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Best email setup for your organization

Julkaisupäivä: Jul 12, 2023
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Salesforce offers a few ways to send integrated emails from within Salesforce. This document describes the primary solutions and which one is best-suited for your organization’s needs.
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Users can send emails through the following methods:

  • Send through Gmail: Send end user emails in Salesforce using Gmail accounts.
  • Send through Office 365: Send end users emails in Salesforce using Office 365 accounts.
  • Send through Salesforce: Users can also send email through Salesforce without integrating with an external email service.
  • Email Relay: Send Salesforce email through your company’s email server.


If your organization is using:

  • Lightning Experience and Gmail, use Send through Gmail.
  • Lightning Experience and Office 365, use Send through Office 365.
  • Either Lightning Experience or Salesforce Classic, and owns the domain (mycompany.com), use either Send through Salesforce or Email Relay.
  • Either Lightning Experience or Salesforce Classic, and doesn’t own the domain (e.g. your email address ends in @outlook.com, @hotmail.com, etc.), use Send through Salesforce.
  • Salesforce Classic and your email address ends in @gmail.com, @aol.com or @yahoo.com, you need to register for a domain that you control, and use this new domain for all of your emails sent from Salesforce due to the Domain-based Message Authentication, Reporting & Conformance (DMARC) policy at Gmail, AOL and Yahoo. Please review this article for more information: Salesforce Outbound Emails Impacted by Google DMARC Policy Adoption
 

Considerations for Using Send through Gmail and Send through Office 365

Send through Gmail and Send through Office 365 allow Gmail and Office 365 Users to send their Salesforce email through their Gmail or Office 365 accounts. This is limited to emails sent through the Lightning Email Composer or certain emails sent via the API. Emails sent through workflow, API, and system emails are sent through Salesforce or Email Relay depending on the configuration.

Emails will be sent using your User’s Gmail or Office 365 inbox, so emails won’t be tagged with sent via or “noreply@salesforce.com on behalf of [sender name]” annotations in the recipient’s inbox. For more, please review Extra info next to sender’s name.

Setup is easy and secure. Each user will be asked to allow Salesforce to send emails through Gmail or Office 365 using the OAuth industry standard; no user credentials are stored. There is no need to set up additional email authentication methods like Sender Policy Framework (SPF) or DomainKeys Identified Mail (DKIM) in your DNS.
 

Additional considerations:

  • Emails sent through workflows and triggers are still sent through Salesforce or Email Relay.
  • Bounce management isn’t supported, so contacts and leads aren’t automatically updated with bounce information. However, you can view bounced emails in your email inbox. If you require bounce management, use Send through Salesforce instead.
  • Email delivery information for Send through Gmail or Office 365 is not available in the email logs. Email logs should be obtained from Gmail or Office 365 instead.
  • Email is sent securely through Transport Layer Security (TLS) to Gmail or Office 365 servers. Gmail or Office 365 settings control TLS from that point onwards.
 
For more information, please review Set Up Send Email from Salesforce with Gmail™ or Office 365™ in the Salesforce Help.
 

Considerations for Using Email Relay

Email relay automatically routes Salesforce-generated emails through your company’s mail service.

Email relaying is configured for your Salesforce org only. Email relaying enables you to store copies of all email for auditing if you set this up with the email routing to your MTA. You can also append content such as standard footers into all emails. Bounce management is also supported.
 

Additional considerations:

  • For bounce management to work, your email server must allow the relaying of email sent from Salesforce.
  • Salesforce send limits still apply to email relaying.
  • Email relaying requires some technical expertise to set up.
For more information about setting up email relaying, please review Set Up Email Relay and Email Relay Best Practices in Salesforce Help.
 

Considerations for Using Send through Salesforce

Your users can send emails through Salesforce without integrating with an external email service. This a great approach if you’re using Salesforce Classic, need bounce management, or aren’t using Gmail or Office 365 with Lightning Experience.
 

Additional considerations:

  • Emails may be flagged as spam by certain email providers if email authentication is not configured properly following the recommendations below.
  • If your company doesn’t own the domain or has bounce management enabled, emails you send may be identified as being sent through Salesforce instead of your inbox:
  • Gmail recipients will see the links if “Enable compliance with standard email security mechanisms” or Bounce Management is enabled. For more, please review Extra info next to sender’s name.
  • Outlook and email clients supporting Sender ID will see “Sent on behalf of [sender name]” if “Enable Sender ID compliance” is enabled.
 
  • If your company owns the domain, note that setting up email authentication methods like Sender Policy Framework (SPF) or DomainKeys Identified Mail (DKIM) in your DNS will ensure better  delivery and acceptance by recipients.  
 

Setup Recommendations for Send through Salesforce


If your email address domain is owned by your company (such as mycompany.com):​
 
  1. Turn OFF “Enable compliance with standard email security mechanisms”
  2. Turn OFF "Enable Sender ID compliance"
  3. Add Salesforce’s SPF record to client’s domain DNS to indicate that Salesforce is an approved sender e.g SPF record: "v=spf1 mx include:_spf.salesforce.com ~all". For more, please review Sender Policy Framework (SPF) and Salesforce SPF records.
  4. Set up DKIM for better deliverability. For more, please review Create a DKIM Key.
 
If your email address domain is not owned by your company and ends in @gmail.com, @aol.com or @yahoo.com, you need to register for a domain that you control, and use this new domain for all of your emails sent from Salesforce due to the Domain-based Message Authentication, Reporting & Conformance (DMARC) policy at Gmail, AOL and Yahoo. For more, please review Salesforce Outbound Emails Impacted by Google DMARC Policy Adoption. Otherwise:
 
  1. Turn ON “Enable compliance with standard email security mechanisms”
  2. Turn OFF “Enable Sender ID compliance”. We recommend enabling Sender ID compliance only if you have recipients using the Sender ID email authentication protocol, which isn’t widely used.
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