Email Source Discovery

Before implementing DMARC enforcement, you must identify all legitimate sources sending email from your domain. Missing even one source can cause delivery failures.

Pre-Implementation Audit Checklist

Complete this checklist before moving to DMARC enforcement:

Infrastructure

• [ ] Primary mail server(s) / email provider
• [ ] Backup/secondary MX servers
• [ ] On-premises mail servers (if any)
• [ ] Mail relay servers

Business Applications

• [ ] CRM system (Salesforce, HubSpot, etc.)
• [ ] Marketing automation platform
• [ ] Support/helpdesk system
• [ ] E-commerce platform
• [ ] ERP/accounting system notifications

Transactional Email

• [ ] Password reset emails
• [ ] Order confirmations
• [ ] Shipping notifications
• [ ] Invoice/billing emails
• [ ] Account notifications

Development & Operations

• [ ] Application error alerts
• [ ] Monitoring/alerting systems
• [ ] CI/CD pipeline notifications
• [ ] Log aggregation alerts
• [ ] Server notifications (cron jobs, etc.)

Internal Tools

• [ ] HR systems
• [ ] Internal wikis/documentation
• [ ] Project management tools
• [ ] Calendar/scheduling systems
• [ ] Intranet applications

Third-Party Services

• [ ] Survey tools
• [ ] Webinar platforms
• [ ] Social media management
• [ ] Press release distribution
• [ ] Partner/vendor systems

Finding All Outbound Email Sources

Method 1: DMARC Report Analysis

The most reliable method is analyzing DMARC aggregate reports.

1. Publish a monitoring DMARC record:

v=DMARC1; p=none; rua=mailto:your-id@reports.mailshield.app

2. Wait 2-4 weeks for comprehensive data

3. Review reports in MailShield:

   • Go to your domain's Reports section
   • Check the Senders breakdown
   • Review all source IPs and hostnames

4. Categorize each source:

Source IP/Host	Identified As	Action Needed
209.85.x.x	Google Workspace	Already configured
168.245.x.x	SendGrid	Add SPF include
Unknown	Investigate	Determine if legitimate

Method 2: Email Server Logs

If you manage your own mail servers, analyze outbound logs:

Postfix:

grep "status=sent" /var/log/mail.log | awk '{print $7}' | sort | uniq -c

Exchange: Review Message Tracking Logs in Exchange Admin Center.

Method 3: Network Analysis

Review firewall logs for outbound SMTP traffic (port 25, 465, 587):

• Identify all internal IPs sending email
• Match to servers/applications
• Document unexpected sources

Method 4: DNS Audit

Check existing SPF record for clues:

dig TXT yourdomain.com +short

Each include: mechanism represents a known sender.

Inventory Template

Use this spreadsheet format to track your email sources:

Source Name	Type	SPF Configured	DKIM Configured	Volume	Priority	Notes
Google Workspace	Primary email	✅	✅	High	Critical	Main email
SendGrid	Transactional	✅	✅	Medium	High	Order emails
Mailchimp	Marketing	✅	❌	Low	Medium	Newsletters
Legacy CRM	Internal	❌	❌	Low	Low	Migrating

Inventory Fields Explained

• Source Name: Service or system name
• Type: Primary email, transactional, marketing, internal, etc.
• SPF Configured: Is the service in your SPF record?
• DKIM Configured: Is DKIM signing enabled with your domain?
• Volume: Approximate email volume (high/medium/low)
• Priority: Impact if this source fails (critical/high/medium/low)
• Notes: Migration status, special configuration, etc.

Common Overlooked Sources

These sources are frequently missed during discovery:

Transactional/Automated

Source	Sends What	Often Missed Because
Password reset systems	Security emails	Separate from main app
Scheduled reports	Automated reports	Run by cron/scheduler
Error alerting	Exception notifications	Dev/ops only
Backup systems	Completion/failure alerts	Infrastructure team
SSL certificate monitors	Expiry warnings	Security team

Marketing/Sales

Source	Sends What	Often Missed Because
Webinar platforms	Invites, reminders	Marketing only
Survey tools	Survey invitations	Occasional use
Social scheduling	Notification emails	Managed by social team
Lead gen forms	Auto-responders	Setup and forgotten
Event platforms	Registration emails	Used infrequently

Internal/HR

Source	Sends What	Often Missed Because
HRIS/payroll	Pay stubs, benefits	HR managed
Training platforms	Course notifications	L&D managed
Expense systems	Approval requests	Finance managed
IT ticketing	Ticket updates	IT internal
Printer/scanner	Scan-to-email	Office equipment

Interviewing Stakeholders

Different teams manage different email sources. Interview these stakeholders:

IT/Infrastructure

• What mail servers do we operate?
• What monitoring/alerting sends email?
• Any legacy systems still sending email?

Marketing

• What marketing platforms do we use?
• Any A/B testing or experimental tools?
• Third-party agencies sending on our behalf?

Sales

• CRM email integrations?
• Sales engagement platforms?
• Partner relationship tools?

Development

• What applications send email?
• Which environments send email? (prod, staging, dev)
• Error notification systems?

Customer Support

• Helpdesk/ticketing platform?
• Chat/messaging systems with email fallback?
• Customer survey tools?

HR

• Payroll/HRIS notifications?
• Recruiting platform emails?
• Training/LMS notifications?

Finance

• Invoice/billing systems?
• Expense reporting emails?
• Vendor payment notifications?

Sample Interview Questions

1. "Does your team use any tool that sends email to customers or employees?"
2. "Are there any automated reports or alerts sent via email?"
3. "Do you work with any vendors who send email on our behalf?"
4. "Are there any legacy systems still in use that might send email?"
5. "Do you manage any email templates or notification settings?"

Using DMARC Reports for Discovery

Reading Source Data

In DMARC aggregate reports, each <record> element shows:

<record>
  <row>
    <source_ip>192.0.2.1</source_ip>
    <count>150</count>
  </row>
  <identifiers>
    <header_from>yourdomain.com</header_from>
  </identifiers>
  <auth_results>
    <spf>
      <domain>yourdomain.com</domain>
      <result>pass</result>
    </spf>
    <dkim>
      <domain>yourdomain.com</domain>
      <result>pass</result>
    </dkim>
  </auth_results>
</record>

MailShield's Sender Identification

MailShield automatically identifies many sources:

1. Go to your domain's Reports tab
2. View the Senders breakdown
3. Known services are labeled automatically
4. Unknown IPs show for investigation

Investigating Unknown Sources

For unidentified source IPs:

1. Reverse DNS lookup:

dig -x 192.0.2.1

2. WHOIS lookup:

whois 192.0.2.1

3. Check IP ranges against known services:

   • Cloud provider IP ranges (AWS, Google Cloud, Azure)
   • Email service provider documentation

4. Cross-reference with your inventory:

   • Does this match any known service's infrastructure?
   • Is this a datacenter you use?

Action Plan Template

After discovery, create an action plan:

Priority	Source	Action	Owner	Due Date	Status
1	SendGrid	Add to SPF	IT	Week 1	⬜
1	SendGrid	Configure DKIM	IT	Week 1	⬜
2	Mailchimp	Add to SPF	Marketing	Week 1	⬜
2	Mailchimp	Configure DKIM	Marketing	Week 2	⬜
3	Legacy CRM	Plan migration	IT	Week 4	⬜

Next Steps

After completing discovery:

1. Configure all sources - Third-Party Senders
2. Begin enforcement - DMARC Enforcement Roadmap
3. Monitor progress - Viewing Reports