How to configure Sophos Email for Exchange and all other clients

This topic explains how to set up Microsoft Exchange and all other email clients to route email through Sophos Email.

Add your domain and verify ownership

You need to add your domain details.

You need to provide the following information when configuring Sophos Email to process and deliver email for your domain:

  • Your email domain name
  • Your mail delivery destination host as a Fully Qualified Domain Name (FQDN) or IP address
  • The port number that is used to listen for SMTP traffic on the mail delivery destination host

To add a domain in Sophos Central, do as follows:

  1. Click Email Gateway > Settings.
  2. Click Domain Settings/Status.
  3. Click Add Domain.
  4. Enter your email domain details, direction of traffic and delivery destination details.
  5. Next, click Verify Domain Ownership.
  6. Copy the TXT value presented in the Verify Domain Ownership dialog.

    This value is specific to your email domain.

  7. Create a TXT DNS record in the root level of the domain name you entered earlier and paste the TXT value that you copied earlier. You can give it the same TXT name as shown or use @.
  8. Once the new TXT DNS record entry has been saved, click Verify.

Once the DNS update with the correct TXT value has been propagated, a message is returned indicating that the domain verification was successful.

If the DNS update has not yet propagated, or if the value entered is incorrect, a failure message is returned. Confirm that the value entered is correct.

Note The domain verification process may take some time to complete.

Add mailboxes to Email Gateway

You can add mailboxes to Email Gateway.

You can add mailboxes in the following ways:

  1. Automatically using a directory service. You can use either AD sync or Azure AD sync. For more information and instructions on how to set up a directory service, see Directory service.
  2. Manually using the UI.
  3. Manually using .csv import.

Add a mailbox manually

Sophos Email allows you to add single mailboxes manually via the user interface.

To add a mailbox manually:

  1. Click Mailboxes.
  2. On the Mailboxes screen, click Add.
  3. Select Add Mailbox.

    There are three types of mailbox:

    • User Email: a mailbox for a person. Example: firstname.lastname@companyname.com.
      Tip For a User Email mailbox you can click on the mailbox name to view the user's details.
    • Distribution List: a mailbox for a group of people. Example: support@companyname.com.
    • Public Folder: a mailbox for collecting information such as surveys or feedback. Example: survey@companyname.com.
  4. Select a mailbox type.
  5. Enter a name for the mailbox.
  6. Enter the SMTP address for the mailbox.
  7. Click Save to create a single mailbox and exit, or Save and Add Another to create additional mailboxes.

Add Mailboxes via Import

Sophos Email allows you to add mailboxes in bulk mailbox import.

To add import mailboxes:

  1. Create your import .csv file using the following format:

    Name

    Email Address

    Type

    Robert Alamar

    robert.alamar@test.com

    User

    Support DL

    support@test.com

    DL

    Vacation Calendar

    vacation@test.com

    PF

  2. Click Add Mailbox and select Import Mailboxes.
  3. Click Browse and navigate to your import file.
  4. Click Add to start the import process.

    Import will run and display results after it completes.

To verify mailbox creation, you can search for new users in the People section or browse the list of mailboxes under the Mailboxes section for Distribution Lists and Public Folders.

Restrict delivery to Sophos IP addresses

You can configure the connection to your mail host to be restricted to our delivery IPs.

Restricting delivery IPs adds additional security to the integration between Sophos Email and your mail host.

Note Before you proceed, we strongly recommend testing mail flow and domain configuration in a non-production or test environment, before making any changes to your company's mail flow.

The specific delivery IP you need to use depends on the region where your Sophos Central account is hosted. When your Sophos Central account was created, you would have chosen to store your data in the United States, Germany, or Ireland.

Warning You must also add the Sophos IPs to the IP allow list for your mail server. If you don't, your users won't receive their emails.

Region

IPs

US (West)

52.41.236.76

50.112.39.248

US (East)

18.220.12.142

18.216.7.10

Germany

52.58.166.242

52.29.100.147

Ireland

52.208.126.243

52.31.106.198

Note Using an IP other than the one specified for your region will prevent mail from flowing correctly.

Modify MX records to point to Sophos Email

Modifying your domain's MX records to point to Sophos Email is crucial to the successful deployment of the solution and ensures all email is filtered and delivered.

If you can't make these changes yourself, contact your IT department, hosting provider, ISP or Domain Name Service provider and arrange for the MX records for your domain(s) to be modified.

When you created your Sophos Central account, you selected a region in which you wanted to store your data. Your MX records are dependent on this region.

Modify your MX records to include the record names associated to the region that you chose to store your data in.

Region

MX Records

United States (West)

10, mx-01-us-west-2.prod.hydra.sophos.com

20, mx-02-us-west-2.prod.hydra.sophos.com

United States (East)

10, mx-01-us-east-2.prod.hydra.sophos.com

20, mx-02-us-east-2.prod.hydra.sophos.com

Germany

10, mx-01-eu-central-1.prod.hydra.sophos.com

20, mx-02-eu-central-1.prod.hydra.sophos.com

Ireland

10, mx-01-eu-west-1.prod.hydra.sophos.com

20, mx-02-eu-west-1.prod.hydra.sophos.com

Notes

Please take care with all options to ensure that the spelling and numbers are correct.

Using MX record names other than those provided will prevent mail from flowing properly.

It is always recommended when changing DNS entries like MX records to lower the TTL (to 600 ms or less) on the records well in advance of updating the entries. This will allow the change to propagate in minimum time and provides a quick way to revert the change should there be any issues encountered during testing.

Test and confirm mail flow

Once you have updated your MX records, send a test message to any of your mailboxes protected by Sophos Email. For a true test, you should send your test message from an address outside of your email domain.

To confirm that the message flowed through Sophos Email, you can view the Message History Report.

To access the report:

  1. In Sophos Central, click Logs and Reports.
  2. Click Message History.

    If messages are flowing through the system, you will see entries in this report.

If mail is not flowing, meaning you are not receiving email to your test inbox, take the following steps:

  1. Verify that your MX records are correct for your region.
  2. Verify that you set up the Sophos Delivery IPs correctly in your gateway, firewall or connector.
  3. Verify that the mailbox that you are sending to exists in Sophos Email.

If you have taken all these steps and mail is still not flowing for your domain, you should contact Sophos Email Support.