"„... We are switching to Exchange 2010. We heard that you can use Disclaimer with it also... - What is Exchange 2010 capable of, and why should I use the tools from Exclaimer? Well, in this article we will answer those questions.
With help from the Transport Rules already integrated into Exchange 2010 you can easily build a Disclaimer.
In this blog entry, we will explain the Techniques that are required for Microsoft Exchange 2010, not only that but we will also touch upon several issues, basically what you can't do in Exchange 2010 and what
Configuration options
With Exchange 2010 conditions, actions and exceptions can be defined.
Conditions
You may appoint under what condition disclaimers should be set (for example whenever a certain person or a certain group sends any mail or else you may set terms for any outgoing mail in general.)
Actions
The action to be chosen to create a disclaimer is „Append disclaimer text and fallback to action if unable to apply".
Disclaimer's content
What should the Disclaimer be and look like? You may define whether to add the disclaimer's content above or belowyour original mail content. Also you can choose to use different disclaimer content, adjust, font, font size, written color and separator of mails. All this can be encoded in HTML. There are also different ways of trouble shooting, such as in case no disclaimer is set, , any of the following routines can be run: Wrap, reject and ignore.
An absolutely new feature of Exchange 2010 is the option to refer to Acitive Directory fields by variables in the subject line, e.g. %% displayname %% or %% department %%
Exceptions
What exceptions are to be set? (e.g. if the same text is already found in the mail, the disclaimer isn't set again). The technical basics of transport rules can be used by programmers for extensions. Some basic links on the subject:
Personalizing Disclaimer in Exchange Server
Exchange Server 2010 and Disclaimer Transport Rules
Assessment:
Compromise for those, who want to attach a simple disclaimer only with little demand for specifications, the on board means of Exchange 2010 will be sufficient.
Editor
In order to design disclaimers in Exchange 2010 an editor is missing. To create disclaimers expert's knowledge of HTML is needed. Creating your corporate identity may become rather tricky. In contrast Exclaimer provides an easy to use editor for all users.
The editor in Mail Utilities
Exclaimer offers a rich set of templates to use:
Templates in Exclaimer Mail Utilities
Set of rules
There is no graphic user interface in Exchange in 2010 to configure the rules and contents comfortably. The available set of rules will not be sufficient for all users.. Exclaimer Utilities enables by its 'Rule engine' to define different rules according to organization units, Active Directory attributes, domains and many other criteria. Also one could order the hierarchy of the rules very well or apply several rules one after another.
The rule engine in Exclaimer Mail Utilities
Do not add disclaimer conditions in Exclaimer Mail Utilities
Autoresponder in Exclaimer Mail Utilities
Control Panel overview in Exclaimer Mail Utilities
Forwardings and responding
It is not possible to determine the handling of forwardings and responding mails. Exclaimer tools are able to distinguish between original and responding mails and add a disclaimer only if necessary.
Delivery Options in Exclaimer Mail Utilities
Message format
There is no way Exchange 2010 can deal with different message formats like HTML, RTF or plain text of mails to be sent. Exclaimer tools in contrast can distinguish and adjust disclaimers and design of mails no matter what message format is used by the sender. By this the full potential of email design can be used.
Formats in Exclaimer Mail Utitlities
Design components
Integrating pictures (e.g. company logo) is rather limited. Also further design features like tables cannot be inserted. Exclaimer tools however offer extensive supplements on design.
Usage of pictures in Exclaimer Mail Utilities
Working in teams
No external files which add contents to the Disclaimer can be included, whereasExclaimer tools provide the option to include additional files content. As a result any employee apart from can possibly do this work. (Example: The marketing department currently creates different event notes to be added to disclaimer.
Visibility of disclaimer content to client users
The Outlook client user can't see or check on the looks of disclaimers with the board means of Exchange 2010., because disclaimer will be added to mails after the client has sent the mail to the Exchange server. Exclaimers application of Signature of manager shows the disclaimer to the user before the mail is sent.
Summary:
For those, who want a quite simple disclaimer to be added at the bottom of email messages and don't have many demands on design the use of Exchange 2010 means might be sufficient. However, any company is well-advised to take up the additional achievements of Signature Manager or/and Mail Utilities in case of keeping up a proper corporate identity in everyday emails enterprise-wide as well as in public. After all it is the client who decides what kind of emails he prefers.
