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How to add a disclaimer to Exchange 2007 email

How to add a disclaimer to Exchange 2007 email

Adding a disclaimer to email message was in SBS 2003 (Exchange 2003) a difficult task. You had to write your own 'event sink' and register that with your email server or use a third party tool. This has all changed with Exchange Server 2007 which is included in SBS 2008 Standard and Premium. 

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Instead of an 'event sink' we will create a new transport rule. This can be done by using the Exchange Management Console or with the Exchange Management Shell.


Create a new transport rule that will add a disclaimer to all email

  1. From the start menu open the Exchange Management Console
    How to add a disclaimer to Exchange 2007 email
  2. In the Exchange Management Console open the hive Organization Configuration -> Hub Transport and the right side click 'New Transport Rule'.
    How to add a disclaimer to Exchange 2007 email
  3. Give the new transport rule a name, click enable and click Next.
    How to add a disclaimer to Exchange 2007 email
  4. In this first example we set no conditions. Click Next.
    How to add a disclaimer to Exchange 2007 email
  5. Click Yes to accept the warning.
    How to add a disclaimer to Exchange 2007 email
  6. Check 'Append disclaimer text...'.
    How to add a disclaimer to Exchange 2007 email
  7. Click on the link 'disclaimer text'. A snall window will popup that allows you to type the text of your disclaimer. The options are if we want to append or prepend the disclaimer and layout options such as the font, font size, if we want to use a seperator yes or no and what the text should do in the case it does no longer fit. Click OK and Next.
    How to add a disclaimer to Exchange 2007 email
  8. We don't want to set any exceptions at the moment. We want to test our disclaimer first and then set exceptions later.
    How to add a disclaimer to Exchange 2007 email
  9. The wizard shows you a configuration summary, click New.
    How to add a disclaimer to Exchange 2007 email
  10. The wizard has completed successfully, click Finish.
    How to add a disclaimer to Exchange 2007 email
  11. Open the Exchange Management Console. There is our new Transport Rule listed.
    How to add a disclaimer to Exchange 2007 email
  12. Open OWA and send a test message. Joe Plummer mailed me a test message and yes...the disclaimer is added!
    How to add a disclaimer to Exchange 2007 email

Modify the transport rule and set conditions and exceptions

One of the things we don't need with a disclaimer is that it is added to internal emails. We also want to prevent the disclaimer to be added when it was already added.

  1. Open the Exchange Management Console, highlight the transport rule and click Edit Rule.
    How to add a disclaimer to Exchange 2007 email
  2. Check 'sent to users inside or outside the organization'.
    How to add a disclaimer to Exchange 2007 email
  3. The condition is now listed, click on it.
    How to add a disclaimer to Exchange 2007 email
  4. Set the condition to 'outside' and click OK.
    How to add a disclaimer to Exchange 2007 email
  5. Our condition is ready and click Next.
    How to add a disclaimer to Exchange 2007 email
  6. Open the link to edit your disclaimer text, mark your text and right click to copy it. We will need that later. Click OK and then Next.
    How to add a disclaimer to Exchange 2007 email
  7. Check the exception 'except when the text...' as shown in the screenshot.
    How to add a disclaimer to Exchange 2007 email
  8. Click on 'specific words' to edit the value of this exception.
    How to add a disclaimer to Exchange 2007 email
  9. Right click Paste click add and then OK
    How to add a disclaimer to Exchange 2007 email
  10. You see that we have the text 'Here we type the text for our disclaimer!' listed twice. The first time as the text we want to add as our disclaimer and a second time to prevent it from being added again!
    How to add a disclaimer to Exchange 2007 email
  11. A configuration summary is shown. Click Update.
    How to add a disclaimer to Exchange 2007 email
  12. Click Finish to close the wizard.
    How to add a disclaimer to Exchange 2007 email

If you want to test this new rule you will need to send an email to a recipient outside of your organization.


Creating and modifying transport rules with the Powershell

In the previous chapters we created a Transport Rule with the wizards in Exchange Management Console. We can also to that with the Exchange Power Shell. If you want to learn about what you can do with the Exchange Power Shell a good place to start is Managing Transport Rules. If you are overwhelmed by the information in those articles don't worry.... I had also difficulties understanding this but after awhile I got itHow to add a disclaimer to Exchange 2007 email.

So, as a starter we will create the same transport rule as we have done with the GUI (Graphical User Interface) Exchange Management Console.

  1. Start the Exchange Management Console from the start menu.
    How to add a disclaimer to Exchange 2007 email
  2. In the list below you see that we type 5 commands. The first 4 are to define our Actions and Conditions. More information on actions and conditions can be found here: http://technet.microsoft.com/en-us/library/aa998224(EXCHG.80).aspx andhttp://technet.microsoft.com/en-us/library/aa998315(EXCHG.80).aspx.
    How to add a disclaimer to Exchange 2007 email
  3. Now let us have a look in the Exchange Management Console if we see our Transport Rule there.... yes...it is listed.
    How to add a disclaimer to Exchange 2007 email
  4. If you want to update the Disclaimer text you will first need to read the ActionArray and determine which Action to modify. Because we have only one the number of the array to edit is '0'. More information on modifying rules can be found here "How to Modify Transport Rule Actions in the Exchange Management Shell".
    How to add a disclaimer to Exchange 2007 email

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