Emails – what are they and how are they used?

Can you guess what emails do? Yes, it’s very simple, they forward emails from one mailbox to another. Just as you can manually forward any email from your inbox to another email, email forwarders can do the same, but automatically. In today’s article, we will explain in detail what they are and how to use them. So without further ado let’s get started!

What are e-mails?

Email forwarding (domain email forwarding) is a method of automatically forwarding emails from one email address to another at the domain level.

You can make permanent email forwarding or temporary forwarding. Also, you can forward multiple email addresses to one email address.

Imagine you have several domains and emails each, but you also have one primary email that you use for other tasks. Wouldn’t it be convenient to receive all incoming messages in one place? You just set up mail forwarding (aka email forwarding) from your [email protected] email to your personal mailbox, and all incoming emails will be redirected there by default.

We’re not talking about email forwarding inside Gmail or Outlook.

How does this work?

Email forwarding works by forwarding email messages from one email address to another. The process is very simple and straightforward:

• Someone sends a message to an email address configured to forward incoming emails.
• The message is automatically sent to an email address configured to receive forwarded emails.

One important thing to note is that it happens instantly, so there is no delay in the shipping process.

When should you use it? e-mails?

Here are a few common situations where it’s good practice to use email submissions:

• You are changing the domain name.

Imagine this business, you have a domain MYSITE.comand for some reason, rebranding, cost savings or otherwise, you move to a new domain – NEWSITE.com. Your old customers may not immediately understand the change and they may still try to contact you with your old email [email protected]. You can still extend that domain for a year and forward it including email [email protected] for [email protected]. That way, they won’t lose your connection and you can continue to work seamlessly.

• Forward a specific account to another.

Imagine that John has been fired from your company. But he was important and there are still customers who want to contact him [email protected]. You can redirect traffic to another email [email protected]or [email protected] (another employee) and don’t miss emails.

• Merge email addresses into the hub email.

If you have multiple companies but don’t have enough time to manage each company with a different email account, forward email to a single email address.

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Advantages of email forwarding

Emails are a popular solution that provides many benefits. Some of them are as follows:

• Ease of use. Get all your emails to one email address.
• Don’t lose customers. Forward the email address of your former employees to another mailbox where you can contact them.
• Forward multiple emails to one. All in one address for easy management.
• Use the program you like. You can use your favorite email program and forward emails to it without problems.
• Save money. You can send multiple emails to different group members and forward them to one email address. For example, [email protected], [email protected]and [email protected] can be directed to a point [email protected]. So you can create only one email account, [email protected]and save the remaining money.
• Save time. Instead of opening and managing multiple email accounts, you can forward them to one unit and manage all your email from there.

Email Forwarding service by CloudDNS

How to set up email newsletters?

The email setup process is not complicated and is easy to complete even if you are a beginner. You can start by following these steps:

1. Make sure you have MX records (mail exchange records used to deliver email to addresses) pointing to your email forwarding servers, which you can see in your ClouDNS Dashboard.
2. When you have already created MX recordsClick on “Mail forwards” and select “Add new forward”.
3. In the “Mailbox” field, type the e-mail box and select the domain name. For example, you can write to “[email protected]”.
4. In the “Forward” field, enter the email address that will receive forwarded emails.
5. Save the changes and the email sending function is ready.

If you want to check the MX records of your domain, we recommend that you take a look at the fourth command from our article: 10 Most Used Drill Commands

Mail Forward server types

There are two types of Mail Forward servers, each with different behavior. Therefore, when choosing a group, it is important to carefully consider your requirements to ensure that you choose the one that best suits your needs.

With the suffix 1 and 2

If you use a public mail server (Gmail, Outlook, Yahoo, etc.), we recommend these. These are, for example, mailforward21.cloudns.net and mailforward22.cloudns.net.

They are designed to pass SPF checks (the Sender Policy Framework prevents spoofing by verifying the legitimacy of your mail server), so your mail doesn’t end up in the spam folder. Note that the header of forwarded emails will be changed (FROM section).

With the suffix 3 and 4

If you have your own mail server and you can disable spam checking (SPF checking), you can use our 3 and 4 suffix mail servers.for example mailforward23.cloudns.net and mailforward24.cloudns.net. Forwarded emails will not have a modified header as in the previous option.

In general, we recommend that you always have the highest possible level of security. So, even if you have your own mail server, use SPF and spam files. Be careful and use the first option.

You can take advantage of the mailing feature in each of our plans, even the free plan. You have a mailing there. Think about your need and check out all our Premium plans.

If you’re not sure, you can start a 30-day trial by ClouDNS and find the best DNS plan for you!

Best practices for email forwarding

By following best practices, you can optimize your email routing, increasing both security and efficiency.

• Choose Trusted Providers: Opt for reputable DNS and email providers to ensure your emails are transmitted securely.
• Update your referral addresses regularly: Keep your forwarding addresses up to date so you don’t lose important emails.
• Monitor forwarded emails: To protect your primary inbox, periodically check outgoing emails for spam or malicious content.
• Use Filters and Rules: Set up filters and rules to organize your forwarded emails and keep your inbox uncluttered.
• Enable Email Verification: Apply SPF, DKIM and DMARC to your primary email to protect against email spoofing and ensure email authenticity.
• Avoid long transmission chains: Minimize the number of routing steps to reduce delays and errors.
• Notify your contacts: Inform your contacts about your referral setup to avoid confusion and ensure smooth communication.

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The result

As a result, email forwarding is a convenient way to manage multiple email addresses from one mailbox. They are easy to set up and provide many benefits. Additionally, e-mails can be useful when changing domain names or redirecting a specific account to another. There are two types of mail forwarding servers and you should choose the one that best suits your needs. With ClouDNS’s email forwarding service, even if you are a beginner, you can set up email forwarding quickly and efficiently.