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We use emails to communicate with our office colleagues, teachers, professors, business partners, and clients. Emails are a formal communication channel that makes it very easy to express your thoughts to someone else. However, some methods must be used for sender authentication to avoid spam.
Understanding and implementing a sender policy framework is a powerful step towards taking control of your email security. It enhances your system’s defences and empowers you to avoid potential costs and losses associated with spam. In this article, we will delve into the concept of sender identification, equipping you with the knowledge to tackle email security effectively.
An Overview of DMARC, DKIM and SPF
These are three methods for email authentication. They help you determine if the
sender is from the domain he claims to be from. Spammers, cyber attackers, and
phishers use such techniques. They send you emails from a domain to trap you.
These methods help you determine the legitimacy of emails. They filter out domains and
thoroughly check their details because the end part of any email comprises a domain.
How SPF Verifies Your Emails and Stops Fake Senders
Sender Policy Framework (SPF) is a reliable method that lists the IP addresses of all the servers a domain is authorised to use. SPF means that the domain will only send emails from these servers. When you receive an email, SPF will verify if the IP address belongs to the domain, giving you the peace of mind that the sender is legitimate.
For instance, you are getting a mail from the XYZ domain. However, your SPF informs
you that the sender's IP address does not appear within the sending organisation's SPF
record. It means someone else sent you the email on behalf of that particular domain.
That is how you avoid spam, phishing attacks, and cyber attacks via emails.
Talking about the responses of SPF, there are multiple valid responses, but we will focus on the four significant responses that can occur during an SPF verification query:
- Pass: The IP address of the sending mail server is valid and recognised by the domain.
- Fail: That domain’s list of IP addresses does not include the sending mail server’s IP address.
- None: There is no SPF record available for the domain.
- Neutral: The domain’s SPF record does not include any IP address. The recipient must decide whether to work with the message by accepting or discarding the email.
How SPF Verifies Your Emails and Stops Fake Senders
Sender Policy Framework (SPF) is a reliable method that lists the IP addresses of all the servers a domain is authorised to use. SPF means that the domain will only send emails from these servers. When you receive an email, SPF will verify if the IP address belongs to the domain, giving you the peace of mind that the sender is legitimate.
For instance, you are getting a mail from the XYZ domain. However, your SPF informs
you that the sender's IP address does not appear within the sending organisation's SPF
record. It means someone else sent you the email on behalf of that particular domain.
That is how you avoid spam, phishing attacks, and cyber attacks via emails.
Talking about the responses of SPF, there are multiple valid responses, but we will focus on the four significant responses that can occur during an SPF verification query:
- Pass: The IP address of the sending mail server is valid and recognised by the domain.
- Fail: That domain’s list of IP addresses does not include the sending mail server’s IP address.
- None: There is no SPF record available for the domain.
- Neutral: The domain’s SPF record does not include any IP address. The recipient must decide whether to work with the message by accepting or discarding the email.
How DKIM Verifies that Your Emails Are Authentic
One of the email authentication methods is DKIM. DKIM (Domain Keys Identified Mail) extends the authentication by confirming that the messages are intact after they have left the sender’s domains. It uses cryptography to do this.
When sending an email, the sender uses a digital signature and puts it inside the header. The sender generates the signature using a private key and stores it. The matching public key is kept in the DKIM record and is accessible through the domain’s DNS records, allowing any receiving server to verify it.
That is how DKIM helps you protect yourself against the attacks and spam of spammers. By checking these parameters, you reduce the chances of misconduct in incoming emails.
Protect Yourself from Email Scams Using DMARC
DMARC, which stands for Domain-based Message Authentication Reporting and Conformance, provides clear guidance to your mail server in case an email fails SPF or DKIM. Understanding and configuring DMARC can reassure you, as you can set your server to handle suspicious emails in a way that best suits your security needs.
