How To Set Disclaimer In Exchange 2010

Introduction

Information technology has been a while since the "Disclaimer Fun" and "Using Transport Rules: Creating Disclaimers in Commutation Server 2007" articles by my fellow MVP Rui J. Chiliad. Silva have been released. Even after 2 releases, the Disclaimer has received new capabilities to improve its overall function. In this commodity, we are going to have a expect at some these new features.

Straight off the bat, in Exchange Server 2010, we tin now use HTML lawmaking and as well Active Directory information in a disclaimer Transport Rule, expanding the horizon for any arrangement by, for example, including a global disclaimer based on Active Directory attributes without the utilise of tertiary-party tools.

In the outset ii sections of this article we are going to see how to add together HTML and Agile Directory information. In the final section, we are going to put all the pieces together and demonstrate the new features.

Note:
Exchange Server 2010 is a Beta production and must non be installed in a production environment.

Using HTML…

We can employ HTML in the Disclaimer Transport Rule. To cutting a long story brusk, during the disclaimer text we can add HTML tags such as Bold Text , Italic text , <center> Centralized text </center> and then forth. If you did not become what I just described, so information technology is obvious that you need to larn a niggling flake more near HTML tags. Do not worry; it is not a big bargain as at that place is plenty of information online. If you prefer, you lot can bank check this site out for a more detailed class on HTML. Y'all do non need to be a webmaster in this case, but some basic HTML tags will help y'all in creating improve disclaimers for your organization. You lot can always use HTML editors to create HTML code, in that location plenty of them available for download.

Using Active Directory fields

Another absurd characteristic that can be used by disclaimer transport rules is the power to add together the user's Active Directory objects on the wing in the disclaimer. In society to add an attribute nosotros demand to use the electric current syntax: %%AttributeName%%, where attribute proper noun is the attribute that you want to bear witness up in the disclaimer.

Putting the pieces together…

Now that nosotros know how to use HTML and Agile Directory attributes in a disclaimer Ship Dominion, nosotros can use both of them to create a actually cool disclaimer that tin be used by the entire system, using a standard for all users at server level without playing with Outlook/OWA clients.

Let us accept a simple scenario every bit an example: Your Company wants to get rid of the Outlook disclaimer created by their end-users and replace information technology with a global disclaimer using transport rules. This disclaimer must contain users' data, such as Total Proper name, telephone and some other relevant attributes. The company understands that in order to deploy a disclaimer using Active Directory information, the users' information in Active Directory should be upward-to-date, or at to the lowest degree, containing the minimum information required.

Our first step is to create a scratch of the hereafter disclaimer and nosotros are going to use the following template:

Anderson Patricio
IT Support – MSExchange.org
171 1st Street – Toronto – Ontario – X1X Y2S
Telephone: (416) 111-2222 / Fax: (416) 333-4444 / Mobile: (416) 555-6666
The content of this e-mail (including any attachments) is strictly confidential and may be commercially sensitive. If you are not, or believe y'all may not be, the intended recipient, please advise the sender immediately by return east-post, delete this email and destroy any copies.

So far then good, at present we need to think the user Active Directory attributes for all fields that nosotros are going to use in our new disclaimer. You tin can accomplish this job by taking a user with all that information filled out and so use ADSIEdit.msc to retrieve the information, ldap, csvde and etc… Still, nosotros are actually excited well-nigh Exchange Server 2010, especially one of the new direction features called view PowerShell Control to help the states out.

Allow us open the Exchange Management Console, and double click on the designated user that we volition use for our tests. Go along in mind that our newly created template, since we are going use it to search for all the information for our test user.

With the user's properties folio opened, for each field that contains data related to our template, nosotros are going to add a letter (in our instance, we are going to add a capital X at the end of each field that we want to know the attribute proper noun). We are not going to apply these changes but nosotros volition track down all the attributes names using that new characteristic that nosotros mentioned earlier.

The field name we will find on the tab User Information (Figure 01), and on Address and Phone tab we volition find a lot of fields that are required by our disclaimer template (Effigy 02).

