A mechanism adding an “unsubscribe me” link to emails sent from Exchange, and letting admins manage blacklists of recipients, has been requested by a number of our Canadian clients due to Canada Anti Spam Law (CASL), which went into effect on July 1st, 2014. The new law affects every commercial email sent to Canada and coerces the sender to include a disclaimer with an unsubscribe link, which lets a recipient unsubscribe from any correspondence from this individual or company. Failing to comply with the regulation may result in the imposition of fines up to 10 million dollars.
We have improved the Remove Sensitive Content action to properly recognize credit card numbers. This option now utilizes the modulus 10 (aka Luhn) algorithm, which validates credit card numbers. As an Exchange administrator, you can set up the program to remove any credit card number from users’ correspondence to protect company data from leakage.
Read more or download the program now. Existing users of version 2.0 of CodeTwo Exchange Rules Pro can install the update absolutely for free – just install the program on top of the existing installation. Your settings will not be lost.
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.
Up until now CodeTwo Exchange Rules Pro allowed users, sitting at any machine connected to the Internet, to make authorized adjustments to the way emails are handled when they fly through their servers. That’s already more than what Exchange Server offers natively (full access to whole server necessary to modify any aspect of mail flow or Hub Transport rules), but we thought it could still use some more “oomph!”.
That’s how CodeTwo Exchange Rules Pro API came about.
There are many great features Exchange Server comes with out of the box. Transport rules (mail flow rules in Exchange 2013) are a great example. They provide the administrators with a lot of useful options that they potentially may need during their work. They also help them keep the company mail in compliance with internal policies and general law regulations.
Over the past releases of new versions of Exchange Server automatic email rules evolved. A lot has changed and new options had been added constantly. While Exchange 2013 with its mail flow rules and compliance management options introduced a completely new approach, clearly some things are still missing or could work in a slightly different way. That’s where the idea of CodeTwo Exchange Rules Pro emerged from. The program was designed to fulfil admins’ wishes by filling some of the gaps in standard Exchange email rules and adding new possibilities as far as automatic mail flow management is concerned.
Let’s take a look at the first part of automatic email actions available in CodeTwo Exchange Rules Pro and find out how they can be used in real life scenarios.
We have just released an update of CodeTwo Exchange Rules PRO and CodeTwo Exchange Rules 2013, 2010 and 2007. The latest version of the application solves the problem with adding disclaimers to emails sent from OWA after updating Internet Explorer to version 11, resulting from the new browser file format MSHTML11 .
We recommend that all users of CodeTwo Exchange Rules PRO, CodeTwo Exchange Rules 2013, 2010 and 2007 download the update and re-install the program on their servers. To install the update, please download the latest version of software from our website and launch it on the server. The old version of the program will be replaced with the new one and all previous settings will remain unchanged.
It is not that difficult to create a rule on Exchange forwarding all emails (e.g. sent to a given user) to a different user. But if the forwarding address is an external one, you first have to create a mail-enabled contact on Exchange or a separate distribution group for it. So… If someone comes to you with this type of request: “I’m off for the next 5 days, please forward important messages to my Gmail account”, what will you do? Naturally, you can follow this procedure, but the problem is that you can only forward ALL emails to the external account, because Exchange will not filter them in any way. Sifting through emails and forwarding selected ones manually is obviously not an option either.
The only way to forward selected messages (ones that contain e.g. specific keywords, attachments, or sent from a certain scope of users, etc.) to Exchange users’ secondary external accounts is using additional software. Take a look at the video to see what I mean:
This is where CodeTwo Exchange Rules Pro comes in. If you start using this software, your Exchange mail control options will be limited only by your imagination. CodeTwo Exchange Rules Pro will let you easily create auto-forward rules for Exchange mail in seconds. Additionally, you can forward emails to one or many users no matter if they are existing Active Directory contacts or totally new addresses. The program will let you forward Exchange mail depending on:
keywords found in body or subjects of emails;
selected senders or recipients (be it their email addresses, Active Directory object values, organizational units, etc.);
message direction (internal, external or inbound);
message type (new email, encrypted message, non-delivery report, meeting request, etc.);
sensitive content found in the message (e.g. if someone writes “youtube” in a message, this email can be forwarded to the manager as it may contain a YouTube link).