For instance, you can tell your mail server to put the emails in spam or quarantine if they fail the DKIM and SPF. You can also configure the settings to either reject or allow the emails. For example, you can set the policy to ‘reject’ if both SPF and DKIM fail or ‘quarantine’ if only one fails. Additionally, it stores the records and logs in DMARC records so administrators can view the logs and alter the configurations if necessary.
There are three major types of DMARC policies.
- None: This means that the email recipient does not need to take any action. The email might reach the receiver.
- Quarantine: Quarantine means that the email looks suspicious and might be spam. Since your server is not sure that it is spam, it will still accept it, but it can only reach a particular folder, the Junk or Spam folder, not the inbox.
- Reject: The sender does not approve the email and should not reach the receiver.
Are SPF, DKIM and DMARC Records Located in One Place?
We know the functionalities of these techniques. The next question is where to find their records, as you need to see the details and results to make your policies.
SPF, DKIM, and DMARC records live in the DNS as a TXT record. The DNS TXT record is publically available for others to use the details and verify the integrity of the receiving emails. These TXT records play a crucial role in email security by publicly recording the domain’s email authentication policies.
These TXT records eliminate email spam since they contain the list of servers permitted to send an email to a specific domain. When the server receives an email, the latter analyses the SPF record source and determines the sender’s credibility. In particular, if the server from which the sender’s email originates is not on the list, the mail will land in the spam folder instead.
TXT records are particularly useful in a domain validation process. When domain owners add specific TXT records to their DNS, they prove they control the domain. For example, a service may require the owner to create a unique TXT record. The service checks this record against the DNS to confirm ownership. If the record exists, the service can trust that the owner has authority over the domain.
Where to Find the Responses of DMARC, SPF, and DKIM
Sometimes, you must check whether the emails pass these authentication methods. You can find the results of these tests by selecting the “Show Details” or “Show original” options. Open the email, right-click the three dots, and select the option
It will open a new page with a long header. You will see a massive header containing various responses. To find the DMARC, SPF, and DKIM results, hit “Ctrl+F” and search for these keywords. You will see the IP addresses and the results labelling as pass or fail.
The response, whether pass or fail, contains the sender server’s IP address in the header. All responses to these authentication techniques are available for the end users.
The Importance of DKIM, SPF, and DMARC for Gmail Users
These techniques are equally crucial for all mailing platforms but are more critical for Gmail for the following reasons.
- Higher Target for Attacks: Gmail has a more extensive user base, making it a prime target for phishing and spoofing attacks. Implementing these protocols helps protect users from fraudulent emails.
- Advanced Security Measures: Gmail uses strict security measures to filter spam and harmful emails. Without DKIM, SPF, and DMARC, emails from a domain may be flagged or rejected, preventing essential messages from reaching the inbox.
- User Trust and Confidence: Gmail users expect high security in their communications. Verified emails enhance user trust. If senders do not use these protocols, users may doubt the legitimacy of their messages.
Best Practices for Email Security
To enhance email security alongside DMARC, DKIM, and SPF, follow these best practices:
- Update SPF Records Regularly: Keep your SPF records current. Review and update the list of authorised IP addresses frequently. Adjust your SPF record if you add new servers or change your email provider.
- Implement DMARC Gradually: Start with a “none” policy to monitor your email traffic. As you gain confidence in your SPF and DKIM setups, shift to “quarantine” and eventually “reject” policies for better protection.
- Monitor DMARC Reports: Analyse DMARC reports regularly. You can find which emails are failing and devise a strategy to increase the trust of your mailing servers.
These simple practices will increase your email security and protect against various threats.
Conclusion
As technology advances and constantly dominates everyone’s lives, email authentication is critical in protecting security and confidence. DMARC, DKIM, and SPF shield one’s domain from being targeted by phishing and other related abuses. These email authentication services can certify that messages within the email are authentic so that attackers cannot easily penetrate your emails.
Regularly monitoring and updating your policies further enhances security. Whether you’re a business or an individual, securing your emails with these tools is a proactive step toward ensuring that your messages reach the right people without risk.
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