This article applies to Enterprise Exchange 2010 plans only. This feature is not supported in Business Exchange 2010 plans.
More information on disclaimer feature for other Exchange server versions you can find in the Intermedia Knowledgebase articles:
Exchange 2003 Company Disclaimer feature
Exchange 2007 Company Disclaimer feature
Microsoft Exchange Server 2010 includes the ability to add HTML or text disclaimers to e-mail messages. 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.
Here is an example of an e-mail disclaimer:
IMPORTANT NOTICE: This e-mail message is intended to be received only by persons entitled to receive the confidential information it may contain. E-mail messages to clients of Contoso may contain information that is confidential and legally privileged. Please do not read, copy, forward, or store this message unless you are an intended recipient of it. If you have received this message in error, please forward it to the sender and delete it completely from your computer system.
To create a Disclaimer please navigate to HostPilot > Services > MS Exchange Server 2010 > Email Compliance > Company Disclaimer. Check the box next to "Enable Email Signature" and type in the text in the field below. You can disable the Company Disclaimer by unchecking the Enable Email Signature button.
Important Notes:
- Your message Disclaimer must be limited to 5000 characters. This includes any spaces, HTML tags and in-line CSS styles.
- Exchange 2010 inserts disclaimers into e-mail messages using the same message format as the original message. For example, if a message is created in HTML, the disclaimer is added in HTML. If the message is created as plaintext, HTML tags are stripped from the disclaimer text before it is added to the plaintext message.
- There is no way to disable Disclaimer for one mailbox. It is appended to all outgoing messages of all users.
- If Secure Mail service is enabled for any user on the account, Failure Action if Unable to Apply setting must be set to Ignore.
When you create a disclaimer, you can modify the appearance, position, and behavior of the disclaimer within the e-mail message. You can customize disclaimers using the following elements:
- Disclaimer text
- HTML tags and in-line CSS Styles
- Using User Attributes in Disclaimers and Personalized Signatures
- Behavior with messages that can't be modified
Disclaimer Text
The disclaimer text is the text that is inserted into a message. Exchange 2010 inserts disclaimers into e-mail messages using the same message format as the original message. For example, if a message is created in HTML, the disclaimer is added in HTML. If the message is created as plaintext, HTML tags are stripped from the disclaimer text before it is added to the plaintext message.
Important: In Exchange 2010, the maximum length of disclaimer text is 5000 characters. This includes any HTML tags and in-line CSS styles.
HTML Tags and in-line CSS Styles
Exchange 2010 disclaimer text can include HTML tags. This allows you to create messages with the rich styling functionality available in HTML. Additionally, HTML tags can include in-line Cascading Style Sheets (CSS). Messages sent in the HTML format can display the rich disclaimer messages. All font setting and other configuration needs to be done in HTML tags.
Using User Attributes in Disclaimers and Personalized Signatures
In Exchange 2010, you can add Active Directory User attributes, such as Display Name, First Name, Last Name, Department, and Company, to disclaimers and personalized signatures. You can view attributes of the specific user if you navigate to Users page and hit user's Display Name. To use attributes in a disclaimer, you must enclose it in %%. For example, to use the Display Name attribute, you must use %%DisplayName%%.
Please find below the complete list of attributes that can be used in disclaimer:
| User Attribute |
Entry in Disclaimer |
| Display Name |
%%DisplayName%% |
| Company |
%%Company%% |
| Department |
%%Department%% |
| Address |
%%StreetAddress%% |
| City |
%%City%% |
| State |
%%StateOrProvince%% |
| Zip Code |
%%PostalCode%% |
| Work Phone |
%%Phone%% |
| Fax |
%%Fax%% |
| Mobile Phone |
%%MobilePhone%% |
Behavior with messages that can't be modified
Some messages, such as encrypted messages, prevent Exchange from modifying the content of the original message. Exchange enables you to control how your organization handles these messages. When you create a disclaimer, you can decide whether to wrap a message that can't be modified, reject the message if a disclaimer can't be added, or ignore the disclaimer action and deliver the message without a disclaimer. You can control that modifying Failure Action if Unable to Apply setting on the Company Disclaimer page in HostPilot. Please note, that if you have Secure Mail service enabled you should set Failure Action to Ignore to avoid problems with delivery of encrypted messages.
- Wrap. If the disclaimer can't be inserted into the original message, Exchange encloses, or "wraps," the original message in a new message envelope. Then the disclaimer is inserted into the new message.
Note: If the original message can't be wrapped in a new message envelope, the original message is not delivered. The sender of the message receives a non-delivery report (NDR) that explains why the message was not delivered.
- Reject. If the disclaimer can't be inserted into the original message, Exchange doesn't deliver the message. The sender of the message receives an NDR that explains why the message wasn't delivered.
- Ignore. If the disclaimer can't be inserted into the original message, Exchange delivers the original message unmodified. No disclaimer is added.
|
