Why is this important?
The ability to remove the "via yourdomain.com" from emails allows customers to have more attribution over their emails. This helps reduce confusion for the end recipient who should focus on the company sending email, not the client they are sending it through.
Email sending domains are used for DKIM (Domain Keys Identified Mail) email authentication which is a form of email authentication used to verify a sender's identity. By setting up your email sending domain with your nameserver host, you allow HubSpot to encrypt your message and "sign" it using your domain's unique signature. This adds a layer of security behind-the-scenes that enables providers like Gmail to remove the "via hubspot" message for their users.
So let's go through the steps on how to set up your email sending domain in HubSpot. The video and steps below will go over how to add your email sending domain in the HubSpot domain manager, then how to add a TXT record with your nameserver host. This process does not involve any edits to MX records, as HubSpot does not host your email servers.
Please note: you will need access to edit your DNS records with your name server host. If you do not have access to edit your site's DNS, you can forward this article to your administrator.
Furthermore, please be aware that if you also have access to HubSpot CRM, applying this feature within the Marketing platform will carry over to the CRM.
Video reference link:
Content > Content Settings
From your HubSpot Marketing dashboard, navigate to Content > Content Settings.
Once in content settings, click Domain Manager in the left sidebar menu under Content Optimization System Tools.
Email Sending Domains
Once in domain manager, navigate to the bottom of the page to see the Email Sending Domains section. Click Connect Another Email Sending Domain.
Domain to connect
In the dialog box, type in the domain that is used in your from address. For example, if your email from address is firstname.lastname@example.org, type in mywebsite.com.
Please note: If your screen looks different than the image below at this step, please continue by following the steps here.
TXT record value
After typing in your domain, the Fully Qualified Domain Name (host name) field will be automatically populated. Copy the TXT record value so that you can paste it into the relevant area within your DNS records. Then click Add Domain.
TXT record in your DNS
Please note: each DNS provider has a unique layout and interface. These instructions give a general overview of the steps to take within your own DNS provider; however, the navigation and steps may be slightly different.
If you need to set up your email sending domain with 1&1 hosting service, contact their support and ask for the Transfer Department. They should be able to set up the TXT record on your behalf.
Log into your DNS Provider and navigate to your DNS Zone File (navigate to your products, then Manage Domains/Manage DNS).
Find your TXT records. In the example below, all DNS record types are displayed together. Your DNS provider may show each record type (A, CNAME, TXT, etc.) in a separate section. If this is the case, find the section for TXT records. Once you've located your TXT records, add a new record by clicking Add (Add Record, Create new record, etc).
When adding your new TXT record, add the value from the Fully Qualified Domain Name (host name) field in HubSpot, as shown in step 5 (e.g. smtpapi._domainkey.mywebsite.com) to the Host field. (Some DNS providers like GoDaddy will automatically shorten this host value to smtpapi._domainkey and then append your domain name on the backend). Paste the value from the TXT Record Value field in HubSpot into the TXT Value field. Be sure to Save your changes once you've added your TXT record. Here's an example of how this will look in a DNS Provider.
Please be aware that it may take up to 72 hours for the domain to validate. TTL times vary depending on which domain registrar you use.
What if I use a 'from' address not configured in email sending domains?
Your email will still be authenticated using DKIM, but HubSpot will use its own public key instead. Your mail will still be delivered it just won't be signed with your domain's signature.
Basically, setting up an email sending domain isn't necessary but still has its advantages, as outlined at the beginning of this article.