Mail server checklist

emailexchange

Currently we ran into some issues with our mail server setup. I'm preparing a list of actions that we should enforce and use in order to maintain a proper email solution within our company.

We have around 80 Exchange users, and send mass emails out almost on a monthly bases to 20,000 + customers each time.

The checklist I currently have:

  1. Mcafee Mxlogic 'cloud' anti-spam functionality for incoming message.
  2. Antivirus on each computer in company
  3. Antivirus on Exchange and DNS servers
  4. Setup SPF record
  5. Setup DKIM
  6. Setup domainkey
  7. Setup senderID
  8. Submit SPF to Microsoft, Yahoo, etc. for 'whitelist' purposes.
  9. Configure size limits for messages in Exchange to safe numbers
  10. I have 2 outside IPs for my email server, in case one gets blacklisted, switch to the backup.
  11. My Internet site rests on a different ip than the mail server
  12. All mass emails for company sent through 3rd party company (listtrak.com)
  13. Setup domain alias, media, enews, and bounce for the 3rd party mass mail software.
  14. Verify the setup using check-auth@verifier.port25.com
  15. Configure group policy and our opendns.org account to prevent unwanted actions and website viewing

Mass emails:

  1. Schedule them to send different amounts at different times (1,000 at 10am, 1,000 at 4pm, 1,000 10am next day)..
  2. Setup user preferences, decide what they want to receive ect. ( there interests)
  3. Send a more steady flow of email, maybe 100 a week with top new products instead of 20,000k every other month..

If anyone has suggestions or additions/subtractions to this checklist they are greatly appreciated.

Best Answer

Additions:

  • Configure rDNS for all sending server's IP address(es) (Not needed inbound servers.) port25 will catch this.
  • Configure subdomain for outside mailers to use, or have them use their addresses.
  • Match hosts DNS to servers name used for HELO/EHLO message. Switch name if switching IPs.
  • Setup mechanism for clearing invalid addresses off mass mailing list.
  • Register your server with dnswl.org.

I did a blog posting on setting up an email server. Other than DNS, I think you have done a good job of covering everything there and more. Legitimate bulk mailers tend to do a poor job of configuring their servers. I don't know why as it is their business.

Related Topic