“What is going on this week with Microsoft 365? I had an attorney this week tell me my email ‘disappeared’ from her Inbox, then I began to notice that same thing for other attorneys and clients–emails ‘disappearing’ from my inbox or having opposing counsel tell me that they sent me an email I did not receive. Upon investigation, Microsoft 365 was flagging emails and putting them in quarantine.”
😤This was a frustrated attorney posting on social media asking why her emails are disappearing and trying to figure what to do.
Starting February 1st, 2024, major changes to email authentication by Google and Yahoo could affect your clients’ emails. The purpose of the change to prevent potential spam issues, ensure deliverability of your email, even if you don’t use Google or Yahoo mail, you want to setup DMARC for your domain.
DMARC, which stands for Domain-based Message Authentication, Reporting, and Conformance, is crucial for businesses, especially those relying heavily on email communication. In this blog post, we’ll unravel the mysteries of DMARC and explore its significance in fortifying your email system.
NOTE: If you have DKIM and DMARC already setup, it will not affect you.
What is DMARC, SPF and DKIM?
DMARC is an email authentication protocol that adds an additional layer of protection to your organization’s email. It works alongside two other widely-used email authentication mechanisms – SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail). Together, these protocols help combat phishing and spoofing attacks, ensuring that the emails sent on behalf of your domain are legitimate.
How Does DMARC Work?
DMARC operates by enabling organizations to set policies for their email messages. These policies instruct email receivers on how to handle messages that don’t pass authentication. The three key components of DMARC are:
Authentication Results: DMARC utilizes the authentication results provided by SPF and DKIM to determine the legitimacy of an email.
Policy Setting: Organizations can set policies to instruct email receivers on how to handle emails that fail authentication. Policies typically include monitoring, quarantine, or reject.
Reporting: DMARC generates reports that provide insights into email authentication failures. These reports help organizations fine-tune their email authentication setup and identify potential phishing attempts.
✅ Why Businesses Should Configure DMARC, DKIM, and SPF
Prevent Email Spoofing & Phishing
These protocols stop attackers from sending emails that look like they came from your domain.Protect Your Brand Reputation
Clients who receive spoofed emails that appear to be from your domain may lose trust in your business.Improve Deliverability
Email services like Gmail, Microsoft, and Yahoo favor domains with correct SPF/DKIM/DMARC—reducing spam folder hits.Required for Compliance & Cyber Insurance
Many frameworks (like CIS controls, NIST, and cyber insurers) expect these to be in place for email security.
🔍 Top Misconceptions of SPF, DKIM and DMARC
| Protocol | Common Misconception | Reality |
|---|---|---|
| SPF | “SPF alone stops spoofing.” | SPF only verifies the sender’s IP. Without DKIM and DMARC, spoofed emails can still get through. |
| DKIM | “DKIM guarantees message integrity.” | DKIM only works if the recipient checks it. Also, if email is altered in transit (e.g., forwarding), DKIM can break. |
| DMARC | “DMARC blocks all phishing.” | DMARC enforces policy based on SPF and DKIM. If these aren’t aligned, DMARC won’t work properly. |
| General | “These are set-it-and-forget-it tools.” | These records need to be reviewed, updated, and monitored continuously, especially when you change email services. |
| General | “Only large businesses need these.” | Small businesses are often more vulnerable and spoofed more often because they lack strong defenses. |
🛠️ How to Confirm Configuration
Option 1: Use Online Tools (No Login Needed)
Just enter your domain, and you’ll get a summary of what’s set up and what’s missing.
Option 2: Manually Check DNS
Use command line or DNS tools:
🔧 How to Access Microsoft 365’s DNS Check Tool
Step-by-Step in Microsoft 365 Admin Center:
Log in to https://admin.microsoft.com with an admin account.
Go to Settings → Domains
Click on your domain (e.g.,
yourfirm.com)Microsoft will show a status screen for required DNS records:
✅ SPF (TXT)
✅ MX (Mail Exchange)
✅ CNAMEs for Autodiscover, MDM, etc.
❌ DKIM/DMARC are not checked automatically unless you configure them in Microsoft 365
📌 Important Notes:
SPF: Microsoft includes a default SPF suggestion (
v=spf1 include:spf.protection.outlook.com -all).DKIM: You must enable DKIM manually in the Microsoft 365 Defender portal.
DMARC: Microsoft doesn’t set DMARC for you—you must add the
_dmarcTXT record in your domain’s DNS settings.
🛠️ Additional Microsoft Tool
You can also use:
Microsoft Remote Connectivity Analyzer: https://testconnectivity.microsoft.com
Use the “Message Analyzer” or “Outbound SMTP Email” test to check email authentication results.
