Business Email Authentication

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Authenticating Your Business Email Addresses with OctopusPro

Business Email Authentication confirms that any email sent from your OctopusPro account originates from an authorized address or domain. No emails can be sent from OctopusPro until you’ve verified at least one email address or authenticated your custom domain. This step helps protect your brand, improves email deliverability, and maintains the integrity of your communications.

Why Is Email Verification Required?

  1. Prevent Spoofing & Spam
    Many email providers automatically filter out unauthenticated messages to protect users from phishing attempts.

  2. Maintain Professional Branding
    Verified emails align with your business identity and reassure customers they’re dealing with a legitimate source.

  3. Comply with Email Security Standards
    Email authentication meets modern protocols like SPF, DKIM, and DMARC, improving reliability and trust.

Authentication Methods

1. Single Public Email Verification

(e.g., @gmail.com, @yahoo.com)

If you do not own a custom domain, you can verify a single public email address to send emails through OctopusPro:

  • When to Use:

    • You have a free email provider (e.g., Gmail, Yahoo).
    • You plan to send emails from only one email address.

  • Process:

    1. Go to Settings > Communications > Email Authentication in OctopusPro.
    2. Enter the public email address you wish to verify and click Resend Verification.
    3. Check your inbox for a verification link. Click it to confirm.

Once verified, you can send emails from this address only.

2. Custom Domain Authentication

(e.g., @yourbusiness.com)

If you have a custom domain, it’s strongly recommended to authenticate the entire domain. This lets you send from multiple addresses under that domain without verifying each address individually.

  • Benefits:

    • Use various emails (e.g., [email protected], [email protected]) without extra steps.
    • Stronger deliverability and compliance with email security protocols.
    • Unified, professional branding for all communications.

  • Process:

    1. Go to Settings > Communications > Email Authentication.
    2. Enter your domain name in the domain authentication section.
    3. Update your DNS records (TXT or CNAME) as instructed by OctopusPro.
    4. Wait up to 72 hours for DNS propagation. You’ll be notified once verified.

Once authenticated, you may use any address from your domain with OctopusPro.

Key Points to Remember

  • No Verified Email = No Outgoing Emails
    You cannot send emails from OctopusPro until you complete at least one address or domain verification.
  • DNS Changes (Custom Domains Only)
    You may need to edit your domain’s DNS records. If unsure, consult your registrar or IT professional.
  • Security & Deliverability
    Verifying your email or domain meets industry best practices for avoiding spam filters and ensuring your messages arrive safely.

FAQs

  1. Do I need a custom domain for OctopusPro?

    • No, you can verify a single public email address if you don’t own a domain. However, domain authentication is recommended for better branding and scalability.

  2. How soon can I send emails after verifying?

    • For a single email, you can start sending immediately once you click the verification link. For custom domains, wait up to 72 hours while your DNS records propagate and OctopusPro confirms authentication.

  3. Can I switch from a single email to a custom domain later?

    • Absolutely. You can verify a public email first, then set up domain authentication at any time.

  4. Which records do I need to add for domain authentication?

    • Typically, you’ll add TXT or CNAME records. Check OctopusPro’s instructions on your Email Authentication page for exact details.

  5. What if I manage multiple addresses like ‘sales@…’ and ‘info@…’?

    • If you’ve authenticated your domain, you can create as many addresses under that domain as you like, without additional verification steps.

  6. What happens if my DNS verification fails?

    • Common issues include typos in record entries or forgetting to save changes with your DNS host. Double-check entries or contact your domain provider if verification still fails after 72 hours.

  7. Will OctopusPro help me with DNS record updates?

    • OctopusPro provides the required DNS values. For manual DNS configuration, you may need your domain registrar or an IT professional to assist with adding them.

  8. Are there any charges for email authentication?

    • No. OctopusPro does not charge for verifying a public email address or authenticating your domain. Domain registration fees, if applicable, remain between you and your domain provider.

  9. What if I don’t finish setting up a verified email?

    • You won’t be able to send any automated notifications, appointment reminders, or other communications through OctopusPro until at least one address or domain is verified.

With email authentication completed, all system notifications, automated messages, and direct customer communications will originate from your verified address or authenticated domain—protecting your brand and improving overall deliverability. If you have questions or run into any issues, visit our Help Center or reach out to support for assistance.

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