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Sending Emails from Your Own Domain

Learn how to send emails from your own domain, verify your From email address, and improve email deliverability in Activity Messenger.

Organization Settings Header
By default, Activity Messenger sends emails from info@activitymessenger.com. When recipients reply, the message goes to your Reply-To email address, usually xxxx@yourdomain.com.

If you want your emails to look like they are sent directly from your organization, you can use your own From email address. This requires verifying your domain and each email address you want to send from.
 

Using your own domain helps you:

  • White-label emails for professional branding
  • Ensure replies reach your inbox
  • Improve deliverability and avoid spam filters

Covered in this guide

Use this section to quickly find the step you need.

Open From Email settings

💡 Before you start

Before verifying your domain, make sure you have:

  • Access to Activity Messenger Organization Settings

  • Access to your domain or DNS provider

  • The domain you want to send from

  • The email addresses you want to verify

  • Help from your website, domain, or IT administrator if you do not manage DNS yourself

From the top navigation bar:

  1. Click the cogwheel beside your Organization name.

  2. Select Modify Organization Settings.

  3. Select the From Email tab.

Access may depend on your user permissions.

From Email

 

How From Email and Reply-To Work

When a recipient receives your email:

  • They see your organization’s name (always, whether the From email is Activity Messenger’s or yours).
  • The From email indicates who sent the message.
  • The Reply-To email is where responses are delivered.

Activity Messenger uses Amazon Web Services (AWS) to securely send emails on your behalf. AWS encrypts messages and ensures reliable delivery.

⚠️  Important: If you have not configured your own From Email, replies usually go to your Reply-To address. However, some email clients may reply to the From Email instead. In those cases, replies may go to Activity Messenger instead of your Organization.

To help replies reach the right inbox, we recommend setting up your own From Email using the guide below.

 

How to Set Up Your From Email

Step 1: Verify Your Domain

Before using your domain for emails, you must prove ownership. Verification requires publishing DKIM and SPF records in your domain’s DNS.

  1. Go to From Email settings.
  2. Enter your domain name (e.g., yourorganization.com) and click Verify.
  3. A table with the required DNS records will appear.
  4. Click Download to save a CSV copy of the records. Send this to your website or email administrator to add the records to your domain (see Step 2 below).
  5. After adding the DNS records, refresh the page to update your verification status.

Once your domain is verified, you can verify individual email addresses.

⚠️ Important: Enter only the root domain, such as yourdomain.com. Do not include www, https://, or a subdomain.

Step 2: Add DNS Records to Your Domain

You may need help from the person who manages your website, domain, DNS, or IT systems.

Follow these steps to add DNS records:

  1. Identify your hosting provider (use WhoIsHostingThis.com if unsure).
  2. Find provider-specific instructions for adding TXT and CNAME records. Common providers include:
    • Google Domains
    • GoDaddy
    • Namecheap
  3. Add the records:
    • 1 TXT record (SPF)
    • 3 CNAME records (DKIM)

⏱️ Note: DNS changes can take several hours to propagate. Activity Messenger will notify you when verification is complete or if it fails.

 

Step 3: Troubleshoot Domain Verification

AWS checks DNS records for 3 days. If verification fails:

  • Ensure DNS records were added correctly. Some providers require appending your domain to the Name field.
  • Make sure you entered the root domain, without “www.” or subdomains.
  • Retry verification: click Remove, re-enter your domain, and click Verify.

Domain verification is required before verifying individual From email addresses.

 

Step 4: Verify Email Addresses

Each From email address you want to use must also be verified:

  1. Enter the email and click Verify.
  2. Check your inbox for a confirmation email from Amazon Web Services (AWS).
  3. Click the verification link.
  4. Refresh the From Email settings page — the email should now show Verified.

 

Step 5: Using Your From Email in Messages

Once verified, your From emails will appear in a dropdown when sending messages.

  • From email: Choose the verified email you want to send from.
  • Reply-To email: Defaults to the From email you selected. You can set it to a personal email if you want replies to go to a different address.

DKIM, SPF, and DMARC Explained

To protect your emails and reduce spam risk, Activity Messenger uses:

DKIM (DomainKeys Identified Mail)

  • Think of it as a digital signature proving your email is legitimate.
  • Recipients’ email servers can verify that the email really came from your domain.

SPF (Sender Policy Framework)

  • A “guest list” that tells email servers which senders are authorized to send on behalf of your domain.

DMARC (Domain-based Message Authentication, Reporting & Conformance)

  • A rulebook that tells email servers what to do if DKIM or SPF checks fail (deliver, spam, or block).

Keeping Important Emails Out of Spam

Gmail:

  1. Move the email out of Spam and mark it as Not Spam.
  2. Add the sender to Contacts.
  3. Create a filter to mark messages from the sender as important or move to Inbox.

Outlook:

  1. Mark emails as Not Junk.
  2. Add the sender to Safe Senders under Settings > Mail > Junk email.
  3. Remove from Blocked Senders if necessary.
  4. Create a Rule to always move emails from this sender to Inbox.

Related guides

  • Identity & Branding Setup

  • Messaging Defaults

  • Communications 101: Foundational Concepts & Managing Unsubscribes

  • Communications 103: Creating & Sending Messages

  • Personal Information and Electronic Message Laws in Canada and the USA