Outbound Email Settings

Introduction

Outbound Email Settings allow you to configure the emails you send out from your account. Applicable to Survey Invitations, Reminders, Rules and Alerts, Instant Thanks and emailed Reports, these settings ensure better deliverability of all your emails.

To access Outbound Email Settings, follow these steps:

  1. Click on your account initials in the top right corner, then choose Account Settings from the dropdown menu.
  2. Click Outbound Email Settings in the menu on the left.

Outbound Email Settings consists of the following:

  1. Choosing the Mail Servers to send out emails
    By default, emails are sent through SoGoSurvey’s mail servers, but you may use your mail server to send out the emails.
  2. Email Address Verification
    All email addresses used as sender email addresses must be verified. Simply add email address under Email Address(es) authorized to be used as Sender Email Address, and Email Address Verification is as simple as a click.
  3. Authenticating Sender Domain
    While Sender Domain Authentication is optional, it really helps your emails look professional and appear to come from you, even when you are using SoGoSurvey’s mail servers. This is because upon authentication, we encrypt your message and sign it using your domain’s unique signature. It also removes the “via SoGoSurveys.com” which shows up in most email clients when emails are sent without authentication.

Use Your Mail Server

By default, all emails are sent using SoGoSurvey’s mail servers, but you can choose to send them through your mail servers, too.

You may use your mail servers when participants are not able to receive emails from an outside server. However, when using your own mail servers, you will not be able to track who the emails have been delivered to.

To configure your mail server to send emails, follow the steps listed below:

    1. Click on your account initials in the top right corner, then choose Account Settings from the dropdown menu.
    2. Click Outbound Email Settings from the menu on the left.
    3. Select Use your Mail Server under Select Mail Server to send emails.
    4. Click Edit.
  1. Configure Server Settings.
    • Outgoing Mail Server(SMTP): Provide details of the outgoing mail server, i.e. SMTP details provided by your company or the third party tool used for sending invites.
    • Port: This represents the port number for the outgoing server provided by your company or the third party tool used for sending invites.
  2. Specify Login Information
    • Account Name/Password: The account name entered below should exist on the outgoing mail server. Some users have an email address as their account name while others use the name before the ‘@’ sign. Review details with the email account administrator for accurate information.
  3. Email Confirmation
    • Email Address: The Email Address provided here receives the first email letting you know that the email relay has been configured. You must authenticate the relay settings for activating the setup using the activation link provided in the email.

Email Address Verification

This section is applicable only if you are using SoGoSurvey’s mail servers to send emails and not your own mail server. All email addresses you intend to use as Sender Email Address in SoGoSurvey must be verified first. NOTE: We do not recommend that you use a public domain email address (Gmail, Yahoo, etc.) as a sender address, as you will not be able to authenticate your domain and delivery may be affected.

Because your account email address is the default sender address for your account, you’ll need to verify it first. Verifying an email address confirms your ownership and that you will receive replies from your stakeholders or participants on that email address.

Please follow the steps below to verify a sender email address:

    1. Click on your account initials in the top right corner, then choose Account Settings from the drop down menu.
    2. Click Outbound Email Settings from the menu on the left.
    3. Navigate to Email Address(es) authorized to be used as Sender Email Address.
    4. Enter email address, and click Add.
    5. You will receive an email with a verification link. Click the link to verify the email address.
    6. If you don’t see the email within a few minutes, check your spam folders.
    7. If the verification status isn’t automatically updated, click the refresh icon.

Sender Domain Authentication

Nobody wants trash – in their inbox or anywhere else. To keep your inbox safe and clean, your Internet Service Provider (ISP) sets up checks to make sure that only good, genuine content gets through.

Google, Yahoo, Microsoft, and more use DKIM and SPF authentication to review incoming emails for spam or spoofed addresses – that is, addresses someone is only pretending to send from. Emails that don’t pass the tests are often redirected to spam or junk folders, meaning that the intended recipient may never see them.

