Stationery: Creating Branding for Internal Emails

Document created by user.oxriBaJeN4 Employee on Sep 9, 2015Last modified by user.oxriBaJeN4 Employee on Mar 16, 2018
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Stationery can be used to apply signatures and disclaimers to outbound emails, but as a cloud service it is unable to affect internal emails on its own. However using a combination of stationery and Microsoft Exchange functionality, you can ensure that signatures and disclaimers are applied to all internal and outbound messages.


To do so:

  1. Log on to the Exchange Management Console.
  2. On:
    • Exchange 2016 or 2013 navigate to the Mail Flow | Rules menu item.
    • Exchange 2010 navigate to the Organization Configuration | Hub Transport menu item.
  3. Click on the Transport Rules tab.
  4. Click on the New Transport Rule button, and complete the dialog as follows:
    Field / OptionDescription
    NameProvide a name for the rule (e.g. Mimecast Stationery for Internal Messages).
    CommentUse this field to add any additional notes.
    Enable RuleEnsure this option is selected to enable the rule.
  5. Click on the Next button.
  6. Ensure the following Conditions are selected:
    • From Users that are Inside or Outside the Organization
    • Sent to Users that are Inside or Outside the Organization or Partners
  7. Configure the Rule Values to apply FROM users inside your organization TO users inside your organization.
  8. Click on the Next button.
  9. Select the Append Disclaimer Text and Fallback to Action if Unable to Apply action.
  10. Configure the rule values to append, and click disclaimer text to create your disclaimer message:
    Signature attributes can be included in the disclaimer text to dynamically assign signatures to user emails. For example, entering the text %%DisplayName%% adds the user's Active Directory Display Name attributes. HTML formatting can be used to space, align, and format the attributes as required.
  11. Click on the OK button.
  12. Set the Fallback Value to "wrap".
  13. Click on the Next button.
  14. Select the Except When the Subject Field Contains Specific Words in the Exceptions.
  15. Click on the Specific Words value and specify the following text values:
    • RE:
    • FW:
      This avoids reapplying signatures and disclaimers to messages that have been replied to and forwarded.
  16. Click on the Next button.
  17. Click on the New button to complete the Transport Rule.