In this post, how one can add disclaimer to all outgoing emails in Office 365/Exchange Online manually without any expert is discussed. One just simply needs to follow the method and add disclaimer to the emails to ensure security, confidentially, the liability of email content.
This is a guest post written by Tej Pratap Shukla
, a Server Administrator from New Delhi, if you like the article, be sure to visit Office 365 Tips
. Without further delay, over to Tej...
Email is the important business tool used by many organizations. However, using emails without any signature and disclaimer is like giving an invitation to the number of legal threats. Therefore, from the security point of view, it is important to attach a disclaimer to every outgoing email from Office 365/O365. Now, what exactly is email disclaimer? It is the statement that is added to all emails sent from a particular organization. It is usually added to disclaim liability or marketing purpose as well. Moreover, the disclaimer statements are mainly of legal characters drafted by the legal department of an organization. Now, to make it more easy for IT administrator, these disclaimers can be managed through central location also and can be added to each email automatically using Office 365 Transport rules. These IT administrators can easily manage Office 365 Admin accounts
from a single panel using a third-party service. After understanding the main reason behind applying a disclaimer, method of how to add disclaimer to all emails in Exchange Online is discussed.
An Example of Disclaimer:
The content of this email is confidential and only for the recipient that is specified in the message. It is strictly prohibited to share any content of this email message with any of the third party, without having a written consent provided by the sender. In case you received this message by mistake, then please reply back to this message and delete it from your system immediately, so that we can make sure that all such type of mistakes does not encounter in the future.
Why Add Disclaimer to All Outgoing Emails in Office 365?
Everyone has a different reason behind adding disclaimer to emails in Exchange Online. Therefore, in this section of the post, all possible reasons to apply for a disclaimer are sum up:
Method to Add Disclaimer to All Outgoing Emails in Office 365
- Legal Protection - Email disclaimer provides all type of legal protection to an organization. Any type of confidentiality, security, liability, entering into contracts, misstatement issue can easily be avoided using a disclaimer in the email message. Moreover, it also prevents the actual occurrence of legal proceeding against an organization.
- Marketing Purposes - Another main motive of attaching a disclaimer is that it help in the marketing of an organization. One just needs to add an organization’s address, URL to the disclaimer. For example, it is also helpful in adding a footnote that contains a new coming fundraising or outreach campaign.
- Regulatory Compliance - In order to prevent the client privacy, the new and existing regulations are used. Moreover, it is also used to keep the record of email communications and ensure the secure confidentiality of information. Thus, to accomplish all this, it is necessary for an organization to add disclaimers at the bottom of their emails to make sure the integrity of their patients or clients and to overcome any confidentiality failures.
In order to add Exchange Online disclaimer signature, one can make use of Office 365 Transport Rule. Follow the steps mentioned below to create a disclaimer that is added to the bottom of all emails sent from an organization:
1. Open Exchange Control Panel
and choose the Manage My Organization
>> Mail Control
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