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The Office 365 Disclaimer Function


By Exclaimer

Companies of all sizes are required by law to include a legal disclaimer in all outbound email, particularly in Europe, North America and Australasia. This has been the case since the very early days of email and are designed to reduce liability risks. A block of text appears on all outgoing emails stating information such as the company name, registered business address and company registration number. This will usually be accompanied by a confidentiality notice to protect against legal actions.

An example block of text that represents a standard email disclaimer.

Learn more about email disclaimers in this article.

If all you’re looking to add to your email messages is a plain-text notice with no further information, the Office 365 (now Microsoft 365) disclaimer function is perfectly adequate for your needs. It allows you to add a disclaimer from a central location and ensures it is applied to all messages that leave your organization.

Using the Office 365 disclaimer feature to specify your email disclaimer text.

Create your new Office 365 disclaimer today with this article.

However, if you, like many other organizations, want to add some of your corporate branding to this Office 365 disclaimer and turn into a proper HTML email signature in Outlook, your options start to become more limited. You can copy-and-paste HTML code into the Office 365 disclaimer editor and include web-hosted images.


  • You won’t be able to preview how your signature looks.
  • It will end up being added to the end of each message your users send.
  • The images will probably get blocked by many email clients and won't appear on mobile devices.
  • It’s likely the HTML won’t behave in the way you want it to - what works in Outlook might not in Gmail or iOS.
  • Important contact information may not appear as expected.

The Office 365 disclaimer function is fairly limited, but still allows you to paste HTML into it.

In essence, the Office 365 disclaimer function is not designed for high-quality HTML email signature design or management. Its main purpose is really to add the aforementioned legal text, so you end up missing out on all the opportunities that the email signature channel can offer your business. For many organizations, the native Office 365 disclaimer function is simply not good enough when it comes to email signature management.

Have no fear though. There is an easy way to get great email signatures without having to use the native Office 365 disclaimer function. You won’t have to spend hours using it either.

With Exclaimer Cloud Signatures for Office 365, you design signatures within a user interface that is controlled with a web browser. It is built to be intuitive and easy to navigate, so you just use the drag-and-drop editor to customize your design, add your company information, add elements like social media links and then you’re done.

You don’t need to have ANY experience using HTML in order to create a signature. There is even a vast library of Office 365 signature templates you can choose from to make the process even easier.

Learn more about our Office 365 email signature solution today

How Exclaimer Can Help:

If you're looking for an easy way to design and manage professional email signatures across your whole organization, we're here to help. Find out more or start your free trial today!

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Exclaimer are pleased to announce the recent acquisition of Periodic, a major player in the calendaring and appointment scheduling market, to help enhance its email signature management offering further.

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