Create an organization wide signature

You can add an email signature, legal disclaimer, or disclosure statement to the email messages that enter or leave your organization. You can set it up to apply to all incoming and outgoing messages as shown below. Or you can apply it to certain messages like those containing specific words or text patterns.

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Create a signature that applies to all messages

  1. Sign in to Office 365 with your work or school account.

  2. Click the app launcher The app launcher icon in Office 365 , and then click Admin.

    The Office 365 app launcher with the Admin app highlightedcommercial_applauncher_clickallapps
  3. Choose Admin centers, and then click Exchange.

  4. Under Mail flow, choose Rules.

  5. Click the + (Add) icon and choose Apply disclaimers.

  6. Give the rule a name.

  7. Under Apply this rule, choose [Apply to all messages].

    Tip: Learn more about applying conditions if you don't want the disclaimer applied to all messages.

  8. Under Do the following, leave Append the disclaimer selected.

  9. Click Enter text and type your disclaimer.

    Tip: Learn more about formatting disclaimers.

  10. Click Select one and choose Wrap as a fallback option. Then OK. This means that if the disclaimer can't be added because of encryption or another mail setting, it will be wrapped in a message envelope.

  11. Leave Audit this rule with severity level selected. Then choose Low, Medium, or High to be used in the message log.

  12. Choose Enforce to turn on the disclaimer immediately, unless you want to test it first.

  13. Choose More options to include additional conditions or exceptions.

  14. Choose Save when finished.

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