What's on this page:IntroductionQualtrics “From” AddressesSetting up an SPF RecordSetting Up an SMTP Relay
The email address you use to send email messages has a large effect on your email deliverability and open rates. By default, emails sent through Qualtrics come from the email@example.com email address. If this does not work for your studies, you can change the address in three ways:
- Use any of the Qualtrics “From” addresses.
- Set up a SPF (Sender Policy Framework) Record.
- Set up a SMTP (Simple Mail Transfer Protocol) Relay.
Qualtrics “From” Addresses
Qualtrics owns a set of email domains (relevant domains listed below). We can send email messages from any of these domains and maintain high email deliverability. If we were to send email messages from an email domain that we do not own, email providers like Gmail and Yahoo will mark the emails as potentially fraudulent, and the emails would likely end up in the junk folder.
Any of the following email domains can be used to send out a survey without extra setup. Simply add your own custom local-part (the text before the @ symbol) to the domain and change the ‘From:’ field in your email editor to your new email address.
Default Email Domains
Setting up an SPF Record
SPF (Sender Policy Framework) is a policy designed to address email domain ownership issues. It allows owners of a domain to grant permission for specified entities to use that email domain. SPF record is just a bit of code placed on a domain and acts a permission slip of sorts. When a permitted server sends an email using the domain, email providers will see the SPF record and allow the emails through. Without the SPF record, the email providers are more likely to mark those emails as spam.
When you set up an SPF record with Qualtrics, only emails that your organization creates and sends will use your domain.
Creating an SPF (Sender Policy Framework) record
To create an SPF Record, a domain administrator from your IT department should add the following entry to the domain. Once complete, Qualtrics Support will verify that the SPF record has been set up correctly.
Name: <whatever domain email is being sent from>
VALUE (with quotes): “v=spf1 include:_spf.qualtrics.com ?all”
Setting Up an SMTP Relay
SMTP (Simple Mail Transfer Protocol) is a protocol that allows you to transfer all Qualtrics emails to your own email server first and then send the email to your recipients from your server automatically (and using your own email domains).
Setting up an SMTP connection
To connect to your mail server through SMTP, Qualtrics will need just four pieces of information:
- IP Address or Domain (Required)
- Server Port (Required)
- Username (Usually required, depending on your server configuration. For security purposes we recommend having a separate username and password specifically for Qualtrics access.)
- Password (Usually required, depending on your server configuration)
In addition, you can provide two optional details:
- Whether or not to force encryption (SSL/TLS). By default, encrypted transmissions are attempted, but unencrypted transmissions are allowed.
- What default “From” address should be used on outgoing emails. By default, emails will come through from whatever address is used to set up the mailing in Qualtrics. The “From” address will also be used to send collaboration emails and email triggers, as well as to receive any bounceback messages.
The SMTP server must be a high volume email server capable of
- Handling multiple simultaneous connections from Qualtrics
- Sending multiple emails per second (a <150ms response time is desirable)
- Responding to our requests.
If you have any questions about whether your server meets these specifications, reach out to your IT department.