How to add Disclaimer in Exchange Server 2010

Exchange Server 2010 allows us to include the customize disclaimer in plain text or HTML format to any e-mail messages processed on the Hub Transport servers. Most organizations use disclaimer to provide legal information or any warning for unverified senders and recipients. We can also use disclaimers as uniform e-mail signature.

Let’s see how to configure Disclaimer in Exchange Server 2010:-

1.       Open the Exchange Management Console from the Start menu.

2.       Expand Organization Configuration and click on Hub Transport.

3.       In the result pane, click on Transport Rule tab.

4.       Right-click in the Filter pane and select “New Transport Rule...” option.

5.       Enter new Transport rule Name and Description. Make sure Enable Rule checkbox is selected to activate this rule.

 

6.       In the Conditions window, select the users/groups where this rule would be applied. We will select the “from users that are inside or outside of the organization” checkbox so that disclaimer message would be added to all the messages sent by the internal users. Click Next.

7.       In the Action wizard, select “append disclaimer text and fallback to action if unable to apply” checkbox. We have the option to prepend or append the disclaimer message. Prepend insert the disclaimer text before the text of any new message and append would insert the disclaimer message at the bottom of the message. Click on the disclaimer text to enter the disclaimer message. Click Next.

In this scenario, we would add the below disclaimer text:-

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 Learnmsexchange 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.

8.       Select any Exception, if required. Click Next.

9.       Click on New to create the Transport rule

10.   Click on Finish when the rule is created.

11.   Once the above rule is created, send an email to any user and disclaimer would be added in the bottom of the message.