16 automatic email actions Exchange Server lacks (or that could work differently) – part 2

In the first part of this post, you’ve become familiar with the first 8 email actions available in CodeTwo Exchange Rules Pro, which is an advanced Exchange Server extension for automatic mail flow management. We’ve covered several important aspects of email administration, such as: attachment control, advanced server-sided autoresponders, message forwarding and blocking options, as well as some DLP features.

This time we will focus on other electronic communication aspects that can be handled by means of email actions, that is: email branding (server-sided email signatures and disclaimers), message modification and further DLP options (dictionaries of phrases and removing sensitive keywords).

There’s one more thing that needs to be stressed though. Most of the below mentioned actions are also present in Exchange Server standard functionalities, but they lack some important options from the administrator’s point of view. We’ll try to point out the main differences between the native Exchange capabilities and CodeTwo Exchange Rules Pro features.

Let’s get down to business then!

Automatic email actions on Exchange Server


No. 9: Insert disclaimer

Email disclaimers are an important aspect of legal email compliance. Many national and international regulations put a requirement on companies and organizations using email to append a legal disclaimer to every outgoing message. Exchange Server includes a built-in disclaimer-adding feature, but it is very basic and has some limitations, e.g. there’s no template editor, disclaimers can’t be placed under the latest reply and you can’t stamp them anywhere else but below the message text.

CodeTwo Exchange Rules Pro adds new features to centrally managed email disclaimers. For instance the disclaimer can be placed above the message text and act like a warning or support notification for users. The administrator can also rest assured that the disclaimer text will be always placed under the most recent reply if he or she wishes so.

More about legal email disclaimers

No. 10: Insert signature

Email signatures can become a serious problem for an IT administrator and business owner. Users tend to configure their email signatures by themselves in their email clients, which often leads to inconsistent formatting and unprofessional look of emails. Applying a unified look of users’ email signatures on Exchange with company branding and support for all email clients can become a challenging task, unless you are equipped with CodeTwo Exchange Rules Pro.

The program offers many core benefits that are crucial from the business and email administration point of view. The core gains are: ease of implementation, correct placement, full multi-device/multi-client support, as well as many other additional features, which can’t be found in Exchange Server’s standard email signatures feature, e.g. a powerful and easy-to use HTML / RTF signature template editor.

More about email signatures management

No. 11: Modify subject

Thanks to CodeTwo Exchange Rules Pro you can automatically tag and modify subjects with counters, dates, as well as message or sender properties. This gives you a number of possibilities as far as email archiving and email compliance are concerned. When you combine this action with the wide spectrum of conditions, exceptions and other actions that can be used in CodeTwo Exchange Rules Pro, the implementation possibilities are almost endless.

More about subject modification

No. 12: Remove keywords

This feature again can be found in standard Exchange Server transport/mail flow rules. However, when you combine this action with other DLP features of CodeTwo Exchange Rules Pro you will get a powerful data loss protection tool and a robust sensitive content filter that can’t be found in the legacy versions of Exchange.

More about removing keywords

No. 13: Remove sensitive content

This action is, as a matter of fact, a core element of the CodeTwo Exchange Rules Pro DLP mechanism. The program is capable of scanning email contents in search of sensitive phrases based on sensitive content dictionaries that contain words and phrases with assigned scores. Administrators can define a minimal cumulative score for the message that will fire of the action. They can also edit the score for a single phrase and adjust it to their own needs. The sensitive content found in messages can be removed, masked or replaced with another phrase, whatever suits a given company’s needs. What’s more the dictionaries are fully editable and one can add or remove keywords form them. It is also possible to create new dictionaries from scratch, if needed.

More about this action

No. 14: Remove themes and stationary

The reason administrators may sometimes need to remove themes and stationery set by users in their mail client is connected with the branding and corporate identity of their company. This obviously goes in hand with centrally managed and unified email signatures. Thanks to CodeTwo Exchange Rules Pro the administrator can choose to remove themes set by users on the client side after they send a message with literally a few clicks. No PS scripts, GPO set up and VB coding is needed.

More above removing themes and stationery

No. 15: Rewrite sender’s address

Rewriting sender’s address can come in handy in many business cases. If your company, for instance, has a customer service department that is being reached through a general email address e.g. [email protected], you may want your staff members to send replies to customers from their own mailboxes and have their private email addresses rewritten to the general address. Thanks to CodeTwo Exchange Rules Pro this can be achieved by means of a simple email rule that can be set within seconds via the program’s GUI.

More about rewriting sender’s address on Exchange

No. 16: Strip/dump attachments

Last but not least, CodeTwo Exchange Rules Pro, comes with a nifty attachment control mechanism that apart from other features scans emails in search of attachments of specific type or size. It can then remove those files from emails and/or save them to a specially prepared location anywhere in the network. What’s more, the program can then insert a custom notification to the message telling the user where he or she can find those resources.

More about removing attachments from emails according to rules

Test it yourself!

The above mentioned summary is just a quick preview of what can be done with CodeTwo Exchange Rules Pro onboard and how email actions found in this solution are different from the ones you get with Exchange out of the box. If you would like to test the solution by yourself, you can do that at no cost. Simply download the fully functional 30-day trial. Should you need any help, simply contact us!

More about CodeTwo Exchange Rules Pro
Read the first part of the article

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