What Happens If SPF, DKIM, and DMARC Are NOT Configured?
| Email Provider | Likely Outcome Without SPF/DKIM/DMARC | Explanation |
|---|---|---|
| Microsoft 365 (Exchange Online) | Often marked as spam, junk, or quarantined | Microsoft applies anti-spoofing intelligence. If there’s no authentication, the message may fail SPF hard fail or DMARC policy, triggering quarantine. |
| Google Workspace (Gmail) | May be flagged with a warning, sent to spam, or dropped | Gmail shows “Be careful with this message” banners. Without DMARC, Gmail has less trust in the domain, especially if the IP isn’t on the SPF list. |
| Yahoo, Apple, and others | Behavior varies, but often ends up in spam or rejected | Increasingly aggressive spam filters drop or flag unauthenticated emails. |
🔍 Key Points:
Lack of SPF or DKIM alone doesn’t always block email, but it raises red flags.
DMARC enforces alignment—if your domain lacks it, spoofed messages may go through unnoticed, or your real messages may fail if there’s a misalignment.
Newer AI-driven email protection systems now use DMARC, SPF, and DKIM presence (and proper configuration) as ranking factors in deliverability.
📌 Bottom Line for Businesses:
If you’re not using SPF, DKIM, or DMARC, your emails are more likely to:
Go to spam or junk
Be blocked without notice
Be spoofed by attackers, hurting your brand reputation
💡 Pro tip: Even legitimate messages sent from your Microsoft 365 or Google Workspace account can fail to reach clients if SPF or DKIM isn’t properly configured and aligned.
Implementing DMARC in Your Organization
Implementing DMARC, along with SPF and DKIM, is critical for protecting your domain from spoofing and phishing attacks. However, for many small businesses, the setup process can be complex and time-consuming—especially when juggling multiple email platforms, vendors, or custom domains.
That’s why eSudo offers expert support to help configure and manage email authentication for Microsoft 365 and Google Workspace, ensuring your emails stay secure, deliverable, and compliant.
Here’s our general recommendation for a successful rollout:
Assessment
Start by reviewing your current email authentication setup. Identify all systems that send email on your behalf and confirm any existing SPF and DKIM records.Gradual Deployment
Deploy DMARC in monitoring mode (p=none) initially. This lets you receive reports and monitor how your domain is being used—without impacting email delivery.Policy Adjustment
Once you’re confident that all legitimate email sources are aligned with SPF and DKIM, gradually tighten your DMARC policy to quarantine or reject unauthenticated emails.Ongoing Monitoring
DMARC is not a set-it-and-forget-it tool. Continuously review your DMARC reports and make adjustments as needed to stay ahead of evolving threats.
In conclusion, DMARC is a vital component of your organization’s cybersecurity strategy, especially in an era where email threats are on the rise. By adopting DMARC, you’re not only enhancing your email security but also contributing to a safer digital environment for your clients and partners.
Remember, a secure email system is not just about protecting data; it’s about fostering trust and ensuring the smooth flow of communication for your business.
⚠️ Need help? eSudo has helped small businesses for over 24 years configure and manage email security. Contact us to make sure your email domain is protected the right way—without the confusion.
Frequently Asked Questions About IT Support for Law Firm
eSudo is a local managed IT & Cybersecurity services company that helps businesses make technology seamlessly work over the last 24+ years. We are headquarter in San Jose, however we service clients around the US.
What sets eSudo apart is we focus on security first, and IT support happens to be part of the security services. Our goal is to keep your IT systems running and data secure (KISS).
We focus on the legal industry, serving small law firms with 10-30 employees.
We specialize in working with professional service organizations like law firms, accounting firms, and wealth management. However, eSudo have helped other business such as non-profit organizations, manufacturing and other small businesses after we have reviewed their needs and determined if they are good fit for our services.
The best time to invest in IT support is before a crisis happens. Law firms should consider IT support when:
They handle sensitive client data – Law firms deal with confidential legal documents, making them prime targets for cyberattacks. Having proactive IT security measures in place is crucial.
They have multiple employees – If your firm has more than a couple of people, IT issues can quickly become productivity killers. An IT provider can keep systems running smoothly.
They rely on cloud-based or case management software – Legal software like Clio, MyCase, or NetDocuments requires proper setup, security, and troubleshooting.
They experience frequent downtime – If technology issues disrupt daily operations, an IT provider can prevent and minimize these disruptions.
They are growing – As your firm scales, so do your technology needs. Investing early ensures seamless growth without IT bottlenecks.
Choosing the right IT provider is essential for ensuring technology enhances, rather than hinders, your practice. Here’s what law firms should expect:
Proactive Support, Not Just Break-Fix – A good IT provider prevents problems before they occur instead of only responding to emergencies.
Cybersecurity Protection – Your IT partner should implement robust security measures, including data encryption, multi-factor authentication, and regular security updates.
