How to Add Third-Party Email DNS Records

How to Add Third-Party Email DNS Records in PhotoBiz

Overview

If PhotoBiz manages your domain’s DNS, you can add DNS records required by a third-party email provider directly from your PhotoBiz account. Services such as Google Workspace, Microsoft 365, Zoho Mail, and other business email platforms may require MX, TXT, CNAME, SPF, DKIM, DMARC, or domain verification records.

This guide explains how to access your PhotoBiz DNS settings and enter the records supplied by your email provider. PhotoBiz can show you where to enter DNS records and help you add the information your provider gives you, but we cannot access your third-party email account or generate, retrieve, or verify the records required by that service.

By the end of this guide, you will know how to add the DNS records supplied by your third-party email provider and continue its verification process.

PhotoBiz Mailbox customers do not need to follow this guide. When you purchase a PhotoBiz Mailbox, the PhotoBiz Support Team configures the required email DNS records for you.

Prerequisites

Before you begin, make sure you have:

A domain with DNS managed by PhotoBiz through AWS Route 53
The exact DNS records supplied by your third-party email provider
Access to the PhotoBiz account where the domain is managed

Your third-party email provider must supply the exact record type, host or name, value or destination, and priority when applicable. If you are unsure which records your provider requires, contact that provider before changing your DNS settings.

DNS management is available for domains using the current PhotoBiz AWS Route 53 name servers. If your domain still uses the legacy PhotoBiz Rackspace name servers, the MANAGE DNS option will not appear.

If needed, see How to Upgrade Your Domain Name Servers

STEP ONE

STEP TWO

Locate the domain you are connecting to your third-party email provider. Click MANAGE DNS beside the domain name to open its DNS records.

If you do not see MANAGE DNS, your domain may not be using the current PhotoBiz AWS Route 53 name servers.

STEP THREE

Click NEW DNS RECORD and select the record type specified by your email provider. Enter the host or name, value or destination, priority, and any other information exactly as your provider supplied it.

Do not use example DNS values from another provider or website. Save the record after entering the required information.

FINAL STEP

Repeat the process for each DNS record supplied by your email provider. Only add, change, or remove records your provider has specifically instructed you to use.

After you save all required records, return to your email provider’s setup screen and complete its domain or email verification process.

DNS changes are often detected within a few minutes, but some email providers and DNS caches may take up to 48 hours to recognize an update.

Your third-party email provider is responsible for confirming whether the records are correct for your account and whether any additional configuration is required.

Common Email DNS Record Types

Your email provider determines which DNS records you need. You may not need every record type listed below.

MX Records

MX records determine where incoming email for your domain is delivered.

Your provider may supply multiple MX records with different priority values. Enter each record exactly as provided, including its priority.

Changing or removing existing MX records can interrupt incoming email. If you are switching email providers, follow the migration instructions supplied by your new provider before removing existing MX records.

For step-by-step instructions, see How to Add MX Records to PhotoBiz.

SPF Records

SPF, or Sender Policy Framework, identifies which mail servers are authorized to send email using your domain.

SPF is added as a TXT record and normally begins with:

v=spf1

For example:

v=spf1 include:_spf.example.com ~all

This is only a formatting example. Do not use this value for your domain. Always use the exact SPF information supplied by your email provider.

A domain should normally have only one SPF record. If an SPF record already exists, do not create a second separate SPF record unless your provider specifically instructs you to do so.

If your new email service needs to be added to an existing SPF configuration, contact your email provider for the correct SPF value before making changes.

For step-by-step instructions, see How to Add a TXT Record in PhotoBiz.

DKIM Records

DKIM, or DomainKeys Identified Mail, adds a digital signature to outgoing email. This helps receiving email providers confirm that a message was sent by an authorized service and was not changed during delivery.

A DKIM host often contains a selector followed by:

._domainkey

For example:

selector1._domainkey

Depending on your provider, DKIM may use a TXT record containing a long authentication key or a CNAME record that points to another hostname.

A domain can have multiple DKIM records when different selectors or email services are in use. Do not remove an existing DKIM record simply because your new provider supplies another one.

If your provider supplies a TXT record, see How to Add a TXT Record in PhotoBiz.

If your provider supplies a CNAME record, see How to Add a CNAME in PhotoBiz.

DMARC Records

DMARC, or Domain-based Message Authentication, Reporting, and Conformance, works with SPF and DKIM to help receiving email providers determine how to handle messages that do not pass authentication.

