To create a new disclaimer, perform the following actions:
- Go to Exchange > More Services > Company Disclaimers. The list of existing disclaimers opens if there are any.
- Click the Add new disclaimer button. The creation Wizard starts.
- At the displayed screen enter the name of the new disclaimer and select its type.
- Internal recipients – the created disclaimer will be added to letters sent inside the Exchange organization only.
- External recipients – the created disclaimer will be added to letters sent to mailboxes outside the Exchange organization.
- Any recipients – the created disclaimer will be added to all outgoing messages.
Click Next.
- At this step, specify the parameters and text for the new disclaimer.
- Location. It specifies where the disclaimer is inserted into the email message. Append puts the disclaimer at the bottom of the email message thread. Prepend puts the disclaimer at the start of the newest email message.
- Use separator. It specifies whether a separator is placed between the disclaimer and the email message body.
- Font. It specifies the font of the disclaimer text when the text is added to an email message. The available fonts are Arial (default), Courier New and Verdana.
- Size. It specifies the size of the font of the disclaimer text when the text is added to an email message. The available sizes are Smallest, Smaller, Normal (default), Larger, or Largest.
- Color. It specifies the color of the font of the disclaimer text when the text is added to an email message. The available colors are Grey (default), Black, Blue, Fuchsia, Green, Lime, Maroon, Navy, Olive, Purple, Red, Silver, Teal, White, or Yellow.
- Fallback action. It specifies what Exchange should do if a disclaimer can't be applied to an email message as, for example, when a message is encrypted or digitally signed. The default fallback action is Wrap. The following list shows each fallback action and its description:
Wrap. If the disclaimer cannot be inserted into the original message, Exchange encloses, or "wraps", the original message in a new message envelope. Then the disclaimer is inserted into the new message.
If the original message can't be wrapped in a new message envelope, the original message is not delivered. The sender of the message receives a non-delivery report (NDR) that explains why the message was not delivered.
Ignore. If the disclaimer can't be inserted into the original message, Exchange lets the original message continue unmodified. No disclaimer is added.
Reject. If the disclaimer can't be inserted into the original message, Exchange doesn't deliver the message. The sender of the message receives an NDR that explains why the message wasn't delivered.
- Text. Enter the text that will be used to populate the disclaimer message that is added to an email message.
- Click Next to continue.
- At the last Wizard step review the disclaimer parameters. You can preview the created disclaimer by clicking on the corresponding link.
- Click Finish to save the created disclaimer.
Note: If you create several disclaimers of one type (for example, internal recipients), all of them will be added to the outgoing message.
Important: When you add new Exchange mailboxes, the existing disclaimers will not be immediately applied to them, since the recipients cache is updated every 4 hours in the system.