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The SendToScope property for the rule is the most useful for our purpose. If this property is not set, the rule will be applied to all messages. Otherwise, the scope can have these values:
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InOrganization: Internal recipients in an accepted domain for the Exchange organization NotInOrganization: External recipients that aren t in an accepted domain ExternalPartner: Recipients in external domains that are configured to use Transport Layer Security (TLS)-secured connections ExternalNonPartner: Recipients in external domains that do not use secured connections
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If we want to apply the disclaimer to messages to external recipients, we set the scope to be NotInOrganization, which the wizard displays as Outside the organization. Some companies create different rules for external and internal recipients and specify different disclaimer text in each rule. The disclaimer text for external recipients tends to be longer and more legalistic. Disclaimers for internal recipients are usually shorter and might contain pointers to internal information that is not useful outside the firewall. The rule description in Figure 16-4 shows that the scope for external recipients is selected. We can also see that the action to append the disclaimer text is selected. Exchange 2007 allows the creation of disclaimers using simple, unformatted text. Exchange 2010 improves matters by supporting the use of an HTML-formatted disclaimer of up to 5,000 characters.
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Before implementing an HTML format disclaimer, know the restrictions
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There are some restrictions to take into account before you rush to use an HTML formatted disclaimer .
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Second, applying a corporate disclaimer with a transport rule doesn t stop usergenerated autosignature text inserted into outgoing messages by clients . When you introduce a corporate disclaimer, you should tell users what is included in the disclaimer and what they should include (if anything) in their personal autosignature . For example, you could tell them that the disclaimer will include user details extracted from Active Directory (we ll describe how to do this later on) and that the only thing that they should put into the autosignature is a personal motto or something similar .
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The dialog box presented to input the disclaimer text is a very basic text editor. You can input and edit text but there s no context-sensitive in-line recognition of HTML tags and syntax, so it is best to prepare and test the disclaimer text using an HTML editor and then cut and paste the result into the text box.
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First, the HTML text is only respected if users send messages in HTML or Rich Text Format . If a user composes a message in plain text, the disclaimer is appended in plain text so the recipient sees all the HTML tags and coding in the disclaimer instead of a nicely formatted corporate disclaimer . Most Outlook and Outlook Web App users send messages in HTML or Rich Text but Post Office Protocol 3 (POP3) and Internet Message Access Protocol 4 (IMAP4) clients often generate plain text messages .
1094 16 Rules and Journals
Figure 16-4 Defining actions for a transport rule that applies a company disclaimer to outgoing messages.
Figure 16-5 illustrates some HTML code for a disclaimer that generates some bold and underlined words in a certain size and color. It s easy to add images such as corporate logos here with a reference to an image that s available on a public Web site that both internal and external recipients can access when they open messages. For example:
<IMG src="http://webserver.contoso.com/images/contosocompanylogo.gif">
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If you include an image in a disclaimer, make sure that the image file is as small as possible; otherwise you will fill up mailboxes with duplicate images and slow down access to email.
Figure 16-5 Editing HTML text for the disclaimer.
Transport rules 1095
INSIDE OUT
A transport rule that eliminates the need for users to create autosignatures
A nice change in Exchange 2010 is the ability to incorporate Active Directory information about the message sender to personalize the disclaimer and avoid the need for users to create their personal autosignature text . You can find full details of the available Active Directory fields in the Exchange 2010 help file . The advantage of this feature is that users don t have to create their own autosignature files that invariably differ across the organization . You also avoid situations where users do silly things like including a large graphics file in their autosignatures . Using a transport rule allows the creation of an autosignature that meets organizational requirements, looks good, and is consistent across the organization .
In this example, we ll add some basic details such as a user s name, phone number, and email address all fields often incorporated into personal autosignature text. Exchange extracts the information from the sender s account and inserts it into the disclaimer text when the rule is processed by the hub transport server. No intelligence is available to handle situations when a value such as the user s phone number is blank. In these situations you ll see the template text followed by the blank. To round things out and make our text stand out, some HTML formatting is used to differentiate the personal information from the legal disclaimer text (Figure 16-6). 16
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