Using Custom Email Domains with Talmundo

TABLE OF CONTENTS

Introduction

Looking to enhance your brand identity and ensure your employees recognize your onboarding and offboarding communications? Using your own domain name for sending out emails instead of our standard domain is a smart choice.

With the Talmundo platform, you can easily use your own domain name for sending emails. This conveys trustworthiness and professionalism.

In this guide, we'll discuss the different options available for using your own domain name for sending emails, along with their pros and cons. Successively, we'll take you through the necessary steps on how to achieve this.


By the end of this guide, you'll be able to make an informed decision about what is best for your business and have the knowledge to achieve it.


 

Available Options


This chapter provides an overview of the various options available for sending emails using your own domain within Talmundo. By understanding the available options, you can select the most suitable approach for your organization's needs and preferences. 


Custom Email Infrastructure

Use Your Own or a Third-Party Email Service Provider 


If you have your own email server or infrastructure, you can use Talmundo to send emails from your domain.


SMTP settings


Implementing this approach involves configuring custom SMTP settings, which consist of the following required fields:


● SMTP Username

● SMTP Password

● SMTP Host 

● SMTP Host Port 

● SMTP SSL Required 

● From Email Address


Microsoft Outlook


Note that for Microsoft Outlook accounts/environments:


● This option will be phased out for security reasons. However, it is still feasible to use this

option in combination with certain settings for legacy protocols (such as disabling MFA

for legacy protocols).


● Has a limit on the number of messages that can be sent per minute, which may impact

email sending capabilities and cause throttle protection for some clients. We have

implemented a retry mechanism to ensure that all emails are delivered, but it is important

to be aware of this limitation.


● Alternatively, we have built the Microsoft Graph API integration (as shown in the next

chapter), we are still rolling this option out so we should test this out together.



Steps to enable SMTP for Microsoft Outlook


1) Multi-factor authentication (MFA) on the licensed mailbox that's being used:

a) In the Microsoft 365 admin center, in the left navigation menu, choose Users >Active users.

b) On the Active Users page, choose Multi-Factor Authentication.

c) On the multi-factor authentication page, select the user and disable the Multi-Factor Authentication status.


2) The 'Authenticated SMTP' checkbox checked on email account under Office365

a) Users > Active users > Mail tab > Manage email apps option


Microsoft Graph API


Alternatively, for Microsoft Outlook accounts, you can use the newly supported Microsoft Graph API. Here are the required fields for this option.


● SMTP Tenant Id

● SMTP ClientId

● SMTP Client Secret

● SMTP Email account

● From Email Address


User rights


Here are the permissions we've set up to send emails using our domain and Microsoft Graph API.




Talmundo Email Servers with Your Domain

Use the Talentech Email Service Provider (SMTP2Go)


If you prefer to use our email servers to send out emails from your domain, we can set up a third-party email service provider on your behalf. At Talentech, we use SMTP2Go as our email service provider, and we can add your domain to our account to send emails from your domain. This option is ideal if you don't have your own email server or prefer to use our infrastructure for reliability and ease of use.



Please note that when using SMTP2Go as the third-party email service provider, the email still needs to be an actual account on your side. This means that SMTP2Go will handle the sending of emails from your domain, but you will need to ensure that there is a corresponding email account set up to receive any incoming messages. More information can be found here: Unable to Verify Sender Address


DNS Settings


To properly configure your domain with our email service provider, the following DNS settings are necessary:




For additional information, please refer to the following link: https://www.smtp2go.com/blog/spf-record/



Next Steps


When you've decided that this is the preferred option for your email communications, the following steps will be necessary.


● Ensure agreement and Data Privacy Policy: Before proceeding with custom SMTP

settings, we'll finalize the necessary agreements and ensure that the Data Privacy Policy

is in place.

● Add DNS settings to your domain: Once the agreements are in order, you'll need to add the required DNS settings to your domain. This step is crucial for validating and approving your domain with SMTP2Go.

● Let us handle the rest: After you've added the DNS settings, our team will take care of the remaining configuration tasks. We'll validate and approve your domain with SMTP2Go, and configure the Custom SMTP settings accordingly. With these steps completed, you'll be ready to start sending emails from your own domain in no time.


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