In this Article, We are going to see how to Add disclaimer for the external mails. when I say this, you will get one question why should we add the disclaimer for External Mails specifically.. Right?
There are lots of ways spammers are targeting users by using the Email address policies which are look genuine by nature but it is not.. We will talk in detailed in upcoming EOP (Exchange Online Protection) Category.
Click on Create a new rule
Type the Name for Transport Rule and Click on More Options
Select Apply this rule if –> The Sender –> is External/Internal
Select the Option Outside the Organization
Select Do the following–> Apply a disclaimer to the message — > Select Prepend a disclaimer or Append a disclaimer
You need select option depends on your management decision.. many of the company they will go for the append message which would be adding the text below the message(Ideally,all the companies they will add their company disclaimers. Hence the append will be added all the way down of the message that no one will even notice 🙂 )
Prepend is adding the text above the message. Prepend is the best option because the requirement is to give the precautions to the users.
It is totally up to you now, which way you want to display it.. In my case i have selected Prepend a disclaimer
Click on Enter text
Specify disclaimer text
Click on Select one
Specify the fallback action if the transport rule is not able to apply. In my case, selected Wrap
We need to exclude signed mails which are send from external.why? Because the digitally signed mails should not get intercepted.
To do that, Select Except if –> The Message type is –> Signed
Once selected, save the rule and wait for 15 to 20 minutes to replicate the rule between the Exchange servers.
Check any mail coming from the external domains Now..
You can see that the disclaimer is added in the message area above the actual message sent by the sender.