Click on the “Select one…” link to select a fallback option when the disclaimer can’t be added Įnclose the original message in a new message envelope and add the disclaimer into the new message.ĭon’t deliver the message and send an NDR to the sender.ĭeliver the message but without the disclaimer.Any HTML tags are automatically stripped when the message format is Plain Text.The signature including all HTML tags can be up 5,000 characters long.You can use practically any Active Directory user property as a variable by placing it between double percent character like %%DisplayName%%.You can use HTML, inline CSS and links to images stored on a web server by using the img tag.Click on the “Enter text…” link to construct your Signature.Apply a disclaimer to the message…-> append a disclaimer.From the “Do the following…” list select:.The recipient…-> is external/internal-> Outside the organization.The sender…-> is external/internal-> Inside the organization.Press the “add condition” button to add the second condition Select the following “Apply this rule if…” conditions.Click on the “More options…” link to show all rule conditions and actions and to be able to add more conditions.For instance: Corporate External Signature and Disclaimer. If a menu opens up, select: Apply disclaimers… (if not, continue to the next step). In the Rules section, click on the + icon to create a new rule.When using Microsoft 365, you could use this direct link. From the Navigation Pane on the left, select: Mail Flow.Logon to the Exchange Admin Center (ECP).Outlook Signature deployment via scriptsĮxchange 2013, 2016, 2019 and Microsoft 365 Exchange OnlineĮxchange 2013, 2016, 2019 and Microsoft 365 Exchange Online offer support for HTML based signatures and retrieving user information from Active Directory to dynamically create personalized signatures as well as static disclaimers.Finally, an overview of 3rd party solutions is provided for alternative solutions. Also, additional methods are being discussed to manage it without an Exchange server.
This guide discusses the features that Exchange offers to create and manage signatures at server level. You can lock down the access to the Signature feature by using Group Policies but that still doesn’t take away the issue of creating/generating a standard signature in the first place and deploying it to the users.
Outlook offers no direct means to do this since the Signature feature in Outlook is a client side feature and thus users can create and modify their own signature. Most companies want to include at least a “disclaimer” text, others want to control the amount of contact details as well and still others want to control the entire look and feel of the signature. Within a company, you usually want to control the signatures that users are using when sending mail outside of the company.
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