Tuesday, January 14, 2014

How to set up Disclaimer email signatures on Exchange Server 2010



Microsoft Exchange Server 2010 includes the ability to add HTML or text disclaimers to e-mail messages that are processed on Hub Transport servers. Disclaimers are typically used to provide legal information, warnings about unknown or unverified e-mail senders, or for other reasons as determined by an organization. Server sided email signatures and disclaimers belong to one of the most desired features among server administrators.



Below are the steps to set up Disclaimer email signatures on Exchange Server:
 
1. Run the Exchange Management Console on your server.
2. Expand Organization Configuration and select Hub Transport. In the Result pane (middle) select the Transport Rules tab and then click New Transport Rule… in the Action pane (right).


3. A Transport Rule creation wizard will start up. Type in your rule’s name and a short description, so that you can easily identify it later on, when you have multiple transport rules. Check the Enable Rule option to have the rule enabled immediately after it is created (you can also enable/disable it afterwards). Click Next when ready.

4. Define what conditions will have to be met by an email for the signature to be added to it. To do this, check one or more options available and then provide the specifics in the Edit the rule description by clicking an underlined value box below. In my case the conditions will be from people (members of the sales department) and sent to users that are inside or outside the organization, or partners (outside the organization). Click Next when ready.

5. Check the append disclaimer text and fallback to action if unable to apply action and in the Edit the rule description by clicking an underlined value box below click disclaimer text. A new window will pop out – in it type the Plain Text or HTML source version of your disclaimer and press OK. Click Next when ready.

6. Define what exceptions would have to be met for the rule not to be applied to an email message. If you do not choose any exceptions, the rule will apply to all emails that meet the conditions defined in step 4. Click Next when ready.


7. The wizard will display a summary of the rule and a PowerShell script, which you can use to deploy your disclaimer or save for future use. Click New for the script to be automatically executed – the wizard will notify you whether the disclaimer was successfully deployed (Completed) or not (Failed). Click Finish when ready.


The new disclaimer rule should be added to your Transport Rules list. You can disable/enable, remove or edit your rule e.g. by right clicking on it and selecting the option you want:
The native Exchange 2010 email signature mechanism has a few drawbacks such as inability to insert the signature directly under new reply/forward, no embedded/inline images, signatures not visible in senders’ Sent Items folders, inability to remove blank lines if an Active Directory variable is not updated, etc.

The native Exchange 2010 email signature mechanism has a few drawbacks such as inability to insert the signature directly under new reply/forward, no embedded/inline images, signatures not visible in senders’ Sent Items folders, inability to remove blank lines if an Active Directory variable is not updated, etc.
You can see the below sample Disclaimers into on your email.

Hopefully this helps you understand the eMail disclaimer. We look forward to your comments and are definitely open to suggestions on how we can make this better for you.

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