DMARC is added as a TXT record. Its host or name is normally:

_dmarc

A basic value may resemble:

v=DMARC1; p=none;

This is only a formatting example. Your provider may supply additional policies, reporting addresses, or other settings. Use the complete value supplied or recommended by your email provider.

For step-by-step instructions, see How to Add a TXT Record in PhotoBiz.

CNAME Records

Some email providers use CNAME records for DKIM, service configuration, or domain verification.

A CNAME points one hostname to another hostname. Copy the record information exactly as your provider supplies it.

If PhotoBiz reports a conflict while you are adding a CNAME record, do not remove an existing DNS record unless you know what it is used for. The PhotoBiz Support Team can help you determine where to enter the record supplied by your provider.

For step-by-step instructions, see How to Add a CNAME in PhotoBiz.

Domain Verification Records

Your email provider may ask you to add a TXT or CNAME record to confirm that you control the domain.

These verification records are normal and may be required before the provider displays additional email setup instructions.

Successful domain verification does not necessarily mean your complete email setup is finished. Your provider may still require MX, SPF, DKIM, or other records.

If your provider supplies a TXT verification record, see How to Add a TXT Record in PhotoBiz.

If your provider supplies a CNAME verification record, see How to Add a CNAME in PhotoBiz.

Important Information Before Changing DNS Records

Copy every DNS record exactly as it appears in your email provider’s setup instructions. A missing character, incorrect hostname, extra space, or altered value may prevent verification or email delivery.

Do not use the example DNS values in this article for your domain. They are included only to show common formatting.

Do not remove or replace an existing DNS record unless you know what it is used for and your provider specifically instructs you to change it. DNS records may control your website, email, domain verification, or another service connected to your domain.

If your domain already uses another email service, changing MX or email authentication records may affect that service. Follow your new provider’s migration instructions when moving from one email platform to another.

What PhotoBiz Support Can Help With

The PhotoBiz Support Team can help you:

Find the MANAGE DNS area in your PhotoBiz account
Show you where to enter DNS records
Help you enter records supplied by your third-party provider
Help determine whether your domain is using PhotoBiz DNS

PhotoBiz Support cannot:

Access your Google Workspace, Microsoft 365, Zoho Mail, or other third-party account
Generate DNS records for a third-party email service
Retrieve DNS records from your third-party account
Determine which records your third-party provider requires
Confirm that your third-party provider generated the correct records for your account

If you need help obtaining or validating the DNS records themselves, contact your third-party email provider.

Related DNS Guides

For more information about adding and managing DNS records in PhotoBiz, see:

Troubleshooting & FAQs

I Do Not See the Manage DNS Option

Your domain may still use the legacy PhotoBiz Rackspace name servers, or its DNS may be managed by another company.

See How to Upgrade Your Domain Name Servers or contact the PhotoBiz Support Team for help determining where your DNS is managed.

My Email Provider Cannot Verify the Records

Compare each DNS record in PhotoBiz with the information supplied by your provider. Confirm the record type, host or name, value or destination, and priority when applicable.

DNS changes may be detected within minutes, but some providers and DNS caches may take up to 48 hours to recognize them.

If the records entered in PhotoBiz match the information you were given but your email service still cannot verify them, contact your third-party email provider. They can confirm whether the records are correct for your account and whether additional setup is required.

An SPF Record Already Exists

Do not create a second separate SPF record unless your email provider specifically instructs you to do so.

If multiple services need permission to send email using your domain, their SPF information may need to be combined into one record. Contact your email provider for the correct SPF value before making changes.

Can My Domain Have More Than One DKIM Record?

Yes. Multiple DKIM records can be valid because different services or configurations may use different DKIM selectors.

Add the DKIM record supplied by your provider without removing another DKIM record unless you have confirmed that the existing record is no longer required.

Will Adding Email DNS Records Affect My Website?

Adding the correct email DNS records should not change your PhotoBiz website.

However, changing or removing unrelated DNS records can affect your website or other services connected to your domain. Only modify the records required by your email provider.

Can I Use More Than One Email Provider With My Domain?

A domain normally uses one primary set of MX records for incoming email.

Do not combine MX records from different email providers unless those providers specifically support that configuration. If you are moving from one service to another, follow your new provider’s migration instructions before changing your existing MX records.

I Use PhotoBiz Mailbox

You do not need to configure these records yourself. The PhotoBiz Support Team adds the required DNS records when your PhotoBiz Mailbox is purchased and connected to your domain.

Need Help?

Support Hours: Monday to Friday, 9am to 6pm EST

Phone: 866.463.7620

Support Channels: Phone, Live Chat, Support Ticket

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