Creating / Changing a Stationery Layout

Document created by user.oxriBaJeN4 Employee on Sep 9, 2015Last modified by user.oxriBaJeN4 Employee on Mar 27, 2017
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Stationery Layouts are a set of components that are typically applied to outbound email messages. They allow administrators to consolidate the corporate Identity of the organization, as well as ensuring that the legal compliance disclaimers are applied to all email messages.

 

Administrators can use policies to apply the same stationery to user emails, thus eliminating the need to create individual email signatures, branding elements and legal disclaimers from the email client. Users are unable to modify the content of the stationery layouts that are applied to emails, but may be allowed to select from different versions of stationery available. Administrators are also able to create different stationery layouts for different groups or domains in the organization and apply these using policies.

 

Additional versions of stationery can be created for different purposes. For example, stationery for the sales team or support team, or for all users over the holiday season.

It is suggested that personal stationery creation is disabled in the email clients (e.g. Microsoft Outlook).

Prerequisites

 

Prior to creating / changing a stationary layout, the resources required must be prepared and added to Mimecast. These resources can be:

 

Creating / Changing a Stationery Layout

 

To create / change a stationery layout:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Stationery | Layouts menu item.
  4. Select the Folder where the stationery layout is to be created / changed.

    You cannot create a stationery layout in the "Root" folder.

  5. Either:
    • Click on the Stationery Layout to be changed.
    • Click the New Item button to create a stationery layout.
  6. Complete the Properties section as required:

    Field / OptionDescription
    DescriptionProvide a description for the stationery layout. It should allow you to identify the layout's purpose when displayed in a layout list.
    Unique Identification TextThis ensures that stationery layouts are not applied to reply threads of email communication chains. Provide some text that is unique to this stationery layout (e.g. several words of the disclaimer).
    Short Code

    Provide a unique reference for this stationery layout. This is used in an email message's subject line to force the application of a stationery layout (e.g. "<ins defaultlayout> This is the subject line of the email.").

    Short Codes are designed for testing of Signatures. When sending emails they may be used to initiate specific stationery layouts if the MfO plugin is not available. They are not supported for any other purposes.  

    SurveyIf selected, this records click actions from components added to the stationery layout (log click activities and log unique clicks only).
    Create Missing HTML Body

    If selected, the HTML stationery layout is delivered to the recipient by default. If the recipient is unable to accept the HTML content, the Plain Text Layout is automatically sent instead. If this option is unselected, the Plain Text Layout is delivered by default.

    Link Images (Embedded by Default)Each image component is included in the email body by default. Although this will contribute to the overall size of the message, there is a greater likelihood that the images will display correctly when the recipient views the email. If selected, the images are linked from the email, and will download if the recipient chooses to do so.

     

  7. Optionally:
    • Click the Hide Borders button to suppress the display of borders around images. This is not available if the plain text view is displayed.
    • Click the Select Layout button to select a pre-defined stationery template. This is not available if the plain text view is displayed.
    • Click the View HTML button to display the stationery layout's HTML view. This is not available if the HTML view is already displayed.
    • Click the Edit HTML button to manually amend the the stationery layout's HTML view. This is not available if the plain text view is displayed.
    • Click the View Plain Text button to display the stationery layout's plain text view. This is not available if the plain text view is already displayed.
    • Click the Edit Plain Text button to amend the stationery layout's plain text view. This is not available if the HTML view is displayed.
  8. Click the Save and Exit button.

 

See Also...

 

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