Outbound Mail Routing

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Introduction

The Email Domain serves a number of purposes. Providing a Domain is a required part of providing email functionality within some of the Hornbill applications. Hornbill includes SMTP services to manage both inbound and outbound mail. The Email Domain configuration lets you define which domains are accepted by the Hornbill instance and provides outbound routing modes for each domain.

Email Domain List

When first viewing the Email Domains page, you are presented with a list where you can add new Email Domains, view and modify existing Email Domains, or delete existing domains.

• To add a new Email Domain select the option in the top right of the menu bar titled Add Domain
• To view an existing Email Domain, simply click on the domain name which is presented in the list
• To delete an existing Email Domain, select the check box next the domain you to remove and then from the option in the top right of the menu bar, select the down arrow to expose the menu and select Delete Selected

SPF/TXT Record

If you wish to configure “Use DNS routing” or “Use SMTP SmartHost” and the domain name this is on is not live.hornbill.com, a SPF/TXT Record must be configured. The SPF/TXT record allows Honrbill to send to the configured domain.

(It is recommended that this is configured by a system admin to add this record to DNS).

The following record is to be added

• include:_spf.hornbill.com

An example SPF/TXT record would be

v=spf1 mx a:mail.hornbill.com ip4:64.89.44.0/23 include:_spf.hornbill.com ~all

On all outbound email for this domain, Hornbill checks that the SPF/TXT record has the include:_spf.hornbill.com section set otherwise the mail will refuse to send.

This check is put in place to ensure Hornbill is allowed to send email as the given domain and to prevent abuse such as someone sending email pretending to be from a domain they do not own.

SPF/TXT – these are both types of DNS record which should be set although SPF have been officially deprecated it still may be used so it can be a good idea to set. The main record that needs to be added is the TXT version.

To confirm that the include has been added to a TXT/SPF record it is possible to check using this 3rd party website http://mxtoolbox.com/SuperTool.aspx?action=spf (Hornbill takes no responsibility for 3rd party websites).

Domain Options

Name

The name that is used here needs be a valid domain name. For example 'hornbill.com'

Domain Options

• Enable incoming mail for this domain - This will allow any email that has bee sent to this domain to be processed by the SMTP service and allow it to be routed to the appropriate mailbox.
• Automatically create address for this domain when a new mailbox is created - When a new user is created a personal mailbox is created and associated to that user. When this feature is enabled, each new user will be automatically allocated an email address using this domain name. The Address Format can then be used to set the format of the username.

Address Format

The Address Format is only available if you have selected to automatically create addresses for this domain. The formats that can be selected are based on variations of the Firstname and Lastname of the user with the exception of the LoginID.

• F.Lastname
• F_Lastname
• Firstname.L
• Firstname.Lastname
• Firstname_L
• Firstname_Lastname
• LoginId

Outbound Routing Mode

Use Default SMTP mail server settings

Use SMTP SmartHost

Use DNS Routing