Figure 01

Figure 02

Finally, on the Organization tab we volition find the company proper noun, and later changing the last field that we need in our template, let us click on Show Exchange Management Shell command button that is enabled on the left bottom of the current window, equally shown in Figure 03.

Figure 03

As soon equally we click on that push, the PowerShell command that will be executed will pop upward. Since we added i letter of the alphabet for each attribute that we want in our disclaimer, nosotros can easily identify the attribute proper name that nosotros are going to use in our disclaimer transport dominion, every bit shown in Figure 04.

Figure 04

Okay, at present we have enough data to create our transport rule. Let united states create a pocket-size table with the information collected in this last step:

Template	Active Directory Aspect	Transport Rule entry
Anderson Patricio	DisplayName	%%DisplayName%%
Toronto	City	%%City%%
MSExchange.org	Company	%%Company%%
Information technology Support	Department	%%Department%%
(416) 333-4444	Fax	%% Fax%%
(416) 555-6666	MobilePhone	%% MobilePhone%%
(416) 111-2222	Telephone	%%Phone%%
X1X Y2S	PostalCode	%%PostalCode%%
Ontario	StateOrProvince	%%StateOrProvince%%
171 1st Street	StreetAddress	%%StreetAddress%%

We already have a template, attribute names, and now it is time to add together the HTML code to the mix and create our disclaimer using the data nerveless in the previous step, the HTML code will be similar to the following code:

<hr>

%%DisplayName%% 

%%Department%% – %%Company%% 

%%StreetAddress%% – %%City%% – %%StateOrProvince%% – %%PostalCode%% 

Telephone: %%Phone%% / Fax: %%Fax%% / Mobile: %%MobilePhone%% 

<h5> 

The content of this email (including any attachments) is strictly confidential and may exist commercially sensitive. If you lot are not, or believe yous may not exist, the intended recipient, please advise the sender immediately by render e-mail, delete this email and destroy whatsoever copies.

</h5>

We are now all set to create and examination our new rule, in order to create the transport dominion, the post-obit steps can be performed:

Open Exchange Management Console
Expand Microsoft Exchange on-bounds
Expand Organisation Configuration
Click on Hub Transport
Click on Send Rules tab
Click on New Transport dominion in the Toolbox Actions
On the Introduction Folio. Label the new Ship dominion (Disclaimer for example) and click on Adjacent
On Conditions page, tick the detail from users that are inside or outside the system, the default setting is Internal, simply click on Side by side
On Actions Folio, tick the detail append disclaimer text and failback to activeness if unable to apply and so click on disclaimer text link on Step two of the same page
Re-create and paste the code that we have just created above using the Active Directory attributes and HTML content and click on OK and Next
On the Create Dominion page. Click on New (Figure 05)

Figure 05

Now information technology is time for a test, and nosotros will do this by sending a message. Basically, I am going to transport an internal bulletin and see if the disclaimer that was created past our Disclaimer Send Rule works. (Figure 06)

Figure 06

Updating Active Directory…

Some other cool feature of Exchange Server 2010 is the ability to allow regular users to modify their information using a new interface called ECP (Exchange Control Panel). This new interface too has other improvements such as the power to allow end-users to track messages, join and manage groups and so on. All these features are controlled past a new security model chosen RBAC (Role Based Access Command), which means that an administrator can command which features and fifty-fifty fields (for example) the user can play with, within their ECP session.

In guild to demonstrate the new interface, whatever logged user on OWA tin can click on Options and he/she volition receive the ECP page (Figure 07). If he/she and so clicks on Edit, a user will be able to modify their personal information. This would substantially hateful that the user volition have some sort of control of the data that is going to be added to the disclaimer (Figure 08).

Effigy 07

Figure 08

Conclusion

In this article we saw how to use some of the new Transport Rule Features in order to create a global and flexible disclaimer for an organization using users' Active Directory attributes and HTML. We too saw some of the new heady features of Exchange Server 2010 such every bit ECP.

Once again, Exchange Server 2010 is a beta production and must not exist used in a product environment. Some of the features/screens demonstrated in this article may modify in the terminal release of the product.