{"id":2297,"date":"2018-09-03T10:42:28","date_gmt":"2018-09-03T08:42:28","guid":{"rendered":"https:\/\/msb365.abstergo.ch\/?p=2297"},"modified":"2023-06-23T13:09:27","modified_gmt":"2023-06-23T11:09:27","slug":"set-automated-disclaimer-to-all-e-mails-sending-out","status":"publish","type":"post","link":"https:\/\/www.msb365.blog\/?p=2297","title":{"rendered":"Set automated disclaimer to all E-Mails sending out"},"content":{"rendered":"<p>Company e-mails have to follow some policies before they can be sent out from an organization. If these policies are strict or not depends on the business field. To get an example from a customer company I am working with: They are signing ALL their e-mails by using S\/MIME while e-mails to some specific partners will be automatically encrypted.<\/p>\n<p>The goal is that users do not need to think about these things. For them it should be as easy as possible.<\/p>\n<p>Some other policies are for example that Exchange notifies the user that an e-mail has no attachment, if the user writes about attachments in in this e-mails and then tries to send it without any attachment. There are many things we can automate for our users.<\/p>\n<p>In this article I want to show how to add a legal disclaimer to all mails sent out from the organization. This works for Exchange on-premises and for Office 365 (Exchange online).<\/p>\n<p>&nbsp;<\/p>\n<h2>How to add<\/h2>\n<p>To be able to add the legal disclaimer, we need to connect to our <strong>Exchange Admin Center<\/strong>\u00a0and there we browse to <strong>Mail Flow<\/strong> &gt; <strong>Rules<\/strong>. Here we click the New <strong>(+)<\/strong> button.<\/p>\n<p>&nbsp;<\/p>\n<p>After we click on the <strong>(+)<\/strong> button it shows us a dropdown menu where we choose the option <strong>Apply disclaimer\u2026<\/strong><\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone size-full wp-image-2301\" src=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/1-6.png\" alt=\"\" width=\"983\" height=\"619\" srcset=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/1-6.png 983w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/1-6-300x189.png 300w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/1-6-768x484.png 768w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/1-6-600x378.png 600w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/1-6-780x491.png 780w\" sizes=\"(max-width: 983px) 100vw, 983px\" \/><\/p>\n<p>A new window will be opened now with an empty rule set in which we can start modifying the rule set:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-2302\" src=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/2-4.png\" alt=\"\" width=\"720\" height=\"642\" srcset=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/2-4.png 720w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/2-4-300x268.png 300w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/2-4-600x535.png 600w\" sizes=\"(max-width: 720px) 100vw, 720px\" \/><\/p>\n<p>First thing we have to do here is to enter a text by clicking on <strong>Enter text<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-2303\" src=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/3-3.png\" alt=\"\" width=\"467\" height=\"350\" srcset=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/3-3.png 467w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/3-3-300x225.png 300w\" sizes=\"(max-width: 467px) 100vw, 467px\" \/><\/p>\n<p>The next step is to set one of three fall back actions Exchange can take if it cannot apply the disclaimer to the message. Here&#8217;s a short overview about what the options mean:<\/p>\n<ul>\n<li>Reject: Exchange rejects the message and sends a non-delivery report to the sender. The message is not delivered.<\/li>\n<li>Ignore: Exchange accepts the message and delivers it to the recipient without the disclaimer.<\/li>\n<li>Wrap: Exchange creates a new email message with disclaimer and adds the original email message as an attachment.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2304\" src=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/4-3.png\" alt=\"\" width=\"405\" height=\"233\" srcset=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/4-3.png 405w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/4-3-300x173.png 300w\" sizes=\"(max-width: 405px) 100vw, 405px\" \/><\/p>\n<p>The next step is to set for whom this rule should apply. In our example we want to add the disclaimer only to e-mails sent out of our organization. Therefore, we have to choose the <strong>sender is located<\/strong>\u2026<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2305\" src=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/5-1.png\" alt=\"\" width=\"722\" height=\"647\" srcset=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/5-1.png 722w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/5-1-300x269.png 300w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/5-1-600x538.png 600w\" sizes=\"(max-width: 722px) 100vw, 722px\" \/><\/p>\n<p>Now, a new selection window\u00a0will open. Here we choose <strong>Outside the organization<\/strong>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2306\" src=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/6.png\" alt=\"\" width=\"400\" height=\"271\" srcset=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/6.png 400w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/6-300x203.png 300w\" sizes=\"(max-width: 400px) 100vw, 400px\" \/><\/p>\n<p>We can also specify whether the rule will be active right away by selecting <strong>Enforce<\/strong>. However, it is always recommended to test the rule first. We can do this by selecting one of the test options. Whether we pick policy tips or not will determine if our users see any policy tips in Outlook while we are testing.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2307\" src=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/7.png\" alt=\"\" width=\"307\" height=\"239\" srcset=\"https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/7.png 307w, https:\/\/msb365.abstergo.ch\/wp-content\/uploads\/2018\/07\/7-300x234.png 300w\" sizes=\"(max-width: 307px) 100vw, 307px\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>Photo by\u00a0<a href=\"https:\/\/unsplash.com\/photos\/sOsPOjp9TOw?utm_source=unsplash&amp;utm_medium=referral&amp;utm_content=creditCopyText\">Victoria Heath<\/a>\u00a0on\u00a0<a href=\"https:\/\/unsplash.com\/search\/photos\/policy?utm_source=unsplash&amp;utm_medium=referral&amp;utm_content=creditCopyText\">Unsplash<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Company e-mails have to follow some policies before they can be sent out from an organization. If these policies are strict or not depends on the business field. To get an example from a customer company I am working with: They are signing ALL their e-mails by using S\/MIME while e-mails to some specific partners [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":2298,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_crdt_document":"","om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_uf_show_specific_survey":0,"_uf_disable_surveys":false,"footnotes":""},"categories":[1923,2,42],"tags":[],"class_list":["post-2297","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-microsoft-365","category-exchange","category-varia"],"post_mailing_queue_ids":[],"_links":{"self":[{"href":"https:\/\/www.msb365.blog\/index.php?rest_route=\/wp\/v2\/posts\/2297","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.msb365.blog\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.msb365.blog\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.msb365.blog\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.msb365.blog\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=2297"}],"version-history":[{"count":8,"href":"https:\/\/www.msb365.blog\/index.php?rest_route=\/wp\/v2\/posts\/2297\/revisions"}],"predecessor-version":[{"id":5201,"href":"https:\/\/www.msb365.blog\/index.php?rest_route=\/wp\/v2\/posts\/2297\/revisions\/5201"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.msb365.blog\/index.php?rest_route=\/wp\/v2\/media\/2298"}],"wp:attachment":[{"href":"https:\/\/www.msb365.blog\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=2297"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.msb365.blog\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=2297"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.msb365.blog\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=2297"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}