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Understanding How DNS Works: A Guide to Domain Records for Business Owners

DNS (Domain Name System) is the invisible system that makes your website, email, and online tools work together. Think of it as the internet’s address book. This article breaks down what DNS is, how it works, and what key DNS records your business might need to understand or manage—with help from TAF Solutions when needed.

🌐 What Is DNS?

DNS stands for Domain Name System. It’s the system that translates human-friendly domain names like yourcompany.com into computer-friendly IP addresses like 192.0.2.1.

🔁 How DNS Works (Simple Version):

  1. A user types www.yourcompany.com into their browser.

  2. Their computer checks with a DNS resolver to find the correct IP address for that domain.

  3. Once the IP address is found, the browser connects to the server and loads the website.

Without DNS, users would have to remember complex IP addresses to access websites—like phone numbers for every contact. DNS makes the internet usable.

🛠️ Common Types of DNS Records

DNS settings are managed in your DNS zone file, usually accessible through your domain registrar (like GoDaddy, Namecheap, Google Domains) or DNS provider (like Cloudflare, WP Engine, or your hosting company).

Here are the most common DNS records:

✅ A Record (Address Record)

  • Purpose: Points your domain to an IPv4 address (e.g., 123.45.67.89)

  • Used For: Directing traffic to your website server

  • Example: yourdomain.com → 192.0.2.1

✅ AAAA Record (IPv6 Address Record)

  • Purpose: Same as the A record, but for IPv6 addresses

  • Used For: Future-proofing as IPv6 adoption grows

  • Example: yourdomain.com → 2001:0db8:85a3::8a2e:0370:7334

✅ CNAME Record (Canonical Name)

  • Purpose: Points a subdomain to another domain (not an IP)

  • Used For: Aliases like www.yourdomain.com → yourdomain.com

  • Example: blog.yourdomain.com → yourblogplatform.com

✅ MX Record (Mail Exchange)

  • Purpose: Routes email to your mail server

  • Used For: Gmail, Office 365, Zoho Mail setups

  • Example:

    • Priority: 10 → mail.yourdomain.com

    • Priority: 20 → backup.mailserver.com

✅ TXT Record (Text Record)

  • Purpose: Stores machine-readable text for domain validation, email security, etc.

  • Used For:

    • SPF (prevent email spoofing)

    • DKIM (email encryption)

    • DMARC (email fraud protection)

    • Google Site Verification

  • Example:

    ini
    CopyEdit
    v=spf1 include:_spf.google.com ~all

✅ NS Record (Name Server Record)

  • Purpose: Specifies which DNS provider handles your domain’s DNS

  • Used For: Delegating DNS to Cloudflare, WP Engine, etc.

  • Example:

     
    CopyEdit
    ns1.dnsprovider.com
    ns2.dnsprovider.com

✅ SRV Record (Service Record)

  • Purpose: Defines location of servers for services like VoIP or Microsoft 365

  • Used For: Specifying services that require specific ports or priorities

  • Example:

    pgsql
    CopyEdit
    _sip._tcp.domain.com → target: sipserver.domain.com

🔒 DNS Security and Management

TAF Solutions helps businesses not only configure DNS correctly—but also secure it. We ensure:

  • Proper SPF, DKIM, and DMARC records for email deliverability and protection

  • DNS changes are logged and tracked

  • We avoid common issues like propagation delays and misrouting

  • Secure integration with hosting platforms, CRM tools, and email providers

⚠️ Common DNS Mistakes

  • Not setting TTL (Time to Live) properly—can delay updates

  • Having duplicate or conflicting records

  • Leaving out SPF/DKIM records—causes emails to land in spam

  • Using @ vs. www incorrectly when pointing root domains

🤝 Let TAF Solutions Manage Your DNS With Confidence

We know DNS can seem technical or intimidating—but it’s one of the most critical foundations of your digital presence. Whether you're launching a new site, migrating email platforms, or improving security, TAF Solutions is here to manage it for you.

👉 Contact us today for DNS setup, troubleshooting, or optimization.

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