An email disclaimer is the text in the footer of an email that passes through the Email Services infrastructure.
Using a combination of default and custom email disclaimers, for inbound and outbound emails, at global, domain, and group level, you can configure your disclaimers to your requirements. Plan your disclaimers so that your users have the appropriate disclaimer applied to their emails.
Email disclaimers are also known as Banners and Footers.
Email disclaimers can be used for several reasons. These include:
An email disclaimer informs the recipient that the email has been scanned for security purposes. A typical message reassures the email recipients that their emails are legitimate and free of viruses.
In many countries there is a legal requirement for business email to include the company name, registered office address, and company registration details. You can use email disclaimers to ensure that this information is appended to all email that leaves your organization. Email disclaimers are more reliable than using email signatures that are set up in each user's email client.
Use email disclaimers to limit employer's liability. For example, you can state that any views or opinions that are presented in an email are solely those of the author and do not necessarily represent those of the company.
Some industries may require organizations to make certain disclosure statements when communicating by email.
You can create separate groups for each region and apply a specific disclaimer for each group.
Unless you have configured custom disclaimers, the default disclaimer is applied to all of the emails going out and within your organization. The default disclaimer uses the generic text that we have predefined. Or you can define the text to your requirements. You can also choose not to have a disclaimer appended for your inbound email or outbound email, or both.
A custom email disclaimer can be applied for a specific group - custom, LDAP, or domain. You can define the text for your custom disclaimers and the groups they apply to. You can also define No disclaimer for your inbound email or outbound email or both.
An inbound email is an email that is sent from an external email address to a recipient that is within your organization. An outbound email is an email that is sent from an email address within your organization to an external email address.
Email disclaimers are configured in the portal. They are listed in the portal in priority order. You can only assign a group to one disclaimer. However, a user may be a member of multiple groups. The disclaimer that is applied depends on the order of disclaimers in the list.
The primary user can configure disclaimers by default. For other users, provided they have Edit configuration permission for at least one domain, they can edit disclaimers for the whole organization.
Depending on your organization's configuration, you may not be able to define all types of Email Disclaimer.
When the body of an email contains no text, some versions of Microsoft Exchange remove the text/plain part within the MIME to reduce the overall size of the email. In these circumstances a disclaimer is not displayed.
Imported Document ID: HOWTO101627
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