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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 2007.

1. Run Administration of CodeTwo Exchange Rules 2007 (Fig.1.). A screen containing a list of all existing rules will display. Click Add to start creating a rule:

Main screen of CodeTwo Exchange Rules 2007 containing a list of defined rules.
Fig.1. Main screen of CodeTwo Exchange Rules 2007 containing a list of defined rules.


Expandable Add button menu (Fig.2.) enables quick creation of a new rule that will e.g. add a disclaimer only to internal mail, outbound mail, or both to internal and external. Upon selecting one of the options, a rule wizard opens in which you can add additional criteria to the rule.

Lista reguł predefiniowanych.
Fig.2. The list of predefined rules.

If you want to create a rule with similar criteria to a rule that already exists, choose the Clone option in the Rule menu. The replicated rule will contain identical criteria as the original one.

2. A new dialog box will appear (Fig.2.) in which you can configure a rule adding signatures/disclaimers to the messages.

In Rule Name and i Rule Description fields, provide the name of the rule and optionally its description.

Fig.2. Choosing rule name and adding description.


3. Click Next >> (or Scope of Senders tab located in the left pane). A form shown in Fig.3. will display.

Scope of senders form with the Add button menu expanded.
Fig.3. Scope of senders form with the Add button menu expanded.


In the upper field select the senders for whom the rule will apply. You can provide ranges of STMP addresses, Active Directory objects such as distributional lists, organizational units, user mailboxes, objects with particular attributes, or message recipients that are inside or outside the organization.

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.

More about specifying senders' scope...

4. Click Next >> (or Scope of Recipients). A form shown in Fig.4. will display.

Scope of recipients form with the Add button menu expanded.
Fig.4. Scope of recipients form with the Add button menu expanded.


In this form 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 scope of recipients.

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

More about defining the recipients' scope.

5. Click Next >> (or Disclaimer Templates tab). A form in Fig.5. will display.

Disclaimer template files form.
Fig.5. Disclaimer template files form.


In the form you provide the path to an existing template or create a new one using the built-in visual editor (Fig. 6). For this click Edit.

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.

Built-in signature editor.
Fig.6.Built-in signature editor.




You should create a HTML footer template to be used with HTML-formatted messages, as well as a plain text template, which is going to be used with messages in composed in plain text and RTF. 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. ClickNext >> (or Advanced Options). The last form shown in Fig.6.will display.

Advanced options for disclaimer addition.
Fig.7.Advanced options for disclaimer addition.


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...

Supressing 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 2007. Now, the list of rules will include your newly created rule.

Main screen of the application including the new rule activated by default.
Fig.8. Main screen of the application including the new rule activated by default.


Rules are processed in the order in which they appear in the list in the main CodeTwo Exchange Rules 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 have parts of disclaimers/signatures removed on the fly when they have not been replaced by data from Active Directory