The Office 365 Disclaimer Function
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Companies of all sizes are required by law to include a legal disclaimer in all outbound email. This is particularly true in Europe and North America.
Legal disclaimers have been necessary since the early days of email and are designed to reduce liability risks. They involve an organization adding a block of text to all outgoing emails. This text will include information such as the company name, registered business address, and company registration number. It will also be accompanied by a confidentiality notice to protect against legal actions.
Learn more about email disclaimers in this article.
Using the Office 365 disclaimer function
If you’re looking to apply disclaimers using plain-text, the Office 365 (now Microsoft 365) disclaimer function works perfectly. First, you enter text into the disclaimer rule window. You then turn on the disclaimer in tandem with a Transport Rule (mail flow rule). This is then applied to all messages that leave your organization.
However, if you want to turn this Office 365 disclaimer into an HTML email signature in Outlook, your options are limited.
You can copy and paste HTML code straight into the Office 365 disclaimer editor and include web-hosted images. However:
In essence, the Office 365 disclaimer function is not designed for high-quality HTML email signatures. Its main purpose is really to add legal text only. For many organizations, the native Office 365 disclaimer function is not enough when it comes to email signature management.
However, there is a much easier way to get great email signatures. One that doesn't involve have to add a disclaimer in Office 365 manually.
Choosing Exclaimer to centrally manage Office 365 disclaimers and signatures
With Exclaimer, you design signatures within a user interface that is controlled with a web browser. It is built to be intuitive, allowing you to build templates using a drag-and-drop editor. You customize your design, add your company information, add elements like social media icons, click Save, and you’re done.
You don’t need ANY experience with HTML to create an email signature. There is even a vast library of Office 365 signature templates you can choose from to make the process even easier.