With all these functions at your fingertips, routing, re-route and forwarding messages in all conceivable ways is a piece of cake. You can use the application as an automatic email forwarder/autorespodner when workers are out of office. You can also easily create robust content checking Exchange mail algorithms, that will alert admins or selected managers about improper behavior, verbal abuse, illegal attachments (e.g. mp3 files) by automatically forwarding those messages together with their content to respective users. You can decide not to forward any meeting requests, non-delivery reports, internal messages or any other correspondence that might be of no value. Basically, CodeTwo Exchange Rules Pro gives you limitless possibilities and is a must-have for any organization using Exchange Server 2010 / 2007.
How email forwarding on Exchange works?
Just run the administration panel of CodeTwo Exchange Rules Pro. Click the Add button, select New rule (clean) and, in the General tab, type in your new rule’s name (Fig. 1).
Fig. 1. Creating a forward rule on Exchange using a smart third-party application.
Once the rule has been created, go to the Conditions tab to choose what conditions need to be met to activate this rule (Fig. 2.).
Fig. 2. Selecting conditions for a new Exchange forward rule.
When you have defined your conditions, you can finally move on to the Actions tab. Actions describe what happens with your message when the program, based on predefined conditions, starts to process it. In this case you have to select the Forward message option from the List of actions (Fig. 3). Then, select where those messages should be forwarded – either to one or many users, or maybe to an AD Group?
Fig. 3. Selecting the Forward message action on Exchange Server.
You can also set some exceptions in the Exceptions tab. However, it is not necessary and you can proceed straight to Options (Fig. 4).
Fig. 4. Additional options for forwarding mail in Exchange.
Options let you specify a time range for this rule (by default it is set as a permanent rule) and what should be done once this rule is processed: should the program process more rules or maybe stop at the current one? It’s up to you.
And this is all you have to know to create simple or endlessly complex forwarding rules for Exchange Server mail. If this wasn’t enough, CodeTwo Exchange Rules Pro is not just an email forwarding tool for Exchange 2007 / 2010. It’s a complete Exchange management utility that will let you create email autoresponders, rerouting rules, apply spam filtering on Exchange, create content checking rules, filter messages and attachments, add various signatures, disclaimers and email banners to Exchange messages and run email marketing campaigns. Try it for free for 30 days. Click here to download CodeTwo Exchange Rules Pro for free.
The update contains a fix that addresses the issue with Microsoft Exchange 2010 SP3RU1 update – when it was applied on the Exchange 2010 server it crippled signature insertion in our software.
This problem is now solved – simply update the existing installation.
The update is free for all owners of licenses for CodeTwo Exchange Rules 2010 2.x and CodeTwo Exchange Rules PRO. If you have any additional questions, give our Support team a call or send them an email – we are open 24 hours Monday through Friday.
We have just released an important update to CodeTwo Exchange Rules Pro. The new version (1.4.6) introduces some significant changes to the signature positioning mechanism, as well as improves the program’s resilience against the HTML code errors in signatures. We strongly recommend that all users update their programs.
As usual, the update is free of charge for all license holders. Simply download the new installer and launch it. The old version of the program will be replaced with the new one. All previous settings and license keys will remain valid. In case of any questions, please contact CodeTwo Customer Service here.
We have recently released an update to CodeTwo Exchange Rules PRO, a Microsoft Exchange Server add-on that aids server administration in fields like automatic email content control, message flow and email branding. The current version, 1.4.5, includes one improvement and 3 minor fixes to bugs, that users have reported to us over the past few weeks. Thank you for your emails and phone calls!
We recommend that all users download the newest installer and re-install the program on their servers. The update is free for all license owners. The new version needs to be downloaded from our website and installed on top of the previous version. All previous settings and licensing info will stay unchanged. Should you have any questions, feel free to contact CodeTwo Support from Monday through Friday, 24 hours a day (check opening hours here).