This tutorial gives you a quick overview of how to add server-side disclaimer or html signature to emails in Exchange Server 2007/2010/2013/2016/2019 Transport Rules.
Organization-wide signatures are called “disclaimers,” regardless of what they include. For example, they can just be a signature, or also include your address, legal disclaimer, or other information you want.
Exchange admin center (https://yourserver/ecp).
New (the + icon), and Apply disclaimers.
In Exchange 2007/2010, you should use
Exchange Management Console ->
Organization Configuration ->
Hub Transport ->
Transport Rules to create a new
After the rule window open, before you start creating your signature rule, you can click
to unlock extra conditions.
Input any meaningful name for your rule.
Then, in the
Apply this rules ->
if… section, select a condition that, if met,
will trigger this rule. In my case, this would be
The sender ->
In the following window, I set a sender location to
Inside the organization,
so that the rule applies to all users within the organization.
-If you want to narrow down the extent of your rule, you can click add condition to set up another condition.
the recipients is located ->
Outside the organization.
This way only emails sent to external recipients will get the signature.
Apply a disclaimer to the message->
append a disclaimer.
Now, enter text of your signature. As there is no HTML editor, you need to wrap your signature text in HTML code if you want to look it more appealing.
You can use the
<IMG> tag to point to an image available on the Internet.
<IMG src="http://contoso.com/images/companylogo.gif" alt="Contoso logo">.
By default, Outlook and Outlook on the web (formerly known as Outlook Web App) block external web content,
including images. Users need to acknowledge and download the blocked external content.
I recommend that you test disclaimers that have IMG tags to verify they display the way you want.
You can use
<br> to insert a line-break.
Here is the example html signature:
<div style="font-size:10pt; font-family: 'Calibri',sans-serif; margin-top: 10px;"> %%displayname%%<br/> %%title%%<br/> %%company%%<br/> </div> <br/> <div style="background-color:#D5EAFF; border:1px dotted #003333; padding:.8em; "> <div><img alt="Fabrikam" src="https://www.emailarchitect.net/img/adminsystem.png"></div> <span style="font-size:12pt; font-family: 'Cambria','times new roman','garamond',serif; color:#ff0000;">Confidentiality Notice</span><br/> <p style="font-size:8pt; line-height:10pt; font-family: 'Cambria','times roman',serif;">This message contains confidential information and is intended only for the individual(s) addressed in the message. If you aren't the named addressee, you should not disseminate, distribute, or copy this e-mail. If you aren't the intended recipient, you aren'tified that disclosing, distributing, or copying this e-mail is strictly prohibited.</p> <span style="padding-top:10px; font-weight:bold; color:#CC0000; font-size:10pt; font-family: 'Calibri',Arial,sans-serif; "> <a href="https://www.emailarchitect.net">AdminSystem Software Limited</a></span><br/><br/> </div>
You can use
tokens to add unique attributes from each user’s Active Directory account,
The syntax is to enclose the attribute name in two percent signs (for example,
Here is available attributes list:
City Company Country CustomAttribute1 - CustomAttribute15 Department DisplayName Email FaxNumber FirstName HomePhoneNumber Initials LastName Manager MobileNumber Notes Office OtherFaxNumber OtherHomePhoneNumber OtherPhoneNumber PagerNumber PhoneNumber POBox State Street Title UserLogonName ZipCode
Click Select one to choose a
fallback action if the disclaimer can’t be added, I selected
Once your email signature is ready, you can go to other options of the rule, like exceptions, or finish the setup by saving the changes.
If you want to gain these capabilities, you can try to use this third-party tool.
Add organization-wide email disclaimer or html signature with embedded images in Exchange Server 2007/2010/2013/2016/2019
Not enough? Please contact our technical support team.
We usually reply emails within 24hours. The reason for getting no response is likely that your SMTP server bounced our reply. In this case, please try to use another email address to contact us. Your Gmail, Hotmail or Office 365 email account is recommended.