Why do you need to know this? Because you want responses to your surveys. If nobody sees your invitation, nobody participates, and you have no data to report on.

Good to know

    • SoGoSurvey provides default authentication that helps your messages get delivered successfully.
    • Custom domain authentication, available to Pro and Premium users, allows you to improve both the deliverability and the professional appearance of your emails. Updating the Domain Name System (DNS) records of your domain allows SoGoSurvey’s domain key to be found in emails you send, as well as used for verifying signatures. The DNS update creates a redirect to the domain key on the SoGoSurvey domain. When an email service provider receives an email with your domain name, the provider looks up the SoGoSurvey domain key to verify the signature of the email.
    • Setting up custom authentication requires some tech savvy and access to your DNS settings. If you need back-up, check with your IT administrator and DNS provider or hosting service.
    • You will not be able to authenticate a public domain, such as Gmail or Yahoo.

You’ll need to complete a few steps in both your SoGoSurvey account and your domain provider’s zone editor or cPanel. We’ll provide the content you need to copy and paste into your domain provider’s site, so you may want to use two different tabs or browser windows to navigate back and forth.

In short, here’s what you’ll need to do:

    • Within SoGoSurvey
      • Copy the TXT record for DKIM and TXT record for SPF
    • In your domain’s cPanel or zone editor
      • DKIM: Create a TXT record for sogo._domainKey.yourcompany.com with the below value:
        • v=DKIM1; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEAqsKCvEgWG1rbgmLAP/x4 6uAY7AopzjIb3OdiXA4N6aD7571qTrcFT9Md515tNX9VWDx9m5b/Kz+YlKf9AhDU gvG0IWnm2bkkzIXSx4j68LpKV8AF6WP5bzCL+YyoQtIziRceSxZXGrvMT6IBkieb VIsktAyP+D1SByurusyhctYZoMoyaIPLZRvI+OOoQBmGCJh6z+1cZsF0qJyzgxJw RIWxaoLGYSY2MAylk7KlytWZwjzZzQJ/+qxDUPIl7Jf6gfUgoJVWU7GxmvR/POT2 2lhzq5zNEb70QSQ79geR4hNxjgFSKChvqDi4NWoDGaV1wGqeAja6Dx6/wuzwnAHC IQIDAQAB
      • SPF: Create a TXT record for yourcompany.com with the below value:
        • v=spf1 include:sogosurveys.com ?all

Please follow the steps below to find Domain Authentication details in your account: Click on your account name in the top right corner, then choose Account Settings from the drop down menu.

  1. Click Outbound Email Settings from the menu on the left.
  2. Navigate to Email Address(es) authorized to be used as Sender Email Address.
  3. Click Authenticate for a verified email address. Please make sure this email address is of the domain you mean to authenticate (the part after @ is the domain).
  4. You’ll see the content regarding the changes you need to make to your domain’s DNS records.
  5. You may also choose to send these instructions directly to your IT administrator.
  6. Next, either you or your IT administrator should use this information to edit your domain’s DNS records. Once all updates have been made, the authentication status will be updated.

Making DNS updates in some common domain providers
Here are some instructions for editing DNS records with popular domain providers. If your service isn’t listed here, log in to your provider’s site and search their help documents, or contact their customer support team.

Amazon Web Services: Configuring DNS, Resource Record Types
Dreamhost: SPF, DKIM
GoDaddy: Add a CNAME Record
Google Domains: DNS Basics
Hostgator: Manage DNS records
Hover: Edit DNS Record
Namecheap: SPF & DKIM
Squarespace: Advanced DNS Settings
Stablehost: How do I get to cpanel?

After the DNS records have been updated, just click on the refresh icon beside the Authenticate button in your SoGoSurvey account. While the verification is usually almost instantaneous, sometimes it may take time.

Please email us at support1@sogosurvey.com or fill out this form and we will contact you shortly.

YesNo

x

Please call +1 (800) 646-0520 or fill out this form and we will contact you shortly.

x
×