Email Settings¶

Setting Up Email Settings for Invoicing (DRAFT)¶

SMTP Settings¶

1. Enter the SMTP email address and password.

From Address¶

1. Leave the "From Address" field blank to use the SMTP address as the default.

From Name¶

1. Enter a descriptive "From Name" like "Billing Department".

Reply Address¶

1. Optionally, add a "Reply Address". If left blank, the system will use the SMTP address by default. Make sure the domain used in the reply address is listed with our server. This ensures proper email delivery. If not set up properly, leave this field blank.

Note: SPF (Sender Policy Framework) is a security check for authorized email servers, important for avoiding spam filters.

Understanding "From Name" and "Reply Address" in Email Settings¶

From Name¶

The "From Name" is displayed to recipients when they receive an email. Instead of just showing an email address, this field helps present a recognizable and professional identity. A well-chosen "From Name" makes emails appear more trustworthy and improves the recipient's experience.

Example:

• From Name: Billing Department
• Displayed Email: Billing Department \<[email protected]>

Reply Address¶

The "Reply Address" is where responses to the email will be directed. This can be the same as the sending email address, but it also allows for a different reply-to destination if needed.

• If left blank, replies will go to the same address used for sending.
• If specified, replies will be directed to a different email, which can be useful for managing responses separately.

Example:

• From Email: [email protected]
• Reply Address: [email protected]
• Outcome: Replies to invoices will be sent to the support team instead.

Why This Matters¶

• The "From Name" creates a recognizable and professional sender identity.
• The "Reply Address" ensures responses go to the right place.
• Leaving the Reply Address blank means responses default to the sending email.

Tip: If using a custom domain for the reply address, ensure proper email authentication (SPF, DKIM, DMARC) to prevent spam filtering.

Protecting Against Phishing¶

At Anago Cleaning, we take phishing protection seriously. One of the biggest risks in email communication is impersonation—fraudsters can send emails pretending to be someone they’re not. This is especially dangerous when sending invoices, as attackers can trick recipients into sending payments to fraudulent accounts.

To combat this, we enforce strict email security measures, ensuring that only authorized emails are sent from our domain.

Why You Should Use Our Structured Email Format¶

Instead of using personal or business email addresses (e.g., [email protected] or [email protected]), we require the use of structured email addresses such as:

• [email protected]
• [email protected]

These addresses are specifically set up with security protocols that prevent unauthorized use.

How Our Email Security Works¶

1. Strict SPF Enforcement:
   We use Sender Policy Framework (SPF) records with -all enforcement, meaning only our mail servers are authorized to send emails from mailer.anagocleaning.com. Any attempt to send emails from another server using this domain will be rejected.

2. DKIM Authentication:
   Each outgoing email is digitally signed with DomainKeys Identified Mail (DKIM), ensuring that recipients can verify its authenticity and that the message has not been altered in transit.

3. DMARC Policy Enforcement:
   We implement Domain-based Message Authentication, Reporting & Conformance (DMARC) to align SPF and DKIM records, preventing spoofed emails from reaching recipients. This protects against attackers trying to impersonate our domain.

4. Dedicated Email Routing:
   Since all invoicing and business-related emails go through our structured email system, it’s much harder for scammers to abuse our addresses. Unlike personal emails, which can be spoofed more easily, our structured format ensures greater control and security.

Why This Matters¶

Using a structured email address instead of a personal one:

• Prevents email spoofing and impersonation.
• Ensures emails are delivered securely and not flagged as spam.
• Protects invoice recipients from phishing scams.
• Strengthens trust with clients by using a verified domain.

By adhering to these email security standards, we protect both our franchisees and their clients from potential fraud. Always use the structured email format when sending invoices to ensure security and reliability.

Troubleshooting¶

Troubleshooting Microsoft Outlook Junk/Spam Folder Issues