What is Email Authentication? Methods and How to Do It?

In a world where almost every single email we do is connected through email, no wonder that email has become a prime target for cybercriminals, and here the solution is email authentication.

From phishing scams and malware distribution to impersonating legitimate businesses and duping unsuspecting users, malicious actors are constantly devising new tricks to emulate their legitimate counterparts and pass them off as genuine to leery users. Email authentication comes into play here as a key line of defense to protect your brand, as well as your inbox.

What is Email Authentication?

Email authentication is a process to ensure that an email message is authentic and that the sender has the right to send emails on a domain's behalf. The core purpose of email authentication is to prevent malicious individuals from pretending to be trusted organizations or entities in order to commit scams, propagate malware, or perform phishing attacks.

There are several techniques for authenticating emails, which provide layers of security to make sure that an email message does not change while it is in transit. By making sure that emails are authenticated properly, you minimise the risk of spam emails ending up in your inbox or being sent from your domain.

Why is Email Authentication Important?

1. Protects Your Brand Reputation: Poorly authenticated emails can result in your domain being exploited in phishing or spoofing attacks. This can harm your brand’s reputation and erode trust with customers.

2. Improved Phishing Protection: Phishing is one of the most prevalent email-based cybercrimes. Email authentication helps prevent malicious actors from masquerading as a legitimate organization to mislead users.

3. Improves Deliverability: Emails that successfully pass authentication checks are more likely to arrive in the inbox instead of being flagged as spam. This enhances communication and makes sure that your mails reach their intended recipients.

4. Enhances Security: Email authentication helps keep email communications secure from cybercriminals by authenticating the sender’s identity and validating that the email content hasn’t been altered.

Methods of Email Authentication

There are a number of popular email authentication methods, and each has an important role to play in validating the credibility of your emails. Let's look at the most popular email authentication protocols:

1. SPF (Sender Policy Framework)

SPF is a protocol for email authentication that checks if the sender's IP address is allowed to send emails at the behest of a particular domain. When you set up SPF, you define a DNS record that contains the mail servers authorized to send emails on your domain's behalf. If you send an email from a server not specified in the SPF record, it is deemed suspicious.

How it works:

• When a receiving mail server gets an email, it checks the SPF record of the domain in the “From” address.
• If the sending server’s IP matches the SPF record, the email is deemed authenticated.
• If it doesn’t match, the email may be marked as spam or rejected.

2. DKIM (DomainKeys Identified Mail)

DKIM places a digital signature on your messages so that the email will not have been changed in transit. When sending an email, the sender's mail server uses a private key to generate a distinct signature for the headers of the email. The receiving server would then be able to verify using the corresponding public key (which is stored in the sender's DNS records) that the email is in one piece and without modifications from the anticipated domain.

How it works:

• The sender’s server signs the email with a private key.
• The recipient server verifies the signature against the public key in the sender's DNS record.
• If they match, the email is considered authentic.

3. DMARC (Domain-based Message Authentication, Reporting & Conformance)

DMARC is a protocol for email authentication that fortifies DKIM and SPF by offering an extra layer of security. DMARC enables domain owners to specify how their email should be handled in case it doesn't pass SPF or DKIM. DMARC also offers feedback reports, which enable domain owners to track any abuse of their domain.

How it works:

• DMARC utilizes the outcomes of SPF and DKIM checks to decide whether an email has to be accepted, quarantined, or rejected.
• Domain owners can set up DMARC records that instruct email providers on how to manage emails that fail authentication.
• Additionally, reports are sent to the domain owner, providing insights into possible issues with email authentication.

4. BIMI (Brand Indicators for Message Identification)

BIMI is a newer email authentication protocol that allows organizations to display their logo next to authenticated emails. This enables recipients to easily identify valid emails from trusted senders. To use BIMI, your domain first needs to have DMARC in place, and you must publish a logo in a particular format in your DNS records.

