How to Change MX Records for Your WordPress Site (Step by Step)

Understanding MX Records and Their Importance for WordPress Sites

MX (Mail Exchange) records are a crucial part of the Domain Name System (DNS) that directs email messages to the correct mail servers. Think of them as the postal service for your email; they tell the internet where to deliver your mail. For a WordPress site, particularly one using a custom domain email address (like `you@yourdomain.com`), properly configured MX records are essential for reliable email delivery.

Incorrect or missing MX records will result in emails bouncing back to the sender, meaning you won’t receive important communication from customers, subscribers, or even your own WordPress system (e.g., password reset emails, form submissions). Changing your MX records is often necessary when you switch email providers (e.g., from your web hosting email to Google Workspace, Microsoft 365, or Zoho Mail) or if you experience email delivery issues.

Before diving into the “how-to,” let’s clarify a few key terms:

* **DNS (Domain Name System):** A hierarchical and decentralized naming system for computers, services, or any resource connected to the Internet or a private network. It translates human-readable domain names (like `www.example.com`) into machine-readable IP addresses.

* **MX Record:** A type of DNS record that specifies the mail server responsible for accepting email messages on behalf of a domain name.

* **Priority (or Preference) Value:** Each MX record has a priority value, which is a number indicating the order in which mail servers should be tried. Lower numbers indicate higher priority (i.e., preferred).

* **Mail Server (or Mail Host):** The server responsible for receiving, storing, and sending email messages.

* **TTL (Time To Live):** Specifies how long a DNS record is cached by other DNS servers and resolvers. Lower TTL values allow for faster propagation of changes.

Preparing to Change Your MX Records

Before you make any changes, gather the necessary information. Incorrect entries can lead to email downtime. Here’s what you need:

* **New MX Records:** Your new email provider (Google Workspace, Microsoft 365, Zoho Mail, etc.) will provide you with a list of MX records you need to add to your DNS settings. This list will include the mail server addresses and their corresponding priority values. Ensure you have this information readily available.

* **Access to Your DNS Settings:** You’ll need access to the DNS settings for your domain. This is usually managed through your domain registrar (e.g., GoDaddy, Namecheap, Google Domains) or your web hosting provider (e.g., SiteGround, Bluehost, WP Engine) if you’re using their DNS management services.

* **Backup Existing MX Records (Highly Recommended):** Before making any changes, take a screenshot or copy and paste your existing MX records into a text file. This allows you to easily revert to the original settings if something goes wrong.

* **Understand Propagation Time:** DNS changes don’t happen instantly. It can take up to 48 hours for changes to propagate across the internet, although typically it’s much faster (a few hours or less). Be prepared for a period where email delivery might be intermittent. Setting a lower TTL value before making the changes can help speed up propagation.

Step-by-Step Guide to Changing MX Records

Here’s a detailed walkthrough of how to modify your MX records:

**Step 1: Log in to Your Domain Registrar or Hosting Provider Account**

* Go to the website of your domain registrar or web hosting provider, whichever manages your DNS settings.
* Log in using your username and password.

**Step 2: Navigate to the DNS Management Section**

* The location of the DNS management section varies depending on your provider. Look for options like:

• DNS Settings
• DNS Management
• Domain Management
• Advanced DNS Zone Editor

* If you’re unsure where to find it, consult your provider’s documentation or contact their support team.

**Step 3: Locate the MX Records Section**

* Within the DNS management section, you should find a section specifically for managing MX records. It might be labeled as:

• MX Records
• Mail Exchange Records
• Email Settings

**Step 4: Delete Existing MX Records (if Necessary)**

* Depending on your provider and the specific instructions from your new email service, you might need to delete your existing MX records before adding the new ones.
* Select each existing MX record and look for a delete or remove button.
* Confirm the deletion if prompted.
* **Important:** If you’re only adding new MX records to supplement existing ones (rare), skip this step. Your email provider will specifically instruct you if this is the case.

**Step 5: Add New MX Records**

* This is the core step. You’ll need to add the new MX records provided by your email service provider.
* Look for an “Add Record” or “Create Record” button. The exact wording will vary.
* You’ll typically need to enter the following information for each MX record:

* **Type:** Select “MX” from the dropdown menu.
* **Host (or Name):** This field often represents the subdomain. For most cases, you’ll enter “@” or leave it blank. This indicates that the MX record applies to the root domain (e.g., `yourdomain.com`).
* **Value (or Points To or Destination):** Enter the mail server address provided by your email provider. This will look something like `aspmx.l.google.com`, `mail.zoho.com`, or `mail.yournewemailprovider.com`. Ensure you copy this address *exactly* as provided, including any trailing periods.
* **Priority:** Enter the priority value provided by your email provider. Remember, lower numbers have higher priority. Common priority values are 1, 5, 10, 15, and 20. Your email provider will specify the correct priority for each of their MX records.
* **TTL (Time To Live):** This is the duration the DNS record will be cached. A lower TTL (e.g., 300 seconds or 5 minutes) will allow for faster propagation when you make changes, but a higher TTL (e.g., 3600 seconds or 1 hour) can improve DNS resolution speed in general. The default TTL is often sufficient.

