Understanding DNS, Its Record Types and How It Works

Understanding DNS can feel daunting, but it doesn’t have to be!

This guide will help give you clarity in understanding DNS, how it works for your domains, websites, email, and other services, and explain the various DNS record types so that you feel confident in working with DNS. 

What is a Domain Name System (DNS)?

DNS stands for Domain Name System.

DNS is like the phone book of the internet, where it translates the domain name (e.g. yourdomain.com) into the numerical IP address. Without DNS, you’d have to remember strings of numbers instead of names, so having DNS means translating human-friendly domain names into the language that a computer uses and understands. 

Another interesting function of DNS is the fact that it also provides a list of mail servers that accept emails for each domain name.

In other words, each domain name in DNS will nominate a set of name servers to be the dominant or main occupiers of its DNS records. As a result, all other name servers will be directed or assigned to this platform when looking for information about the domain name.

Why DNS Matters, and How 1-grid Makes It Work for You 

Your website, email, subdomains, and many services all rely on DNS. If DNS is misconfigured, your site might not load, or your emails might not be delivered, even if everything else is working.  

This means that DNS is fundamental, which is why, for us, as a Domain Registrar and Web Hosting Provider, managing this, including the ability to change nameservers to point to our system, matters.   

We provide and use our own DNS (Domain Name System) resolver for our services, allowing you to manage your domain’s DNS settings and point them to 1-grid’s nameservers for your domain, web hosting and email. 

An Overview of How DNS Works 

1. First, type yourdomain.com into your web browser.

2. Next, your device asks a DNS resolver to find the right IP address for that domain. 

• This resolver is often provided by your Internet Service Provider (like Vodacom or Telkom) or by a public service (like Google DNS 8.8.8.8 or Cloudflare 1.1.1.1). 

3. Then, the resolver checks its memory (cache) to see if it already knows where that domain points. 

• If it does, it quickly returns the saved result. 

4. If not, the resolver starts searching by contacting the authoritative name servers for your domain. 

5. The authoritative name server looks inside your domain’s DNS zone, which is basically a record book containing all your DNS settings (like A, MX, CNAME, and TXT records). 

6. Once it finds the right record, it sends it back to the resolver. 

7. The resolver then stores (caches) that answer for the time period set by your TTL or Time To Live so that it doesn’t have to look it up again next time. 

8. Finally, your device uses that IP address to connect to the hosting server and load your website. 

IMPORTANT: Because of caching, changes to DNS mean that DNS propagation can take time globally, which can be between 2 to 48 hours. 

Common DNS Record Types and Their Uses 

Understanding DNS means reducing confusion involving the DNS and which records (a fundamental part of DNS, which are instructions that tell the internet where to find your website, email, and other online services) are the right ones for you, so we’ve put together a guide to help you understand DNS record types in detail and how they work.

Here’s a quick overview of the common ones:

Record	Purpose	Common Use Case
A	Domain → IPv4 address	Point the domain to the hosting server
*AAAA	Domain → IPv6 address	For IPv6-capable servers
CNAME	Alias to another domain	www.domain.com → domain.com
MX	Mail servers for the domain	Direct email traffic
TXT	Text data, verification	SPF, DKIM, DMARC, domain proofs
SPF (TXT)	Identify which mail servers are allowed to send email on behalf of your domain.	Protect against spam and unauthorised sending

Important DNS for Hosting and Email

Website Hosting DNS

The A or CNAME record points your domain to the server’s IP. 

Email DNS

MX records define which servers receive your email; TXT records (SPF, DKIM, DMARC) authenticate your messages and protect deliverability, making these especially critical for email functionality. 

IMPORTANT: When DNS records are missing, misconfigured or conflicting, email or website issues often follow. 

DNS Propagation and Timing 

Understanding DNS means knowing that changes to DNS don’t take effect everywhere instantly. Because of caching at ISP/Host resolvers, some users may still see the old record for up to 2 to 48 hours. Be patient and avoid making repeated live updates too quickly. 

You can use free DNS Propagation tools like DNSChecker.org, WhatsMyDNS.net, and MXToolbox DNS Lookup to monitor the progress of updates.    

Best Practices and Common Pitfalls 

• Never delete records unless you’re certain they’re unused. 
• Avoid overlapping or duplicating record types (e.g. two MX records with mismatched targets). 
• Use a moderate TTL (e.g. 3600 seconds) when testing changes; later increase to reduce query load. 
• Clean outdated records (old services no longer in use). 
• After changes, wait for propagation before checking results. 

When to Contact 1-grid Support 

If, after verifying your DNS records and waiting for propagation, your website or email still fails: 

• Provide your domain name and current DNS records. 
• Describe the issue (email failure, website not loading, with screenshots, where possible). 
• Note any recent DNS changes you made. 

FAQs 

Can I use both A and CNAME for the same record?

No, you should choose one if you use one hostname. An A record points directly to an IP; a CNAME is an alias to another name, so don’t mix them for the same hostname.

Do I need both MX and TXT records for email?

Yes, MX directs mail delivery, while TXT is often used for SPF, DKIM, and DMARC authentication.

Why is my DNS change not visible instantly?

Because DNS caches across the internet must expire (TTL). It can take up to 48 hours for full propagation.

Will DNS misconfiguration affect both the website and email?

Yes, if A, MX or related records are wrong, both your website and email can malfunction.

Additional Resources 

DNS Explained (Video)  
DNS Propagation and Why It Takes So Long  
Everything You Need to Know About Domains at 1-grid  
How to Enable DKIM and SPF on Your Mail Domain  
Why SSL? The Purpose of Using SSL Certificates  
How to Update Your Domain’s Nameservers at 1-grid 
Settings to Configure Your 1-grid Email Accounts Across Devices
How to Set Up Email on Android for Your 1-grid Email Accounts
Setting Up Email in Outlook via Windows Control Panel
Troubleshooting Steps for Email
Email Error Messages: What Do They Mean and How to Fix Them
Top 10 Common Email Issues and How to Resolve Them
What Is Email Spoofing? How It Works and How to Protect Yourself  
How to Spot a Scam Email  
Email Headers FAQs
Email FAQs
MailChannels FAQs 
SpamTitan FAQs 

Need Additional Support? 

We’re Here to Help: 

Understanding DNS, its records and how it works for you doesn’t have to make you feel overwhelmed with this easy-to-understand guide. Stuck? Contact our Support Team for clarity and guidance (https://1grid.co.za/contact-us/). We’re ready to see how we can help!