How it works:

• When a recipient gets an email that successfully passes DMARC authentication, the email client shows the sender’s logo.
• This boosts brand visibility and assists users in easily identifying legitimate emails.

How to Perform an Email Authentication Check

Performing an email authentication test is necessary to make sure that your emails are being sent securely and are not being used for fraudulent activities. The good news is that there are several tools that can help you with this.

1. Email Authentication Checker
   An email authentication checker is a utility that checks if your emails are passing SPF, DKIM, and DMARC checks. Using such a utility, you can ensure that your domain is properly authenticated and that emails originating from your domain are authentic. Some of these utilities also provide recommendations for improving your email authentication configuration.
2. Email Checker Tools
   Numerous email checker tools are accessible online to help you evaluate your domain’s email security. These tools examine your DNS records and verify the proper configuration of SPF, DKIM, and DMARC. They will also assist you in identifying any potential issues that could impact email delivery or security.
3. Email Authentication Check
   Regular email authentication checks are crucial for ensuring email security and deliverability. By conducting an authentication check on your outgoing emails, you can confirm that your messages are correctly authenticated and won’t be flagged by spam filters. These checks also allow you to keep an eye out for any unauthorized use of your domain in malicious emails.

How to Set Up Email Authentication

Setting up email authentication requires configuring your domain’s DNS records for SPF, DKIM, and DMARC. Here’s a general overview of the steps involved:

1. Set up SPF:
   • Log in to your domain registrar or DNS provider.
   • Create an SPF record to indicate which mail servers are authorized to send emails on your behalf.
   • Publish the SPF record in your domain’s DNS settings.
2. Set up DKIM:
   • Generate a DKIM key pair (private and public).
   • Publish the public key as a TXT record in your DNS settings.
   • Configure your email server to sign outgoing emails with the private key.
3. Set up DMARC:
   • Create a DMARC record in your DNS settings.
   • Specify the policy for handling emails that fail authentication (e.g., reject, quarantine, or none).
   • Optionally, provide an email address to receive DMARC reports.
4. Test and Monitor:
   • Use an email authentication checker to test your email’s authentication setup.
   • Regularly monitor your DMARC reports for any issues or potential abuse.

Conclusion

Email authentication is a vital component of email security. By implementing SPF, DKIM, and DMARC, you can safeguard your brand, enhance email deliverability, and minimize the risk of email-based cyber threats. Regular email authentication checks using email authentication checkers and email checker tools will help ensure that your emails are secure and trustworthy.

In the realm of digital communication, taking the time to properly authenticate your emails is a wise investment in your email security strategy.

If you're uncertain about whether your email system is properly authenticated, using the right tools and regularly conducting checks is the best way to ensure your protection. Stay safe and secure in your digital communications!

FAQs

1. What are the authentication methods for the email server?

Key email authentication methods include:

• SPF: Verifies the sender's IP address.
• DKIM: Adds a digital signature to ensure the email hasn't been tampered with.
• DMARC: Combines SPF and DKIM, specifying how to handle emails that fail checks.
• BIMI: Displays a brand’s logo next to authenticated emails.

2. How do I get email authentication?

To obtain email authentication, configure your domain’s DNS settings with records for SPF, DKIM, and DMARC. This involves specifying authorized mail servers, creating DKIM keys, and setting up DMARC policies.

3. What does authenticating mean in an email?

Authenticating an email means verifying the sender’s identity and ensuring the email hasn't been altered during transit, using methods like SPF, DKIM, and DMARC.

4. Why Do Businesses Need DMARC?

Businesses need DMARC to protect their brand from email fraud, control how unauthenticated emails are handled, and receive reports on potential abuse of their domain.

5. How Does Multi-Factor Authentication Enhance Email Security?

Multi-factor authentication (MFA) enhances email security by requiring a second form of identification (e.g., a code sent to your phone), making it more difficult for hackers to access email accounts even if they have the password.