* Repeat this process for *each* MX record provided by your email provider. They usually provide multiple MX records for redundancy.

**Example: Google Workspace MX Records (Illustrative)**

Here’s an example of what Google Workspace MX records might look like:

* **Record 1:**
* Type: MX
* Host: @
* Value: ASPMX.L.GOOGLE.COM
* Priority: 1
* TTL: 3600

* **Record 2:**
* Type: MX
* Host: @
* Value: ALT1.ASPMX.L.GOOGLE.COM
* Priority: 5
* TTL: 3600

* **Record 3:**
* Type: MX
* Host: @
* Value: ALT2.ASPMX.L.GOOGLE.COM
* Priority: 5
* TTL: 3600

* **Record 4:**
* Type: MX
* Host: @
* Value: ASPMX.L.GOOGLE.COM
* Priority: 10
* TTL: 3600

* **Record 5:**
* Type: MX
* Host: @
* Value: ASPMX.L.GOOGLE.COM
* Priority: 15
* TTL: 3600

**Important Notes:**

* **Trailing Dots:** Mail server addresses sometimes include a trailing dot (.). This dot is important and signifies the root DNS zone. Include the trailing dot if it’s provided.

* **Subdomains:** In rare cases, your email provider might instruct you to add MX records for a specific subdomain (e.g., `mail.yourdomain.com`). In this case, you would enter `mail` in the “Host” field instead of “@” or leaving it blank.

**Step 6: Save Your Changes**

* After adding all the MX records, carefully review them to ensure they are accurate.
* Click the “Save Changes,” “Update Records,” or similar button to save your changes.

**Step 7: Verify Your MX Records**

* It’s crucial to verify that your MX records have been updated correctly. You can use online tools like:

• MX Lookup Tool (mxtoolbox.com)
• Google Admin Toolbox Dig (toolbox.googleapps.com/dig)
• What’s My DNS (whatsmydns.net)

* Enter your domain name and check if the tools display the new MX records you added. Note that it may take some time (up to 48 hours) for the changes to propagate across the internet.

**Step 8: Test Your Email Setup**

* After verifying that your MX records are correctly configured, send a test email to your email address from a different email account (e.g., a Gmail or Yahoo account).
* Check if you receive the email in your new inbox. Also, send an email *from* your new email address to another account to ensure outgoing mail is also working.

Troubleshooting Common Issues

* **Email Bouncing:** If emails are bouncing back after changing your MX records, double-check the following:

• Verify that you entered all MX records correctly, paying attention to the priority values and mail server addresses.
• Ensure you deleted any conflicting MX records from your previous email provider.
• Check your email provider’s documentation for any specific DNS settings that might be required.
• Wait for sufficient propagation time (up to 48 hours).

* **Unable to Send Emails:** If you can receive emails but not send them, check your outgoing mail server settings (SMTP). These settings are usually different from the MX records and need to be configured in your email client or application. Your email provider will provide the necessary SMTP settings (server address, port, encryption type, and authentication details).

* **Propagation Issues:** If online MX lookup tools show different results depending on the server you check, it likely means the changes are still propagating. Be patient and check again later. Flushing your local DNS cache can sometimes help.

* **Typos:** The most common cause of problems is simple typos in the MX record values. Double, triple-check everything you’ve entered!

* **Conflicting Records:** Ensure there are no conflicting DNS records (like A records or CNAME records) that could interfere with email delivery. Consult your email provider’s documentation for guidance on resolving conflicts.

Important Considerations

* **SPF Records:** Sender Policy Framework (SPF) records help prevent email spoofing by specifying which mail servers are authorized to send emails on behalf of your domain. It’s highly recommended to configure SPF records along with MX records. Your new email provider will give you the necessary SPF record to add to your DNS.

* **DKIM Records:** DomainKeys Identified Mail (DKIM) provides another layer of email authentication by adding a digital signature to your outgoing emails. DKIM helps prevent email tampering and improves deliverability. Configure DKIM records as recommended by your email provider.

* **DMARC Records:** Domain-based Message Authentication, Reporting & Conformance (DMARC) builds upon SPF and DKIM to provide further protection against email spoofing and phishing attacks. DMARC allows you to specify what should happen to emails that fail SPF and DKIM checks (e.g., reject them, quarantine them, or do nothing).

* **Professional Help:** If you’re not comfortable making DNS changes yourself, consider hiring a professional to handle it for you. Many web developers and IT consultants offer DNS management services.

By following these steps and taking the necessary precautions, you can successfully change your MX records and ensure reliable email delivery for your WordPress site.