (e.g. p=none).  

 

These changes are required to maintain an email sender reputation resulting in successful delivery to Gmail and Yahoo.  Should you not make these changes your account will be updated to send email from schoolmessengermail.com on February 1, 2024.  This domain will meet the enhanced authentication requirements for delivery to the email providers but may not be recognized by your recipients which can result in receiving delays. 

 

 

Technical Information - Generic Instructions for Creating the CNAME Record

The following are the settings that you'll want to use for the CNAME Record:

  • RECORD TYPE: CNAME 
  • LABEL/HOST/NAME FIELD: spe1._domainkey 
  • DESTINATION/TARGET/VALUE FIELD: spe1._domainkey.spe.schoolmessenger.com 
  • TIME TO LIVE (TTL): 3600

 

 

Steps to take to check if the CNAME record was created:

  1. In your browser, go to https://mxtoolbox.com/CnameLookup.aspx  

  2. Type the following into the Domain Name field: 
    spe1._domainkey.example.com 
    • Note: Where example.com is your domain. 

  3. Click the CNAME Lookup button. 

  4. If you get a “DNS Record not found” error, then your CNAME either isn’t configured correctly or the record hasn’t finished fully replicating in DNS. 
    • Note: You could wait ten minutes and then try the CNAME record tool above again or see if you can adjust your CNAME record

  5. If you do not get an error and the MXToolbox website shows your CNAME record, then your CNAME record is configured properly. 

  6. If your CNAME was added correctly the MXToolbox website should show the Domain Name and Canonical Name fields. If the Canonical Name field is displaying as follows, then you have configured the CNAME correctly: 
    • spe1._domainkey.spe.schoolmessenger.com 

 

 

Technical Information - Generic Instructions for Modifying the SPF TXT Record

 

Disclaimer:

  • The following steps need to be done very carefully since they are important so that your SPF record is not misconfigured. If these are done incorrectly then it affects delivery options for your email system and possibly any other system that send(s) emails FROM your domain. 

  • Example SPF TXT record: 
    • v=spf1 include:_spf.google.com ~all 

 

 

Steps to modify SPF TXT record:

  1. In your DNS management system, find the TXT record that begins with "v=spf1". This is your domain's SPF record. 

  2. Edit the SPF record. 
    • Note: The "all" mechanism, at the very end of the above example SPF record, always needs to stay at the end of the SPF record. Your SPF record might have a different option, besides the tilde (~) character, right before the word "all". For example, your record might be using a question mark before the "all" mechanism (?all) or a hyphen (-all). It's important to not modify the "all" mechanism or the option that it's using and it's important that the "all" mechanism and its option be at the very end of the SPF record.

  3. Place your cursor right before the "all" mechanism and its option (e.g. tilde, hyphen question mark) so that you can type in our “include” statement before it. 

  4. Type in the following: include:customerspf.schoolmessenger.com 
    • Make sure there is a single space character on either side of the above include. Your SPF record should end up looking somewhat similar to this: v=spf1 include:_spf.google.com include:customerspf.schoolmessenger.com ~all

  5. Save the changes. 

  6. Next, wait about five minutes and then go to https://mxtoolbox.com/spf.aspx in your browser. 

  7. Type in your domain name into the Domain Name field and leave the IP (Optional) field blank. 

  8. Click SPF Record Lookup. 

  9. Once the page reloads, check the page to ensure there were no syntax errors with the SPF record or other issues. Ensure that you see the SchoolMessenger include listed in the SPF record. 

 

 

Additional Resources:

 

 

Was this Article Helpful?

  • Kudo this article if you found it helpful. It will help others find this resource.
  • Comment directly on this article to request clarification or share feedback about the content of the article.
  • Use the product-specific forum for questions not directly related to this article.
0 Kudos
Version history
Last update:
‎02-09-2024 12:07 PM
Updated by:
Community Knowledge Manager
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