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Introduction

The following instructions explain how to add an organisational message (also known as an email footer) to every email sent by a member of Speakeasy staff or volunteer who has access to a Speakeasy email account. Typically, organisations use these footers to add disclaimer statements.

Note: the technique described is different from instructions on how to to create a personalised email signature. See the following document for details on how to do that:

Creating a Personal Email Signature in Outlook

Instructions

The instructions given below have already been used to create the existing rule “Speakeasy Email Disclaimer”.  To edit the existing rule, follow steps 1 and 2, then select the “Speakeasy Email Disclaimer”. Rule and click the Pencil image. The existing text can be modified and then saved by clicking the Save button.

  1. In the Microsoft 365 admin center, select Exchange.
  2. Select Mail flow…Rules.
  3. Select Add +, and then select Apply disclaimers.
  4. On the New rule page:
    1. Enter a name for the rule.
    2. From the Apply this rule if drop-down list, select Apply to all messages.
    3. In the Do the following drop-down list, verify that Append the disclaimer is displayed.
    4. On the right side of the page, select Enter text, and then enter the text for your email signature in the Specify disclaimer text box. You can improve the look of your signature by formatting the text with HTML.
    5. If you want an image to appear in your signature, you’ll need to use a publicly available URL for that image. Browse to the image on the web, right-click it, and select Copy image address. Paste the address into the Specify disclaimer text box. Select OK, then scroll down.
    6. To make sure the signature works with encrypted emails, add a fallback option. On the right of the page, choose Select one, choose Wrap, and then select OK.
    7. Scroll down and leave the mode set to Enforce, and then select Save.
  5. A warning message will appear. Select Yes to apply the rule to all future messages.

The footer message has been created. When you send your next email, you won’t see the message that you just created, but the email recipients will see it. You can try testing it by sending an email to your personal email account.