At UGent, we enforce a strict no-tolerance spam policy. Therefore, to ensure successful delivery of your emails to our UGent users, you must comply with the guidelines below.
Important: Delivery issues will persist, and our support team will be unable to assist until the administrator of the sending email server takes action to fully comply with these guidelines.
Guidelines:
1. Ensure that your mail server and client have the correct time and date settings as specified in RFC 5322.
2. Ensure that the following email headers in your message are syntactically correct: Date:, From:, To:, Reply-To:
3. Ensure that the following headers in your email are limited to one each: Bcc:, Cc:, Date:, From:, To:, Reply-To:, Subject:.
4. Immediately remove hard-bounced email addresses from your mailing list.
5. Ensure that your mail server has a static IP address.
6. Maintain valid DNS records for your domain pointing to your IP address and valid reverse DNS records of your IP address pointing to your domain. You can check your DNS configuration at https://intodns.com/.
7. Verify that your domain has a correctly configured MX or A record. You can check your MX configuration at https://mxtoolbox.com/.
8. Confirm that your email server always sends a valid HELO/EHLO value (fully qualified domain name) as specified in RFC 5321. You can check your HELO at https://www.abuseat.org/helocheck.html.
9. Ensure that your mail server(s) IPs are not listed on any known spammers' lists, such as spamhaus.org.
10. Make sure that DKIM, SPF, DMARC, MTA-STS, and BIMI are correctly configured for your email domain. Refer to https://www.usebouncer.com/email-authentication-methods-the-basics-behind-spf-dkim-dmarc-and-bimi/ for more information.
Tools:
Currently, we recommend using these tools to verify that your mail configuration is correct:
If you need to create a private email address in Sap My Apps but you don’t have a private email address (from your provider, Google, Hotmail, etc.), you can create one using the following guide.
For creating a Gmail address, we refer to the information from Google itself as this information can change without us having any influence on it. See https://support.google.com/mail/answer/56256?hl=en
If you want to use an email account from MS, the procedure is below (this guide is also subject to changes by MS)
Creating an account Creating an account works like this: Go to login.live.com Click on ‘No account?’ on Create one
Click on Create New Email Address. (Do you want to link the address? Then type the existing email address that you want to link to the Microsoft account.)
Type the name you want to use for the new email address. The address ends with @outlook.com. This is already filled in. (If the email address is already in use, a message will appear. Then type a new email address and click Next again.)
Click on Next.
Think of a strong password and type the password.
Click on Next.
Microsoft wants to receive some more information. Type your first name.
Click on Last Name and type your last name.
Click on Next.
Click on the dropdown menus under ‘Date of Birth’ to fill in the day, month, and year of birth.
Click on Next.
If you are linking an existing email address, Microsoft will send a code to the email address that is linked to the account. Type the code from the mail into the ‘Enter Code’ field and click on Next.
Microsoft wants to make sure that a person is creating the account and not a robot. Therefore, you have to solve a puzzle.
Click on Next.
Click on the correct solution.
Click on Continue.
The email address and account have been created. You see the homepage of your new Microsoft account.
Also, add the sender to the safe senders list. To do this, go to https://outlook.office.com/mail/ and refer to the attached screenshot on how to proceed. Open a previous email from the sender, click on the three dots on the right ①, then click on Block ②, and choose 'Never block' ③.
Having problems sending UGent e-mail? Check your SMTP settings first. In some e-mail clients, the SMTP settings of another e-mail account (Proximus, Telenet, ...) are sometimes incorrectly used to send UGent e-mail.
As a result, e-mails are not sent. Conversely, emails from other personal accounts cannot be sent using the UGent SMTP settings.
