CodeTwo Exchange Rules enables users to define the rules for e-mail messages sent via Exchange Server. There is one rule type in the current version, which enables adding various disclaimers (footnotes) to the e-mails sent via the server. While defining this rule, you can specify which addresses and domains it will apply to. This way you can add different footnotes to different messages, depending on the sender. You can also create personalized disclaimers containing information about the sender, which are available in the Active Directory database.
When creating each rule, you define the set of senders whose messages the given rule will apply to
(Fig.1). Senders are identified by their SMTP addresses, the domain or part of the domain their addresses belong to.
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| Fig.1. A list of senders the rule will apply to. |
For example, the rule may include the address: info@codetwo.eu as well as the whole codetwo.com domain. In that case
the rule will apply to all messages sent from any address belonging to the codetwo.com domain as well as all its sub-domains and to messages sent from info@codetwo.eu.
In creating the rule you can also define the addresses and the domains that are exceptions. It means that there will be a set of senders the rule will not apply to. For example, the entire
codetwo.com domain may be defined in the rule as a group of users, who the rule will be applied to, but for instance the support.codetwo.com domain and the it@codetwo.com address will be on the list of exceptions, so that the rule will not be apply to them.
If we want the rule to apply to the messages sent from a single domain and not its sub-domains, the domain should be saved with the "@" sign on the list, for instance @codetwo.eu.
In order to apply the rule to all outgoing messages, no addresses or domains should be defined.
The rules are processed in the order of their occurrence on the list in the Exchange Rules Admin program.
The first matching rule is applied to a sent message and the other ones are omitted. Therefore the most general rules should be at the end of the list. If a rule that matches all senders is put at the beginning of the list, the other rules will never have the chance to be applied by the program. To change the order of the rules on the list, use the
Up and Down buttons (Fig.2).
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| Fig.2. Changing the order of processing the rules. |
Each Exchange Server user has the main SMTP address assigned to him/her and frequently several additional addresses called "proxy" or "alias".
The Use only main sender's SMTP address when matching the rule option
(Fig.1) allows defining, whether the program should search all SMTP addresses of the sender or check only the main address when applying a rule.
Example:
The rule "Test" has to be applied to all messages sent by the users belonging to the contoso.com domain. A user's main SMTP address is tester@codetwo.com and the additional one tester@contoso.com. If the
Use only main sender's SMTP address when matching the rule option
is checked, the rule "Test" will not be applied to the messages sent by that user, because his main address - tester@codetwo.com, does not match the range of the addresses, defined in the rule, i.e. domain named contoso.com.
However if the above option is not checked, the rule will be applied to that user, because one of his additional addresses - tester@contoso.com matches the
range of the addresses, defined in the rule.
Notes
If User A has the "SendAs" right to the User B's mailbox and when sending a message s/he enters User B's address into the "From" box, the message will be considered as coming from User B. However, if User A is defined as a "Delegate" of User B and when sending a message s/he enters the address of User B into the "From" box, the message will be considered as coming from User A.
If a user sends a message from the mail program connecting to the Exchange Server using the SMTP protocol, the user is identified upon the SMTP address from the settings of the specific account in the mail client and not based on the account used to log on to the SMTP server.