Knowledge Base

How to add a warning message to emails received from outside of your organization

Problem:

You want to add information to emails originating from outside of your organization to warn your users that they may potentially contain unsafe attachments or links.

Solution:

It is possible to configure CodeTwo Exchange Rules Pro to add an additional warning to emails coming from outside your organization. This is done in two steps:

Configure a rule for adding the warning

To configure the program to add a warning message to the header of incoming emails, follow the steps below:

  1. Open the Administration Panel and click the Add button to create a new rule (Fig. 1.).

Creating a new rule.
Fig. 1. Creating a new rule.

  1. Enter a name for the rule on the General tab (Fig. 2.).

Naming the new rule.
Fig. 2. Naming the new rule.

  1. Use the Add (+) button on the Conditions tab to add conditions that will trigger the rule if met (Fig. 3.):

A Sender > is > external

B Or > Message direction > is > incoming

Configuring the conditions so that the rule is triggered for all incoming messages sent from outside the organization.
Fig. 3. Configuring the conditions so that the rule is triggered for all incoming messages sent from outside the organization.

Info

You can also configure an exception as shown in Fig. 4.:

A Message type > is > reply or forward

Configuring an exception that will apply to reply and forward messages.
Fig. 4. Configuring an exception that will apply to reply and forward messages.

This will be an additional mechanism to make sure that replies and forwards do not get the warning message.

  1. On the Actions tab, click the Add button and select Insert disclaimer from the drop-down menu (Fig. 5., item 1).
  2. Open the Editor by clicking the Edit button (Fig. 5., item 2).

Adding a disclaimer.
Fig. 5. Adding a disclaimer.

  1. Click the Header button on the ribbon (Fig. 6., item 1) to display the header section of the template.
  2. Enter the warning message text in the Header section (Fig. 6., item 2) and click Save and close the Editor.

Adding the warning text to the signature template.
Fig. 6. Adding the warning text to the signature template.

Info

The warning message added by the program cannot contain links or be formatted in other way (bold, italics, etc.) if you want to have it removed from replies and forwards. Only unformatted text is supported.

  1. In the Editor go to the Options tab and make sure that Go to next rule is selected under the If this rule is not applied heading.
  2. Click Submit changes in the Administration Panel to apply this rule in your Exchange environment.

Configure a rule for removing the warning in replies and forwards

The warning that was added to emails from outside your organization should be removed when a user replies to such an email. This should be done to avoid the recipient (the original sender) getting to know that the message was treated as potentially malicious.

To remove the warning from outgoing messages:

  1. Add a new rule in the Administration Panel and name it (Fig. 7., items 1 and 2).

Creating a rule for removing the warning message from emails.
Fig. 7. Creating a rule for removing the warning message from emails.

  1. Add the following conditions on the Conditions tab (Fig. 8., item 1):

A Message type > is > reply or forward

B And > Body > contains keywords

  1. Click the Edit button in the Value column.

Adding and configuring conditions for the rule.
Fig. 8. Adding and configuring conditions for the rule.

  1. Enter the text of your warning in the Add keyword window, select the Remove this keyword/phrase from email if found checkbox (Fig. 9.). Confirm by clicking OK.

Adding a phrase to the rule that you want to be removed be the program from replies/forwards.
Fig. 9. Adding a phrase to the rule that you want to be removed be the program from replies/forwards.

  1. Go to the Actions tab. Click Add and select Remove keyword from the list (Fig. 10., item 1).
  2. In the Action definitionRemove keywords pane, click Add (Fig. 10., item 2).
  3. Enter the warning text in the Add keywords window.
  4. Select Body in the Remove from drop-down list (Fig. 10., item 3). Confirm by clicking OK.

Defining the action removing the specified message from the body of the message.
Fig. 10. Defining the action removing the specified message from the body of the message.

  1. Click Submit changes in the Administration Panel.