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Quick Guide To Creating Rules And Footers
Below you will find a concise description of the steps you need to take to create a new rule adding footers to messages sent via Exchange Server.

1. Run CodeTwo Exchange Rules 2003. A screen containing a list of all existing rules will display. Click Add (CTRL + A) to activate a new rule wizard.

A screen containing a list of all existing rules

2. The new rule wizard will guide you through the process of creating a new rule. Provide the name of the rule and optionally its description in Name and description of rule dialog box.

Name and description of rule dialog box

3. Continue by clicking Next. Scope of senders dialog box will display:

Scope of senders dialog box

In the upper field, specify the users the rule will apply to. You can provide the scope of SMTP address ranges or Active Directory objects (distribution lists, organizational units, user objects, objects with specific attributes). More about specifying senders' scope...

If you leave the field empty, the rule will apply to all senders.

The lower field is used to add exceptions to the senders' scope.

4. Click Add, to display the Recipients' scope dialog box:

Recipients' scope dialog box

In this dialog box you specify the users who the rule will apply to. You can use ranges of SMTP addresses, as well as Active Directory objects (distribution lists, organizational units, user objects, objects with specific attributes). Also, you can decide whether the rule will apply for external recipients or internal. More about defining the recipients' scope.

If you leave the field empty, the rule will apply to all recipients.

5. In the dialog box that follows, specify the footer to be added to messages by this rule:

Footer editing dialog box

You can provide a path to an already existing footer or create a new one with the help of the built-in visual editor. Click Edit disclaimer to open the editor.

With the easy-to-use signature editor you can quickly create a new rule containing various HTML elements, including images. While creating personalized signatures, you can use placeholders linked to Active Directory database; the AD variables will be replaced with data while messages are processed by the mail server.

Signature editor



You should create a HTML footer template to be used with HTML-formatted and RTF messages, as well as a plain text template, which is going to be used with messages in composed in plain text. To create a plain text template click Plain Text and enter its text. If you have already created an HTML footer beforehand, click Convert button from the top menu and choose Convert HTML to plain text. The template will be converted to plain text based on HTML content in an instant.

More about creating disclaimers using the signature editor...

6. The last screen of the wizard contains Advanced options:

Advanced options dialog box

In Replying and Forwarding you can choose the place for the disclaimer in messages containing the history of previous correspondence. You can set the rule to insert the disclaimer at the very end of the message, or below the response text. Your choice may also be not to add the disclaimer if it already exists in the message. More...

Suppressing disclaimers lets you define phrases that prevent disclaimers from being attached at the server. If the phrase exists in the message subject or body (depending on your settings), the disclaimer will not be added. More...

Proceeding to next rules is used to force the application to process other rules when the current one is applied. This feature lets you add combinations of footers (e.g. signature + disclaimer) to your messages. More...

7. Click Finish. This will take you back to the main screen of CodeTwo Exchange Rules 2003. Now, the list of rules will include your newly created rule:

Creating new rule - Save the changes

Rules are processed in the order in which they appear in the list in the main CodeTwo Exchange Rules 2003 screen from the top one to the one at the bottom. If you want to change the order of rules, use Up and Down buttons. You can deactivate any rule by unchecking its checkbox in the Active column.


Remember that all changes will take effect only when you have saved them by clicking Save in the toolbar.

See also:
Principles Of Rule Creation And Functioning
Creating And Editing Footers
How to insert a personal signature and a company disclaimer into one message
How to insert in the same message a detailed signature the first time it is sent, and a simplified signature in later correspondence
How to insert a picture into the footer
How to have parts of disclaimers/signatures removed on the fly when they have not been replaced by data from Active Directory
How to create different signatures/disclaimers for users from various Active Directory groups
How to create a personalized disclaimer for multiple users