Guide to Complying with New Email Policies from Google, Yahoo, and Microsoft

This guide outlines the recent email policy updates from Google, Yahoo, and Microsoft aimed at improving security, privacy, and user experience. Adhering to these policies ensures uninterrupted email communication and a safer online environment.

Why Compliance Matters

These policy changes help reduce risks like email spoofing and spam, creating a more secure email ecosystem. To avoid issues like delivery delays or spam filtering, align your email practices with the following requirements.

1. Implement Email Authentication

Authenticate your emails using SPF, DKIM, and DMARC to verify sender identity and prevent spoofing.

1.1 SPF (Sender Policy Framework)

SPF allows you to specify which mail servers can send emails for your domain.

Setup Steps:

1. Access your domain’s DNS settings.

2. Add a TXT record, e.g.:
   v=spf1 include:_spf.google.com include:spf.protection.outlook.com -all

3. Replace "include" values with your email service providers.

1.2 DKIM (DomainKeys Identified Mail)

DKIM adds a digital signature to emails, ensuring authenticity and integrity.

Setup Steps:

1. Generate a DKIM key pair via your email service provider.
   

2. Add the public key as a TXT record, e.g.:
   
   selector._domainkey.yourdomain.com IN TXT "v=DKIM1; k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQC2Gv1u0Awuzx2pLkoHw84BYz0RL1D8lPKQxdJmy8QF3gIytkTcSkVLrLeQsWMx5bV8TVTIh6aBREwhHwV7PLUzB4JY0ULdnG0sW/W3UrcLCYQWqBA2vq8+jOuj6DUMcBoFwP5rtbCm0LiPy1f+yaq2KFEnq5XkFDnETUpTTekQIDAQAB"
   

3. Update "selector" and "p" values as needed.

1.3 DMARC (Domain-based Message Authentication, Reporting, and Conformance)

DMARC uses SPF and DKIM to define how receivers handle unauthenticated emails.

Setup Steps:

1. Add a TXT record, e.g.:
   
   _dmarc.yourdomain.com IN TXT "v=DMARC1; p=reject; rua=mailto:dmarc@example.com; ruf=mailto:dmarc@example.com; fo=1"
   

2. Set the "p" value to none, quarantine, or reject based on your policy.

Tips for Success

• Monitor DMARC reports regularly to refine your policies.
  

• Use tools like 
  1. DMARC Lookup, 
  2. SPF Lookup, or 
  3. Domain Scanner 
  to test configurations.
  

• Update DNS records as your email setup changes.
  

• Contact your Email Administrator or Service Provider for support.

2. Simplify Unsubscriptions

Ensure recipients can unsubscribe from your emails with a single click to comply with user-friendly email practices.

3. Maintain Low Spam Rates

Google’s guidelines recommend keeping your spam rate below 0.1% to ensure reliable email delivery. A spam rate of 0.3% or higher may cause delays, spam filtering, or bounces.

How to Stay Compliant:

• Only send emails to recipients who have opted in.

• Monitor spam reports and adjust your email practices to stay below the 0.1% threshold.

Need Help?

If you face challenges implementing these changes, reach out to your Email Administrator or Email Service Provider for assistance.

Hope this helps :)