Help Desk Support – Quick, responsive IT support ensures minimal disruption when problems arise.
Data Backup & Recovery – Your IT provider should regularly back up critical data and have a disaster recovery plan in place.
Compliance Assistance – Many law firms must adhere to specific compliance regulations. IT providers should help ensure your technology meets these standards.
Although this is a very difficult question to answer because not all environments are the same, we will do our best to explain some general pricing guidelines.
For a law firm with 10 to 30 employees, IT support is a crucial investment to ensure smooth operations and data security. This support includes system maintenance, cybersecurity measures, help desk services, data backup, and software updates. As an IT manager and business owner, allocating a reasonable budget for IT support is essential to prevent downtime, protect against cyber threats, and ensure the firm’s efficiency and success in the digital era. Neglecting IT support can lead to potential vulnerabilities and higher costs in the long run. Thus, viewing IT support as a necessary investment is vital for sustaining your firm’s operations effectively and securely.
A typical IT Support and Cybersecurity price starts from $995 per month for under 5 employees. Actual cost will be determined after we meet and perform an assessment of your environment. Book a FREE strategy call to determine if we a fit for your business. You can learn more at What is Managed IT Services? How Much Does IT Support Cost? (esudo.com)
A: Not at all. In fact, smaller firms are more vulnerable to cyberattacks and downtime.
You may not have an internal IT person, but your data is just as valuable—and your clients expect confidentiality and responsiveness.
Our managed services are tailored for small law firms (5 to 30 employees), helping you:
A: Think of IT like legal work—you wouldn’t tell your clients to skip contracts or wait until they’re sued before calling you, right? The same goes for technology. Waiting until something breaks means:
More downtime (which costs you billable hours)
Potential data loss or exposure
Emergency service rates (which are more expensive)
Staff frustration and lost productivity
A proactive IT approach prevents most of these issues before they happen—saving you time, money, and stress.
Small law firms often wonder whether they need on-site IT support or if remote support is enough. Here’s a comparison:
On-Site IT Support:
✔ Best for firms with complex network setups or hardware that needs hands-on troubleshooting.
✔ Provides face-to-face interaction and immediate in-person fixes.
✘ More expensive due to travel costs and on-site hourly rates.
✘ Not always necessary for firms relying primarily on cloud-based tools.
Remote IT Support:
✔ More cost-effective, as support is provided quickly without travel time.
✔ Ideal for firms using cloud-based applications like Microsoft 365, Clio, or VoIP phone systems.
✔ Faster response times for routine issues.
✘ May not be sufficient for firms needing physical hardware maintenance.
A hybrid approach often works best: remote support for everyday needs and occasional on-site visits for more complex issues.
That’s a great question—and we completely understand that price matters. Here’s why our services may cost a little more than some other IT providers.
At eSudo, we don’t just “fix computers.” We protect your law firm’s operations, reputation, and client data. Our entire model is built around security-first IT management—which means your systems are not only running smoothly but are also safeguarded against downtime, cyberattacks, and compliance risks.
We also believe that great service comes from great people and proven processes. That’s why:
Every technician completes 60–80 hours of training and shadowing before working with clients.
Our team averages over 120 hours of continuing education per year, not just in technical areas—but in client communication, customer service, and cybersecurity best practices.
We maintain full business insurance, including workers’ comp, general liability, cybersecurity insurance, and E&O coverage, so you’re protected at every level.
Yes, these things cost more—but they’re intentional investments to ensure that you never have to worry about poor service, data breaches, or finger-pointing between vendors.
We’d rather explain our pricing up front than ever have to apologize for not doing enough.
And honestly—we believe our clients say it best. Feel free to check out our reviews on Google to see why so many small law firms trust us as their long-term IT partner.
We specialize in working with law firms that have between 5 and 30 employees:
5 to 30 employees: You likely need a dependable IT partner to fully manage or co-manage your technology.
Fewer than 5 employees: You may rely on DIY solutions or only need occasional support.
More than 30 employees: You may already have internal IT staff and need help with security, special projects, or co-managed support.
In today’s digital world, law firms need more than just working computers—they need a proactive IT partner to ensure security, efficiency, and compliance.
We priced each plan based on the resources required to support firms at different stages. A larger firm requires more security layers, software integrations, and daily support, justifying a higher price.
And we stand by our service with a 100% Risk-Free Guarantee:
A: Antivirus is just one piece of the puzzle. Law firms today face threats like ransomware, phishing, and compliance risks. A layered cybersecurity approach includes:
Email protection
Endpoint detection & response (EDR)
Secure backups
Staff Security Awarness Training (SAT)
Regular security reviews or Audit
Our managed service gives you all that in one plan—without needing to manage it yourself.
