Connecting a Custom Domain to IceWarp Cloud (less than 300 users)

This guide explains how to connect your own custom domain to IceWarp Cloud.

After completing the setup, you will be able to create user accounts under your domain and use IceWarp Cloud to send and receive email.

The procedure is intended for IceWarp Cloud administrators managing instances with fewer than 300 users.

SUMMARY

Connecting a custom domain to IceWarp Cloud consists of three main stages:

1. Add the domain in the IceWarp Cloud Domains application.

2. Verify ownership by creating the unique TXT record.

3. Add and validate the five required IceWarp Cloud DNS records.

The required service records are:

Once ownership and all required DNS records have been validated, the domain is ready for use. You can then create user accounts and use IceWarp Cloud to send and receive email under your own domain.

BEFORE YOU BEGIN

To complete the setup, you need:

• An IceWarp Cloud account with administration permissions

• Ownership of the domain you want to connect

• Access to the DNS management system for the domain

DNS records are usually managed through your domain registrar, hosting provider, or a dedicated DNS hosting service.

You must be able to create and modify DNS records. Without access to the domain's DNS configuration, the setup cannot be completed.

1. OPEN THE DOMAINS APPLICATION

The Domains application is used to manage domains connected to your IceWarp Cloud instance.

Log in to the IceWarp WebClient using an account with administration permissions.

From the main WebClient screen, open the Apps panel on the left and select Settings.

In the Settings application, open the Domains application.

2. KEEP THE DEFAULT ICEWARP CLOUD DOMAIN

In the domain list, you should already see a domain ending in:

`onice.io`

This is the default domain assigned to your IceWarp Cloud instance.

The default `onice.io` domain is mandatory and must remain connected to the instance. Do not remove it from the domain list.

3. ADD YOUR CUSTOM DOMAIN

To connect your own domain, click Add new domain in the upper-left corner of the Domains application.

Enter the full domain name you want to use.

For example:

`nfm.yt`

Make sure that the domain name is entered correctly. A typing error would result in DNS records being generated for the wrong domain.

Once the domain name has been entered, click Continue in the bottom-right corner.

4. VERIFY DOMAIN OWNERSHIP

Before IceWarp Cloud can activate the domain, you must confirm that you own it or that you are authorized to manage its DNS configuration.

IceWarp Cloud verifies domain ownership by asking you to create a unique TXT record in the domain's DNS configuration.

The record will typically have values similar to the following:

Always use the exact values displayed in your IceWarp Cloud administration. The verification value is unique for your domain and instance.

5. ADD THE VERIFICATION RECORD TO YOUR DNS

Log in to the service where the DNS records for your domain are managed.

This may be:

• Your domain registrar

• Your web hosting provider

• A dedicated DNS provider

Create a new TXT record and enter the values exactly as they appear in IceWarp Cloud.

Depending on your DNS provider, the record name may also be called:

• Host

• Hostname

• Alias

• Record name

For the root domain, some providers expect the `@` symbol, while others require the field to remain empty.

Do not enter a different value unless your DNS provider specifically documents a different format for root-domain records.

Save the new TXT record.

6. WAIT FOR OWNERSHIP VALIDATION

After the TXT record has been created, it may take some time before the DNS change becomes publicly available.

IceWarp Cloud automatically checks for the required verification record in a repeated cycle. Once the correct TXT record is detected, domain ownership validation will be completed automatically.

You do not need to keep the validation screen open.

You can close the window, continue working, and return to the Domains application later to check the validation status.

DNS changes may appear within a few minutes, but the actual time depends on your DNS provider and its propagation process.

7. CONFIGURE ICEWARP CLOUD DNS RECORDS

After ownership has been successfully verified, the next step is to configure the domain to use IceWarp Cloud services.

IceWarp Cloud provides two methods for completing this step:

1. Download and import a DNS zone file

2. Create the DNS records manually

USING A DNS ZONE FILE

IceWarp Cloud allows you to download a DNS zone file containing the required records.

When your DNS provider supports zone file imports, you can upload this file into its DNS management system.

Importing the zone file may make the setup faster and reduce the risk of typing errors.

However, not every DNS provider supports zone file imports. In that case, create the records manually using the values shown in IceWarp Cloud.

CREATING THE RECORDS MANUALLY

The setup screen displays a table containing all required DNS records.

For each record, copy the following information carefully:

• Record type

• Record name

• Record value or destination

• TTL

• Priority, where applicable

Use the exact values generated for your domain.

8. ADD THE FIVE REQUIRED DNS RECORDS

Five DNS records are required for a complete IceWarp Cloud configuration.

