Exchange Server 2007 provides the capability to append a text disclaimer to any email message.  This capability is provided by the Transport Rules feature of the Hub Transport Server.  Email disclaimers are required by some businesses to notify recipients of such matters as copyright, confidentiality, or liability of a sent email.

Transport Rules are configured to perform certain actions on any email message that matches the criteria of the rule.  For example a Transport Rule can be configured to blind copy all emails sent to a certain person to another person.   For email disclaimers the Transport Rule is simply configured to append the text disclaimer to any message sent to an external recipient by using these steps.Open the Exchange Management Console and navigate to Organization Configuration and then Hub Transport.

Click on New Transport Rule in the Actions pane of the management console.  Give the new rule a name such as “Outbound Email Disclaimer” and click Next.

Set the conditions to be “Sent from users Inside the organization” and “Sent to users Outside the organization”, then click Next.

Select the action “Append disclaimer…”.

Click on the blue underlined “disclaimer text” and configure the disclaimer message that you want appended to each outgoing email.  You can also modify the font, color, size etc using the other blue underlined settings.  Click Next when you are satisfied with the configuration of the message.

Configure any exception criteria for the disclaimer.  For example you may want to not apply the disclaimer for outbound messages sent to a public mailing list.

Click Next when you are finished with the exceptions, and then click New to create the Transport Rule.  Click Finish to complete the wizard.

The text disclaimer will now appear at the end of each outbound email message.

You can change the disclaimer or the conditions it applies to simply by re-running the wizard for that Transport Rule.