How To Apply Disclaimer On External Mails

In this article, we are going to see how to add a disclaimer statement on external emails.

In this article, we are going to see how to add a disclaimer statement on external emails. There are a lot of ways spammers target users by using email address policies. These all look genuine but actually, they're not. We can apply disclaimer to the external mails using the following procedure which will give an extra warning for the internal recipients.

Open Exchange Admin Center.

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Click on "Create a new rule".

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Type the name for "Transport Rule" and click on "More Options".

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Select "Apply this rule if" –> The Sender –> is External/Internal.

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Select "Outside the Organization".

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Select Do the following–> Apply a disclaimer to the message — > Select Prepend a disclaimer or Append a disclaimer.

You need to select the option depending on your Management's decision. Many of the companies go for the append message which would be added the text below the message (Ideally, all the companies add their company disclaimers. Hence, it will be added all the way down the message and no one will even notice).

"Prepend" is adding the text above the message. Prepend is the best option because the requirement is to give a 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.

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Click on "Enter text".

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Specify the disclaimer text.

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Click on "Select one".

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Specify the fallback action if the transport rule is not able to apply. In my case, I selected "Wrap".

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We need to exclude the signed emails because the digitally signed mails should not be intercepted.

To do that, select Except if –> The Message type is –> Signed.

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Once selected, save the rule and wait for 15 to 20 minutes for the rule to get replicated between the Exchange Servers.

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Check any mail coming from the external domains now.

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You can see that the disclaimer is added in the message area above the actual message sent by the sender.