How to Manage DNS for Email

Overview

Your domain's DNS configuration plays an important role in email.

DNS tells other mail servers where messages for your domain should be delivered and helps receiving mail servers determine whether messages claiming to come from your domain are legitimate.

For example, if you use:

you@example.com

your domain's DNS helps other mail servers determine where to deliver messages for example.com and how to authenticate mail sent from it.

Most customers won't need to manually manage their email DNS. However, understanding the basics can be helpful when setting up a new domain, moving email, or troubleshooting delivery problems.

Where to Manage Email DNS

If your domain's DNS is managed through your Have Freedom Hosting account, DNS records can be managed through:

cPanel → Domains → Zone Editor

Email-related settings can also be reviewed through:

cPanel → Email → Email Deliverability

If your domain's nameservers point to another DNS provider, make these DNS changes through that provider instead.

The Most Important Email DNS Records

Several types of DNS records can affect email.

MX Records

MX (Mail Exchange) records tell other mail servers where email for your domain should be delivered.

For example:

example.com → mail server

If your MX records point to the wrong mail server, incoming email may not reach your Have Freedom Hosting mailbox.

Important

Do not change or delete MX records unless you know where your email is supposed to be hosted.

Changing MX records can immediately affect incoming email.

TXT Records

TXT records are commonly used for email authentication and domain verification.

You may encounter TXT records associated with:

• SPF

• DKIM

• DMARC

• Third-party email services

• Domain verification

A TXT record might look something like:

Type: TXT
Name: example.com
Value: [provided verification or authentication value]

The exact value depends on the service using the record.

Never copy an example value from another domain and assume it will work for yours.

SPF

SPF (Sender Policy Framework) helps identify which mail servers are authorized to send email on behalf of your domain.

SPF is stored in a TXT record.

For example:

Type: TXT
Purpose: SPF
Value: [provider-specific SPF policy]

The exact SPF record required for your domain depends on which services send email for it.

That could include:

• Your Have Freedom Hosting mail server

• A newsletter service

• A contact form service

• A marketing platform

• Other third-party applications

Avoid Multiple SPF Records

A domain should not normally have multiple separate SPF TXT records.

If multiple services need to send email for the same domain, their authorized sending sources generally need to be incorporated into a single SPF policy.

If you're unsure how to combine SPF requirements, contact Have Freedom Hosting Support or the service provider supplying the SPF information.

DKIM

DKIM (DomainKeys Identified Mail) uses cryptographic signatures to help receiving mail servers verify that messages were authorized by your domain's mail system and haven't been improperly altered.

DKIM configuration typically involves DNS records.

If your domain and email are hosted with Have Freedom Hosting, the recommended DKIM configuration can generally be reviewed through:

cPanel → Email → Email Deliverability

Follow the information provided by cPanel rather than creating a DKIM record manually from an unrelated example.

DMARC

DMARC (Domain-based Message Authentication, Reporting, and Conformance) builds on email authentication systems such as SPF and DKIM.

DMARC is configured through DNS, typically using a TXT record at:

_dmarc.example.com

A DMARC policy tells receiving mail systems how to handle messages that don't meet the domain's authentication requirements.

DMARC can be useful for protecting your domain from unauthorized use and improving email authentication.

However, DMARC policies should be configured carefully, especially for domains that already send email through multiple services.

Email Deliverability in cPanel

Have Freedom Hosting may provide the Email Deliverability interface in cPanel.

You can find it under:

cPanel → Email → Email Deliverability

This interface can help you identify email authentication problems and, where supported, provide recommended DNS records.

If cPanel indicates that a record is missing or incorrect, review the information it provides before changing your DNS.

When You Might Need to Change Email DNS

You may need to modify email-related DNS when:

• Moving email to a different provider

• Connecting a third-party email service

• Setting up a newsletter or marketing service

• Verifying a domain with an external service

• Correcting email authentication problems

• Changing where incoming mail is delivered

You generally do not need to change email DNS simply because you've created a new email account in cPanel.

Setting Up Email on a New Domain

If you've added a new domain to your hosting account and want to use Have Freedom Hosting for email:

1. Add the domain to your hosting account.

2. Make sure its DNS points to the appropriate hosting service.

3. Create the desired email accounts through:

   cPanel → Email → Email Accounts

4. Check:

   cPanel → Email → Email Deliverability

5. Review any recommended authentication records.

6. Test sending and receiving email.

If DNS is managed outside of Have Freedom Hosting, any required DNS records must be configured with your external DNS provider.

Moving Email to Another Provider

If you're moving email away from Have Freedom Hosting, you'll generally need to update your domain's email-related DNS configuration.

The new email provider should give you the records you need.

These may include:

• MX records

• TXT records

• CNAME records

• DKIM records

• DMARC records

Follow the new provider's instructions carefully.

Important

Do not remove your existing email DNS records until you understand what they are used for.

If you change MX records before the new mail service is ready, incoming email may be interrupted.

Website DNS and Email DNS Are Separate

Your website and email can use the same domain while using completely different DNS records.

For example:

example.com
    ↓
Website hosting

MX records
    ↓
Email hosting

This means you can move your website without necessarily moving your email.

Likewise, you can move your email provider without moving your website.

Be careful when changing nameservers because nameserver changes can affect all DNS records for the domain.

Troubleshooting Email DNS

"My Website Works but Email Doesn't"

Check the domain's MX records.

If you're using Have Freedom Hosting for email, make sure the MX configuration corresponds to the mail service associated with your hosting account.

Also check:

cPanel → Email → Email Deliverability

"I Can Send Email but Can't Receive It"

This can indicate an MX or mail-routing problem.

Check:

• Your MX records

• Where your DNS is managed

• Whether the domain is pointing to the correct mail service

• Whether the email account actually exists in cPanel

"I Can Receive Email but Messages I Send Go to Spam"

This may involve email authentication rather than basic mail delivery.

Check:

• SPF

• DKIM

• DMARC

• The sending service you're using

• cPanel → Email → Email Deliverability

Other factors outside your hosting account can also affect spam filtering.

"My Email Worked Until I Changed Nameservers"

Changing nameservers changes which DNS provider is authoritative for your domain.

If your previous DNS provider contained your email records, those records may not automatically exist in the new DNS zone.

Before changing nameservers on a domain with working email, make sure all required DNS records are accounted for.

Don't Guess at Email DNS Records

Email DNS values are often specific to the mail provider or service you're using.

Do not use random MX, SPF, DKIM, or DMARC values found online.

Instead, use the configuration supplied by:

• Have Freedom Hosting

• Your email provider

• Your email marketing provider

• The third-party service you're connecting

If you're unsure, ask for help before making changes.

Need Help?

If you're having trouble with email DNS, contact Have Freedom Hosting Support.

Include:

• Your domain name

• Whether you can send email

• Whether you can receive email

• Any error messages

• Whether you recently changed DNS or nameservers

• Whether you're using Have Freedom Hosting email or another provider

If you've already changed a DNS record, tell us what you changed and when.

Please never include your email password or other account passwords in a support ticket.