Network Security is not a one-time event; do not treat it like the saying, “Set It and Forget It”. With a more mobile workforce, anywhere access to company email and applications, employees are being targeted with phishing emails or social media. Thus, educating your employees about cyber-security along with on-going monitoring of your network security, is critical to prevent a data breach and to avoid your company’s reputation from being tarnished in the news or in any other way.
Finding a reliable IT provider is challenging for several reasons:
Not all IT companies understand legal industry needs – Many IT providers offer generic services that don’t address the specific compliance and confidentiality concerns of law firms.
Many focus only on fixing problems, not preventing them – The best IT partners provide ongoing maintenance, security updates, and strategic guidance.
One-size-fits-all solutions don’t work – Law firms need customized IT strategies based on their workflows and practice management software.
Communication issues – A great IT provider doesn’t just speak in tech jargon; they educate and guide law firms in plain language.
Today, ransomware is a major concern for anyone connected to the Internet. To protect our customer data and keep their computer safe, we have included the essential security options in our managed services:
- Endpoint Protection (Antivirus/Malware)
- Email Spam Filtering
- Managed Firewall (UTM)
- Data Backup for documents and folders
- Operating System Software Update and Patches
- Application Patch management (e.g., Office suite, CRM, Acrobat, QuickBooks)
For additional security and protection, we also recommend the following add-on options:
- Advanced Email Threat Protection
- Dark Web Scan
- Security Awareness Training
- Endpoint Detection and Response
- Two-Factor Authentication for Application (e.g., email, remote desktop or terminal server)
No one can guarantee that you will never have any technical problems or downtime. However, we will guarantee you will see a significant drop in the number of problems you experience and a dramatic improvement in the speed, performance, and reliability of your system. Example: after one of our new customers signed on to our managed IT support plan and modern workplace solution, the IT request tickets dropped from 50 (monthly average) to 8. If you are a Managed IT client, we will resolve any computer network problems without any additional fees.
We request that clients sign up for a 12-month commitment to allow us to allocate the appropriate resources (includes but not limited to hardware, software, and technical expertise) to your account. However, for first-time contracts, you will have 90 days to determine whether this program works for you or cancel without early termination fee.
A: Ad-hoc or “Break-Fix” = reactive. You call when something breaks.
Managed IT = proactive. We monitor, maintain, secure, and optimize your systems 24/7.
With managed services, you get:
Regular updates, backups, and patching
Cybersecurity protection (not just antivirus)
Fast support when needed
Strategic guidance to help your firm grow with technology
Examples of items that are not covered under our Flat Rate service plans include the setup of new hardware or new hire, the cost of software licensing or renewal or upgrade fees, or security incident response recovery due to cyber-attack.
Whenever the potential arises for additional fees outside of our Flat Rate, you will always be notified in advance for approval.
Yes, we can provide you customers references.
Here are the reasons why our customers can count on us:
- Proven Track Record: We have been building our loyal customer base since 2001 in an industry where IT firms come and go. Our customers, vendors, and employees stay with us because we build and value long term relationships with them. With operations all over the San Francisco Bay Area, eSudo provides reliable IT support to Northern CA-based businesses and non-profits. We’re big enough to offer the facilities, services, and expertise you expect and small enough to provide the support and attention you deserve.
- People and Process: Over the last 21+ years, we have created and have adopted a proven process to ensure success in our operations and have trained our people to follow our proven process to provide consistent results for our customers.
- Quality: We do not sell what we have not used or have tested. We recommend industrial and commercial-grade products for small businesses to provide uptime and reliability for our customers.
- Quick Response: Emergency or urgent response time is two hours or less guaranteed. If there are any urgent requests that cannot be resolved remotely, our technician will be dispatched to go onsite on the same day.
- One Stop Shop: We handle all aspects of your IT including hardware, software, cloud services, Internet provider, and more. We will help you manage the vendors and be your single point of contact for any issues.
- Insurance: We will maintain insurance throughout the term of services in the form of Commercial General Liability Insurance for an amount no less than $1,000,000 and Errors and Omission Insurance for an amount no less than $1,000,000. eSudo can deliver a Certificate of Insurance to you upon request.
A: This is a great question to ask your eSudo representative. We may be able to customize your plan for you if you already have another solution in place.
For example, if you already have Microsoft 365 plan that is compatible with our recommendations, we may be able to exclude with the support plan. Book a free strategy call and see if we are a good fit.
A: You can, but here’s the problem:
You’ll waste time finding the right help during a crisis
The technician may not know your systems well, leading to delays or charging you to learn your network environment
There’s no one regularly monitoring your network, meaning threats can go undetected
You may pay more in emergency labor costs
With managed IT, we already know your systems, users, and goals—so we resolve issues faster and prevent most from ever happening.