A new website that won't open, email that doesn't arrive anywhere, or verification that keeps failing: the cause often lies in a DNS record. DNS is less visible than your website or mailbox, but it determines where visitors, email servers, and other services are directed. Anyone wondering how to configure DNSwould therefore do well to first clarify which service requires which record.
What DNS handles for your domain
DNS stands for Domain Name System. You can think of it as the phone book of the internet. When someone enters yourdomain.nl, DNS looks up which IP address that visitor should be sent to. The same applies to email: DNS tells other mail servers which server is allowed to receive messages for your domain.
You usually manage DNS with the party where your domain name is active, or with a separate DNS provider. This does not have to be the same party as your web hosting or email provider. This is precisely where confusion sometimes arises: a domain can point to different nameservers than the one where you registered the domain. Therefore, check where the active DNS zone is located before modifying any records.
For a simple website and a business mailbox, often only a few records are needed. If you also use Microsoft 365, an external newsletter service, VoIP, or security services, more records will be added. The basic principle remains the same: add only what you need and note why each record exists.
How do you set up DNS? Start with an inventory
Do not immediately open DNS management, and do not start deleting records to make things clearer. A record that seems redundant might be necessary for email security, domain verification, or a subdomain, for example. First, map out your current situation.
Determine which services need to run under your domain name: the main website, a webshop, email, subdomains such as portal or support, Microsoft 365, and any external applications. Request the DNS settings for each service from the provider. A good provider will indicate exactly which record type, name, and value you need to enter.
Next, create a simple list of the existing records. Note the function next to each record, for example, 'website', 'email reception', or 'authentication'. This prevents you from accidentally overwriting a working configuration. This preparation is invaluable, especially during a migration process, a new website, or a switch of email service.
Check the nameservers
Nameservers determine where the DNS zone is managed. Is your domain hosted by registrar A, but do the nameservers point to provider B? Then you must update the records at provider B. A change in the wrong place has no effect on your live environment.
If you want to manage everything with a single provider, you can change the nameservers. This often provides a better overview, but it is not a minor change. When switching to different nameservers, all necessary records must be present again. Therefore, first set up the complete DNS zone with the new provider and only then change the nameservers.
The DNS records you use most often
A DNS zone consists of various record types. You don't need to memorize every type, but you do need to know what the most important records are for.
An A-record links a domain or subdomain to an IPv4 address. This is typically the record for your website. For example: yourdomain.nl points to the IP address of your web server. If your server has an IPv6 address, you also use an AAAA-record.
A CNAME record allows a hostname to point to another domain name. This is frequently used for www, so that www.yourdomain.nl receives the same destination as yourdomain.nl. A CNAME is also common for external services that you want to link via a subdomain. Please note: you usually cannot place a CNAME on the main domain if other records are already required there.
An MX record determines where email for your domain is delivered. The value refers to the receiving mail server and often contains a priority. If you use a single email platform, you usually receive multiple MX records with fixed priorities. Copy these exactly: a single typo can cause messages not to arrive.
A TXT record contains text information for other systems. This record is widely used for domain verification and email security. SPF specifies which servers are authorized to send on behalf of your domain. DKIM adds a cryptographic signature to outgoing messages. DMARC tells receiving servers what to do when SPF or DKIM is incorrect and enables reporting. These three settings help limit abuse of your domain name and delivery issues.
Finally, you may encounter an SRV record . This type points specific services to the correct server and port, for example in business communication solutions. Only add SRV records according to the vendor's instructions, as the naming structure must be exactly correct.
Correctly link website, email, and subdomains
For a website, the basis often consists of an A record for the root domain and a CNAME record for www. Some hosting environments work differently and require a CNAME or a specific IP address. In that case, follow the instructions provided by your hosting provider. Do not simultaneously set up multiple conflicting records for the same hostname, unless you intentionally deploy multiple servers.
For email, it is advisable to install the complete set of prescribed records at once: MX records for receipt and TXT records for authorization and security. Do not leave old MX records from a previous vendor in place unnecessarily. They can cause email to be sent to the wrong environment.
Subdomains deserve extra attention. For example, if you want portal.yourdomain.nl to point to an external application, create a separate record only for that subdomain. This ensures your main website remains unaffected. If you work with test and production environments, choose clear names and restrict access to test environments where necessary.
TTL: the setting that determines how quickly changes are visible
Every DNS record has a TTL, or Time To Live. This is the period during which DNS servers are allowed to store a response before rechecking. A high TTL results in fewer DNS requests, but changes take longer to become visible. A low TTL makes changes visible faster, but is not necessary if your configuration is stable.
Are you planning a website or email migration? Then lower the TTL a day or two in advance, for example to 300 seconds. This allows systems to retrieve the new data faster after the migration. If everything works correctly, you can increase the TTL again. Despite a low TTL, do not expect every change to be immediately visible everywhere. Provider and device caches may still temporarily use old information.
Change securely without losing your availability
DNS is not a gambling environment. For every change, create an export, screenshot, or manual copy of the existing zone. Then work component by component: first add the new records, verify them, and only then delete the old records. That is safer than replacing everything at once.
Also check who has access to your domain and DNS management. Use strong, unique passwords and enable multifactor authentication when available. An unauthorized DNS change can send visitors to the wrong website or disrupt your email traffic.
For major changes, scheduling a maintenance period is advisable. Inform colleagues via email if an online service might experience brief interruptions. Additionally, keep your hosting, email, and DNS provider details at hand. If something doesn't work, you can more quickly determine whether the problem lies in the DNS, the server configuration, or the service itself.
Check DNS settings after a change
After saving records, you want to do more than just wait. Check if your website opens via both the root domain and www. Send an email to and from an external address and check if it is delivered normally. Also test subdomains and any verifications of external services.
Do you still see old results? First, check if the record is in the correct DNS zone and if the name has been entered correctly. Many management portals automatically complete the domain name. If you enter the full name there when only the prefix is expected, an incorrect hostname may unintentionally result.
Next, look at the TTL and allow sufficient time for the change. If a business-critical service remains unavailable, do not randomly add extra records. Restore the previous working situation where possible and investigate one change at a time.
When it is better to outsource DNS management
You can often manage a single A record for a small website perfectly well yourself. The trade-off changes when you rely on business email, multiple locations, Microsoft 365, telephony, or external applications. In that case, DNS changes directly impact reachability, security, and productivity.
Cloudformatie can include DNS management as part of your domain, hosting, and broader IT environment. You maintain a single point of contact, while changes are monitored for their impact on the website, email, and linked services. This is particularly beneficial when you are growing or wish to consolidate suppliers.
DNS doesn't have to be complicated, as long as you know where you are making changes and what purpose each record serves. If in doubt, it is better to take a moment to check the current situation. A carefully adjusted DNS zone is invisible when everything is working correctly – exactly how your digital foundation should work.