Unified Communications

Automatically add signature or disclaimer within Exchange

emailIs your organization currently using Microsoft Exchange Server for unified communications purposes?

If yes, do you have trouble managing the various types of emails which are being sent out to the public?

Most organizations have email usage policies in place to warn and educate email users on what they should or should not do with their corporate email address. Image by FunnyBiz.

However, it can still be a challenge for server administrators to manage users who are using company emails to:

  • Spam others
  • Leak out confidential information
  • Transmit viruses or malwares
  • Send out hate mails
  • etc…

As an organization, don’t allow your business be held responsible for inappropriate employee email usage.

The email policy is only effective as a guideline for corporate email users. One good way to protect your organization is to automatically use the email server  to add or append a legal disclaimer into every email which is sent out.

Besides automatically adding signatures or disclaimers, you can also choose to promote your organization by placing some key information at the bottom of each email. Some may say that this is also a form of spamming but I feel it’s ok to let the recipient understand a little bit more about the organization that they are receiving an email from.

If you would like to add legal disclaimers but do not know how to create one, check out some samples at:

  • Sample disclaimer statements

Now if your organization is using Exchange Server, then you can utilize some 3rd party tool to help you automatically append email signatures, disclaimers or banners. The following are two that I know of:

codetwo exchange rules

CodeTwo Exchange Rules allows signatures and company disclaimers in email messages sent via Microsoft Exchange and Small Business Server to be managed centrally.

Some key features includes:

  • Signature editor
  • Assign different signatures for different users or groups
  • Create dynamic content disclaimers with data from AD
  • Email archiving and statistics tool

Exclaimer exchange email disclaimers

Exclaimer Mail Utilities allows you to easily add disclaimers to exchange emails to help mitigate liability for breach of confidentiality, virus transmission, etc.

Some key features includes:

  • Append email disclaimers
  • Add branding to email
  • Create email signatures with dynamic content
  • STOP Spam and  Zero-Hour Virus Protection

—————————————- End ————————————————

So here you go, two third party tools that works perfectly together with Exchange for the purpose of automatically appending email signatures and disclaimers for all internal and external outgoing emails.

If you know of any other tools like these, please feel free to comment below.

About the author

Bob Lee

Hi! My name is Bob Lee and I’m a web developer / technical writer who specializes in developing and reviewing web applications. As an entrepreneur, blogger, developer, and tech enthusiast, I have been in this field for more than 10 years, and have been loving every minute of it.


  • Haven’t tried Exclaimer, but our company uses CodeTwo Exchange Rules too (with Small Business Server) – not expensive and does its job pretty well.

Leave a Comment

/* ]]> */