Create organization-wide signatures and disclaimers

Last updated: 10 September 2018

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. Tip: 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.

  2. Go to the Click here to go to the Office 365 admin center. .

    Go to the Office 365 admin center.

    Go to the Office 365 admin center.

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

    The Office 365 app launcher with the Admin app highlighted

    Can't find the app you're looking for? From the app launcher, select All apps to see an alphabetical list of the Office 365 apps available to you. From there, you can search for a specific app.

  4. Choose Admin centers, and then click Exchange.

  5. Under Mail flow, choose Rules.

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

  7. Give the rule a name.

  8. 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. (This scoping article is for Exchange Server, but it also applies to Office 365.)

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

  10. Click Enter text and type your disclaimer.

    Tip: Learn more about formatting disclaimers. (This formatting article is for Exchange Server, but it also applies to Office 365.)

  11. 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.

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

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

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

  15. Choose Save when finished.

Limitations of Office 365 organization wide signatures

You can't do the following with Office 365 signatures:

  • Insert the signature directly under the latest email reply or forward

  • Display server-side email signatures in users’ Sent Items folders

  • Embed images in email signatures

  • Skip lines which contain variables that couldn’t be updated (e.g. because the value wasn’t provided for a user)

To gain these and other capabilities, use a third-party tool. Please do an internet search for email signature software. A number of these providers are Microsoft Gold Partners and their software provides these capabilities.

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