Add a footer to all Outgoing Mail

[JoeBloggs]

I would like to add a footer / disclaimer to all outgoing mail through our Exchange 2003 Server.

I am guessing it is fairly straight forward. Has anyone done this before? Thanks.

[Jamman960]

I've always done it via our spam filter, there are a few other options listed on this thread though: Default disclaimer for MS Exchange 2003

James

[DT2]

I used to use GFI mail essentials.

DT

[Geoff]

Be aware that adding a legal disclaimer on to your outbound email is a totally futile waste of your time.

[Dos_Box]

Strangely, I've just been doing a bit of reading up on this and it seems that things are now changing somewhat. However, the main point many legal sites point out is that if your disclaimer is at the bottom of the email then it may render any information it contains innefective as you would have had to read the contents of the email before you got to it. Unlike, a fax where the coversheet would often contain the disclaimer and be read first. Also there are legal variences depending upon the country you are in. It's worth reading up on.

[Geoff]

If anything I would just put a url link in the bottom of emails linking to your privacy policy on your website.

[sukh]

Easier if you had 2007/2010 for 2003 create an event sink. - How to add a disclaimer to outgoing SMTP messages in Visual Basic script

[JoeBloggs]

Thanks guys.

A part from the script, would I have to buy some sort of extension / addon for Exchange?

[sukh]

yes for 2003.

[JoeBloggs]

Cheers.

We are currently using Postini and I have found out we can add stuff to outgoing mail from here.

[MrWu]

Hi

In my old company I used codetwo for exchange. It can insert a disclaimer once at the end of every new email, custom footers whether you send to internal staff or external people. Disclaimers are sent via exchange server so users with iPhones, blackberries or use owa will get the disclaimer inserted. Takes fields from AD and populates it on your footer. Best of all if you are willing to have a link on every disclaimer it is free to use.

Hope this helps

[bio]

another reason to upgrade to 2010

bio..

[GrumbleDook]

One of the other things to remember about disclaimers is that it should also meet with your internal HR policies (and the policies also reflect the disclaimer). Whilst the disclaimer means little in the outside world (and many have already covered that point) it can mean a lot to backing up your internal policies about sharing sensitive data, appropriate use etc. It should not be used on its own, but as part of a complete set of policies within the school.

It can also have other uses ...

For Data Protection it can have things like "If you have received this information in error please contact X at <schoolname> on..."
For bullying, "If you are concerned about any content in this email the please contact Y at ..."

Personally I hark back to the days when all emails were plain text and the .sig was 4 lines long, a maximum of 80 characters wide and the sig separator was "-- " instead of the 36 line disclaimer and additional images saying that the school / LA / firm you are in have won X award, are supporters of Y and promise that Z will save the world from attack by mutant squid!