Determining Email Platform for Client Account Access

Introduction

Bookkeepers often receive access to various client accounts, including emails, to manage financial transactions and correspondence effectively. Determining the correct platform to log in to when a client sets up an account can sometimes be challenging. This article provides a step-by-step guide on how to identify the email service provider using MX (Mail Exchange) records.

Scenario

Imagine a bookkeeper named Alex has been granted access to an email account (e.g., accounts@example.com) by a client but is unsure whether to log in through Gmail, Outlook, or another service. Alex needs a straightforward way to figure this out to manage the client's accounts efficiently.

Solution

1. Performing an MX Record Lookup

- MX records are DNS entries that specify the mail server responsible for receiving email on behalf of a domain. To identify which platform an email uses, you can perform an MX record lookup.
- Use a tool like MX Toolbox (https://mxtoolbox.com/) to conduct this search. Simply enter the domain part of the email address (everything after the "@") into the tool.

2. Analysing the MX Record Results

- The results will show various details, including the hostname of the mail server. If the hostname includes "google.com," the domain uses Google Workspace, and you should log in via Gmail. If it includes "outlook.com," the domain is managed with Microsoft 365, indicating Outlook or https://outlook.office.com is the correct platform.

3. Dealing with Web Host Email Services

- If the MX record's hostname matches the domain name itself or does not indicate a well-known email service provider, it's likely hosted by a standard web hosting service. This scenario requires setting up the email account using IMAP and SMTP settings for incoming and outgoing mail, respectively.

Web Host Email Likely Settings for IMAP and SMTP

- IMAP (Incoming Mail): Use the hostname (e.g., example.com OR mail.example.com) with port 993 and SSL/TLS for security.
- SMTP (Outgoing Mail): Similarly, use the hostname with port 587 (for TLS) or 465 (for SSL) and the appropriate security setting.

Conclusion

Identifying the correct email platform for a client-provided account is crucial for seamless communication and management. By performing an MX record lookup, bookkeepers can efficiently determine whether to use Gmail, Outlook, or configure the account manually using IMAP and SMTP settings. Always ensure to check with the client or their web hosting service for the exact details if you encounter any setup issues.

Tips

- Manual configuration may require additional information from the client or their web hosting provider.
- For accounts hosted by a web host, contacting the provider's support can clarify the required settings for a successful email setup.

This guide aims to help bookkeepers navigate the initial steps in managing client email accounts, ensuring they can access and organize financial communications effectively.