Configuring Microsoft 365 DNS Records: A Comprehensive Validation Guide

Configuring Microsoft 365 DNS Records: A Comprehensive Validation Guide

**Description:**This guide provides a clear, step-by-step walkthrough for shared hosting customers to correctly add and verify the DNS records required for Microsoft 365 (formerly Office 365) domain validation. It covers the entire process, highlights common configuration challenges, and offers effective troubleshooting and validation techniques.

Table of Contents

• Introduction
• Prerequisites
• Microsoft 365 DNS Record Types
• Step-by-Step DNS Configuration
  • 1. Locate Your DNS Zone Editor in cPanel
  • 2. Add the Initial TXT (Verification) Record
  • 3. Add MX, CNAME, and Additional Records
  • 4. Save and Review Your Changes
• Verifying DNS Record Propagation
• Common Configuration Challenges & Troubleshooting
• Useful Tools and Resources
• Summary

Introduction

Microsoft 365 requires specific DNS records to be added to your domain's DNS zone to verify domain ownership and enable email and other services. As a shared hosting customer at Brixly, you can add and manage these records via your cPanel account—no server admin access is required.

Prerequisites

• Access to your domain’s cPanel account
• Microsoft 365 admin portal access (to retrieve DNS records)
• Your domain is using Brixly’s nameservers (recommended for seamless DNS management)

Microsoft 365 DNS Record Types

During setup, Microsoft 365 typically requires you to add the following record types:

• TXT Record: For domain ownership verification
• MX Record: Directs email to Microsoft 365
• CNAME Records: For services like Autodiscover, Teams, etc.
• SRV Records: For Skype for Business/Teams
• SPF, DKIM, DMARC (TXT Records): For improved email deliverability and security

Step-by-Step DNS Configuration

1. Locate Your DNS Zone Editor in cPanel

1. Log in to cPanel for your domain.
2. Under the Domains section, click on Zone Editor.
3. Find your domain and click Manage.

2. Add the Initial TXT (Verification) Record

1. In your Microsoft 365 admin center, locate the TXT record provided for verification.Example:
   • Type: TXT
   • Name/Host: @ or your domain (e.g., example.com)
   • Value: MS=ms########
2. In cPanel’s Zone Editor:
   • Click Add Record > Add TXT Record.
   • For Name, enter @ or leave blank (cPanel will auto-fill your domain).
   • For Record, paste the MS=ms######## value.
   • Leave TTL as default or set to 1 hour.
   • Click Save Record.

Type: TXT
Name: @
Value: MS=ms12345678
TTL: 3600

3. Add MX, CNAME, and Additional Records

Microsoft 365 provides a list of records. Enter each as follows:

Example: Adding the MX Record

1. Retrieve your MX record from Microsoft 365 (e.g., example-com.mail.protection.outlook.com).
2. In cPanel Zone Editor, click Add Record > Add MX Record.
3. Enter:
   • Priority: As specified (usually 0 or 1)
   • Destination: The value from Microsoft (e.g., example-com.mail.protection.outlook.com)
   • Name: @ or your domain

Type: MX
Name: @
Priority: 0
Destination: example-com.mail.protection.outlook.com
TTL: 3600

Example: Adding a CNAME Record

1. For each CNAME (e.g., autodiscover, sip, etc.):
   • Name: e.g., autodiscover
   • Record: e.g., autodiscover.outlook.com
   • TTL: 3600

Type: CNAME
Name: autodiscover
Record: autodiscover.outlook.com
TTL: 3600

Repeat for all CNAME and SRV records as instructed by Microsoft 365.

4. Save and Review Your Changes

• After adding all records, review the Zone Editor list to confirm accuracy.
• Remove any old or conflicting records (especially old MX or autodiscover records).
• Changes may take some time to propagate (see below).

Verifying DNS Record Propagation

• Propagation time: Allow up to 24 hours, though many changes apply sooner.
• Check your DNS:
  • Use MXToolbox to check MX, TXT, and CNAME records.
  • Use DNS Checker for global record checks.
• In Microsoft 365 admin portal: Click Verify after allowing for propagation.

Common Configuration Challenges & Troubleshooting

1. Records Not Detected by Microsoft 365

• Propagation Delay: Wait at least 1–4 hours, then re-check.
• Incorrect Name/Host:
  • For cPanel, @ means your root domain.
  • Do not include your domain in the Name field unless instructed.
• Conflicting Records:
  • Remove any old MX, CNAME, or TXT records that might conflict.
• Nameserver Mismatch:
  • Ensure your domain uses Brixly-assigned nameservers.
    • Use WHOIS Lookup to confirm.

2. Email Not Working After MX Change

• Wrong MX Priority or Value: Double-check with Microsoft’s instructions.
• Multiple MX Records: Ensure only the Microsoft 365 MX is present (unless you intentionally use multiple mail providers).
• SPF Record Conflicts:
  • Only one SPF (TXT) record is allowed—combine values if needed.

3. CNAME or SRV Record Issues

• Formatting:
  • For CNAMEs, use the short subdomain (e.g., autodiscover, not autodiscover.example.com).
  • For SRV, ensure all fields (service, protocol, priority, weight, port, target) are correct.

Useful Tools and Resources

• cPanel Zone Editor: For DNS record management
• MXToolbox: https://mxtoolbox.com/Check MX, TXT, and CNAME records
• DNS Checker: https://dnschecker.org/Global propagation status
• Microsoft 365 DNS Setup Guides:Official Microsoft Docs
• Brixly Knowledge Base:Email Hosting Guides

Summary

Configuring Microsoft 365 DNS records on your Brixly-hosted domain is straightforward when following these steps:

• Retrieve records from Microsoft 365 admin center
• Use cPanel’s Zone Editor to add or update DNS records as specified
• Allow time for DNS propagation, and verify changes with recommended tools
• Troubleshoot using the guidance above if issues arise

If you continue to experience difficulties, please submit a support ticket via your Brixly client area with full details of your domain and the records you’ve added. Our team is here to help!