AUTODISCOVER CNAME RECORD

The Autodiscover record helps supported email applications automatically identify the correct server and account settings.

This simplifies account setup for users because they may not need to enter all server details manually.

MAIL MX RECORD

The MX record directs incoming email for your domain to IceWarp Cloud.

Without the correct MX record, messages sent to users under your domain will not be delivered to the IceWarp Cloud server.

The MX record includes a priority value. Make sure that the priority matches the value displayed in IceWarp Cloud.

If your domain already has MX records for another email provider, review them carefully. Leaving old MX records in place may cause messages to be routed to the wrong service.

DKIM CNAME RECORD

The DKIM record enables email signing for outgoing messages.

DKIM allows receiving mail servers to verify that an email was legitimately sent on behalf of your domain and that the message was not modified during delivery.

The DKIM record provided by IceWarp Cloud is created as a CNAME record.

SPF TXT RECORD

The SPF record identifies IceWarp Cloud as an authorized service for sending email on behalf of your domain.

SPF helps receiving servers distinguish legitimate messages from messages sent by unauthorized systems.

Before creating the record, check whether your domain already has an SPF record.

A domain should normally have only one SPF record. When an SPF record already exists, it may need to be updated rather than adding a second one.

Use the value displayed in IceWarp Cloud and make sure that any other legitimate sending services used by your organization remain included where necessary.

DMARC TXT RECORD

The DMARC record defines how receiving mail systems should handle messages that do not pass SPF or DKIM authentication checks.

It also helps protect your domain against email spoofing and unauthorized use.

Create the DMARC TXT record exactly as displayed in the Domains application.

9. CHECK DNS RECORD FORMATTING

DNS management systems may use slightly different terminology and formatting.

Pay particular attention to the record name.

Some providers automatically add your domain name to the end of the value entered into the name or hostname field.

For example, when IceWarp asks you to create a record such as:

`autodiscover.example.com`

your provider may expect only:

`autodiscover`

Entering the full domain name when the provider adds it automatically could result in a duplicated record such as:

`autodiscover.example.com.example.com`

Always review the final record shown by your DNS provider.

Also verify:

• The correct record type is selected

• CNAME destinations are entered exactly

• TXT values are not unintentionally modified

• The MX destination is correct

• The MX priority matches the IceWarp value

• No domain name has been duplicated

• Existing records do not conflict with the new IceWarp records

10. SAVE THE DNS CHANGES

After all five required records have been entered, save the changes in your DNS management system.

DNS updates are not always visible immediately.

Depending on the DNS provider and configured TTL values, validation may take anywhere from a few minutes to several hours.

IceWarp Cloud will continue checking the records automatically.

You may close the setup window and return later. The Domains application will show which records have been successfully detected and whether any records still require attention.

11. COMPLETE THE DOMAIN SETUP

The setup is complete when:

• Domain ownership has been successfully verified

• The Autodiscover CNAME record has been detected

• The Mail MX record has been detected

• The DKIM CNAME record has been detected

• The SPF TXT record has been detected

• The DMARC TXT record has been detected

Once all required records are in place and successfully validated, the custom domain becomes connected to your IceWarp Cloud instance.

The domain can then be used for incoming and outgoing email.

12. CREATE USER ACCOUNTS

After the domain setup has been completed, open the Domains application and select the newly added domain.

You can then begin creating user accounts under the custom domain in the usual way.

For example, if the connected domain is:

`example.com`

you can create addresses such as:

`user@example.com`

The new accounts will use IceWarp Cloud for sending and receiving email.

TROUBLESHOOTING

DOMAIN OWNERSHIP IS NOT BEING VALIDATED

Check that:

• The TXT record was created for the correct domain

• The record type is TXT

• The name is set to `@` or left empty as required by your provider

• The verification value exactly matches the value shown in IceWarp

• No spaces or quotation marks were unintentionally added

• The validation deadline has not passed

DNS propagation may also require additional time.

A REQUIRED DNS RECORD IS NOT DETECTED

Compare the record in your DNS provider with the value shown in IceWarp Cloud.

Check for:

• Incorrect record type

• Typing errors

• A duplicated domain name

• Missing MX priority

• Incorrect CNAME destination

• An old or conflicting DNS record

• Multiple SPF records

INCOMING EMAIL IS NOT WORKING

Confirm that the MX record points to the exact destination provided by IceWarp Cloud.

Also check whether older MX records from a previous email provider are still active.

OUTGOING MESSAGES FAIL AUTHENTICATION

Confirm that the SPF, DKIM, and DMARC records have been created correctly and successfully detected by IceWarp Cloud.

DNS authentication changes may take some time to propagate.