Redtail-hosted Email: Post Setup Next Steps

Thank you for choosing Redtail for your Email Hosting needs. Now that your requested email setup with Redtail has been completed on our end, there are two steps you will need to complete in order to finish the process of migrating your email hosting services to Redtail. Please contact the company where your domain name is registered and have them:


Step 1: Change the MX record to  (What is an MX Record?)

Note: Make sure all other MX records are removed.


Step 2: Set the SPF String to: v=spf1 ip4: ip4: ~all   (What is an SPF String?)

Note: The adding of the SPF String will help prevent your outgoing email from being marked as spam. 


After you have confirmed the MX Record has been updated and it has propagated to the internet, you can then configure your mail client and mobile devices for use with your newly hosted Redtail email address(es). For detailed setup instructions, please visit our Helpdesk. There you will find instructions for Outlook, Thunderbird, Apple Mail (Mac) and the Zimbra Connector for Outlook (ZCO).

Redtail Email Support suggests users utilize the Zimbra Connector for Outlook (ZCO) if you choose to utilize Outlook as your email client. You can find an in depth explanation of this setup here.


Redtail's mail server settings

Incoming Email:

IMAP Server: 
IMAP Ports: 993 (SSL)

POP Server: 
POP Ports: 995 (SSL)

Outgoing Email:

SMTP Server: 
SMTP Ports: 465 (SSL)



For information on how to access your email via the internet using our webmail client, click here.


Email History

For information on how to view archived emails within the CRM, click here.

Please make note that the the Email History can take up to 72 hours to be enabled, as this is completed in a separate step after the setup has been completed. It is important to know that there are two viewing permission roles related to CRM users and what emails the user can see. Those roles are outlined below:


Email Admin - By default only the database owner's viewing permissions are set to Email Admin. This role allows for the user to view all email correspondence that is linked to contact records within the CRM.

Non-Admin - By default all other users' viewing permissions are set to Non-Admin, which only allows the users to see the email communications that they are included on. This covers both inbound and outbound.


In order for Redtail to set the email viewing permissions from Non-Admin to Email Admin for users of the database, the database owner must contact Redtail Support to place the request and provide a list of users to be set to Email Admin.


Frequently Asked Questions

What is an MX Record?
What is an SPF String?
Redtail Email Hosting: What to Expect Post-Migration

For more Frequently Asked Questions, visit here.


Helpful Documentation

Configuring Your MX Record:
Adding an SPF String:
Configuring Your MX Record: Network Solutions

For more Helpful Documentation, visit here


Feel free to reach out to us for answers to any questions that you may have as well as assistance with the migration.


Phone: 800.206.5030, option 3 for Support

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