This feature availability depends on your plan.

Microsoft Exchange Server 2010/2013/2016/2019 includes the ability to add HTML or text disclaimers to email messages. Disclaimers are typically used for legal information, warnings about unknown or unverified email senders, or for other reasons as determined by an organization.

Here is an example of an email disclaimer:

IMPORTANT NOTICE: This email message is intended to be received only by persons entitled to receive the confidential information it may contain. Email messages to clients of Contoso may contain information that is confidential and legally privileged. Please do not read, copy, forward, or store this message unless you are an intended recipient of it. If you have received this message in error, please forward it to the sender and delete it completely from your computer system.

To create a disclaimer, navigate to HostPilot > Services > Compliance > Company Disclaimer. Check the box next to Enable Email Signature and type the text in the field below it. You can disable the company disclaimer by unchecking the Enable Email Signature box.

When you create a disclaimer, you can modify the appearance, position, and behavior of the disclaimer within the email message. You can customize disclaimers using the following elements and options:

Important: there is no way to disable the disclaimer for a particular mailbox. It is appended to all outgoing messages of all users.

Disclaimer text

The disclaimer text is the text that is inserted into a message. Exchange 2010/2013/2016/2019 inserts disclaimers into email messages using the same message format as the original message. For example, if a message is created in HTML, the disclaimer is added in HTML. If the message is created as plain text, HTML tags are stripped from the disclaimer text before it is added to the plain text message.

In Exchange 2010/2013/2016/2019, the maximum length of the disclaimer text is 5000 characters. This includes any spaces, HTML tags and in-line CSS styles. 

HTML tags and in-line CSS styles

An Exchange 2010/2013/2016/2019 disclaimer text can include HTML tags. This allows you to create messages with the rich styling functionality available in HTML. Additionally, HTML tags can include in-line Cascading Style Sheets (CSS). Messages sent in the HTML format can display the rich disclaimer messages. All font setting and other configuration needs to be done in HTML tags.

Here are some samples of HTML tags that can be used in disclaimer:

Result HTML tag

<img src="http://your-image-URL.gif">

Link <a href="http://link-URL">Click Here to Access My Link</a>
Sorted and Unsorted Lists


<li>Unsorted point</li>

<li>Unsorted point</li>




<li>Sorted point 1<li>

<li>Sorted point 2<li>



<b>Bold text</b>

<i>Italic text<i>

<u>Underlined text</u>

<s>Strikethrough text</s>

Quote <q>Our Quote of the Day</q>

<br>New Line

<br> New Line

Read W3 school artilces on HTML Tag Reference for more tags, and CSS Tutorial for Cascading Style Sheets.

User attributes in disclaimers and personalized signatures

In Exchange 2010/2013/2016/2019, you can add Active Directory user attributes, such as Display Name, First Name, Last Name, Department, and Company, to disclaimers and personalized signatures. To view attributes of a specific user, navigate to the Users page and click the Display Name. To use attributes in a disclaimer, you must enclose it in %%. For example, to use the Display Name attribute, you must use %%DisplayName%%.

Here is a list of attributes that can be used in disclaimers:

User Attribute Entry in Disclaimer
Display Name %%DisplayName%%
First Name %%FirstName%%
Initials %%Initials%%
Last Name %%LastName%%
Office %%Office%%
Telephone Number (Business Phone in HostPilot) %%PhoneNumber%%
Email %%Email%%
Street %%Street%%
PO Box %%POBox%%
City %%City%%
State %%State%%
Zip Code %%ZipCode%%
Country %%Country%%
User Logon Name %%UserLogonName%%
Home Phone Number %%HomePhoneNumber%%
Mobile Number %%MobileNumber%%
Fax Number %%FaxNumber%%
Notes %%Notes%%
Title %%Title%%
Department %%Department%%
Company %%Company%%
Manager %%Manager%%

Action for messages that can't be modified

Some messages prevent Exchange from modifying the content of the original message. Exchange enables you to control how your organization handles these messages. When you create a disclaimer, you can decide whether to wrap a message that can't be modified, reject the message if a disclaimer can't be added, or ignore the disclaimer action and deliver the message without a disclaimer. To control this behavior, navigate to the Company Disclaimer page in HostPilot and change the setting for the Failure Action if Unable to Apply option.

The Failure Action settings are:

  • Wrap. If the disclaimer can't be inserted into the original message, Exchange encloses, or wraps, the original message in a new message envelope. Then the disclaimer is inserted into the new message.  
    Note: If the original message can't be wrapped in a new message envelope, the original message is not delivered. The sender of the message receives a non-delivery report (NDR) that explains why the message was not delivered. 
  • Reject. If the disclaimer can't be inserted into the original message, Exchange doesn't deliver the message. The sender of the message receives an NDR that explains why the message wasn't delivered.
  • Ignore. If the disclaimer can't be inserted into the original message, Exchange delivers the original message unmodified. No disclaimer is added.