Identifying all company mail streams and sending tools requires a multi-faceted approach incorporating technical configurations, administrative tools, communication with relevant personnel, and ongoing monitoring. DMARC aggregate reports and DMARC monitoring services provide critical insights into email sending sources and authentication status. Sysadmins and DNS records offer valuable information about mail streams, while email log searches within Google Workspace Admin and Message Trace in Microsoft Exchange help track messages. Regularly auditing systems and applications, including internal mail relays, third-party services, and even IoT devices, is essential. Implementing a comprehensive email authentication strategy (SPF, DKIM, DMARC) and utilizing email testing tools further enhance visibility and control over email streams. A proactive approach is necessary to mitigate risks associated with unauthorized sending and shadow IT.
10 marketer opinions
Identifying all company mail streams and sending tools is crucial for maintaining control over sending reputation, preventing unauthorized sending, and ensuring email deliverability. Key strategies include leveraging DMARC aggregate reports, performing comprehensive email infrastructure audits, reviewing DNS records (SPF, DKIM, DMARC), and using third-party email analysis tools. Auditing internal mail relays, applications, and third-party services is also essential, as is regularly reviewing email sending practices and user accounts. Utilizing email testing tools to analyze email headers helps uncover potential deliverability issues and identifies all mail streams, both legitimate and unauthorized.
Marketer view
Email marketer from Reddit suggests using third-party email analysis tools to identify all sending sources. These tools analyze email headers and DMARC reports to provide a comprehensive overview of your email streams, including those you may not be aware of.
18 Oct 2021 - Reddit
Marketer view
Email marketer from EmailOnAcid recommends performing a comprehensive email infrastructure audit to identify all email sending sources. This audit should include reviewing SPF, DKIM, and DMARC records, as well as examining internal systems and applications that send emails.
21 Apr 2023 - EmailOnAcid
4 expert opinions
Identifying all company mail streams involves a multi-faceted approach encompassing technical configuration, communication, and monitoring. Checking SPF records and consulting with sysadmins can reveal overlooked mail streams. Implementing a comprehensive email authentication strategy with SPF, DKIM, and DMARC, coupled with regular monitoring of DMARC reports, provides visibility into sending sources. Utilizing DMARC monitoring services further aids in tracking email streams. Additionally, auditing all systems and applications capable of outbound connections, including servers, marketing platforms, and even IoT devices, is crucial for uncovering unexpected mail streams and mitigating risks associated with shadow IT.
Expert view
Expert from Spam Resource explains that implementing a comprehensive email authentication strategy, including SPF, DKIM, and DMARC, is crucial for identifying and managing all email streams. This involves setting up these authentication methods and regularly monitoring DMARC reports to gain visibility into all sending sources using your domain.
16 Mar 2024 - Spam Resource
Expert view
Expert from Spam Resource recommends using a DMARC monitoring service to help identify and track all email streams using your domain. These services provide detailed reports on sending sources, authentication results, and potential security issues, making it easier to identify both legitimate and unauthorized email streams.
10 Jun 2025 - Spam Resource
4 technical articles
Identifying company mail streams and sending tools involves utilizing administrative tools and email authentication protocols. Google Workspace provides the Email log search within the Admin console to track messages. Microsoft Exchange Online offers Message Trace in the EAC. SPF records list authorized mail servers, aiding in the prevention of unauthorized sending. DKIM signatures help ensure emails are properly authenticated, making it easier to identify legitimate streams.
Technical article
Documentation from DKIM explains that DKIM (DomainKeys Identified Mail) signatures can help identify legitimate email streams. By implementing and monitoring DKIM, you can ensure that emails sent from your domain are properly authenticated, making it easier to identify unauthorized sending sources.
27 Nov 2021 - DKIM
Technical article
Documentation from Google Workspace Admin Help explains that you can use the Email log search in the Google Admin console to track messages sent from your domain. This tool allows you to filter by sender, recipient, date, and other criteria to identify all email streams originating from your organization's Google Workspace accounts.
27 Mar 2024 - Google Workspace Admin Help
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