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The way that you would do this is to follow these steps:
1. Sign in to the Microsoft Office 365 portal, and then open the Exchange Online Control Panel (ECP).
2. Change the view so you are managing the entire organization, and not just your individual mailbox. To do this, click Options, click See all Options, click Manage Myself, and then click Manage my Organization in the list.
3. Click Mail Control, and then click the Rules tab.
4. Click New to start building a new transport rule
Add a disclaimer to all external bound emails:
1. In the New Rule window, click More Options.
2. Click If, click the sender, and then click is external/internal.
3. In the Select Scope dialog box, click Outside the organization in the From list
4. Under Do the following, click Apply a disclaimer to the message, and then click Append a disclaimer
5. In the Specify Disclaimer Text dialog box, type the text to display in the disclaimer, and then click OK
6. Name the rule, and then save the rule.
7. Verify that the rule is enabled in the Rules list.
This is how you add a disclaimer.
Thank you, Jeff McDonald, O365 Forum Moderator
We have just started the use of Office 365 after a cut off migration from SBS 2008 std. We have around 75 users.
The above works well, but only in text format without any font available and also not able to insert company logo(image file). Is there any way to include email signature with logo (image) which can apply to all? Rather than adding it one by one, through individual outlook options?
We would really appreciate if some help can be provided on implementation as a group approach.
I found that if you want to add the disclaimer to outbound email only and not when sent within your organization the rule needs to say:
3. In the Select Scope dialog box, click INSIDE the organization in the From list
6. Except if... the recipient is in the scope of Inside the Organization
7. Name the rule, and then save the rule.
8. Verify that the rule is enabled in the Rules list.
That way disclaimers only go outbound to non company staff. Maybe I am missing something, in your example you are adding the disclaimer for inbound mail from outside the company senders. Is there a reason we might what to set that up.? Thanks
Jeff, I want to create a global email disclaimer that goes out with all emails but on your instructions you say click mail control and then the rules tab....
but there is no rules tab???
On top of the page is a "Rules" icon or button. Not a tab. Sorry about that.
Nope there isn't even a rules icon or button at the top of the page?
You have to logged is the admin and an the admin page
Outlook settings and protection.
We are using E3 not sure if it is the same with a P version
not sure what you mean by E3 and P but its definitely showing on what I have at this end... Very frustrating!
You can't make changes like this with a P plan. P is the small business plan where E is the enterprise plan. If you have a Small Business (read P Plan) then you can't make that rule.
Jorge R. Diaz
Microsoft MVP | Office 365
MCITP: Office 365 Administrator
Check out my Blog
Ah, thanks Jorge for pointing this out, at least I understand now..
Its a real shame that I cannot have that feature as I thought that would be available to me as a small business user. I guess we will just have to add it locally on the outlook signature section for everyone.
We are preparing to go live on Office365 and I've implemented an HTML footer using the admin portal which is working. When an initial email is sent, the signature appears correctly. When a response is sent from the recipient of the original message, their footer is placed below the original sender's footer so they stack on top of one another at the bottom of the email. Is there anyway to fix this?
Hello. I'm seeing the same thing. Did you find if is there a way to only add it once?
Just wondering about Lennox's issue.
I can setup the rule, which works perfectly when I use Outlook etc for all staff, but when I use my iPhone, only text is appended, and the logo doesn't show. Is there any way to set up either:
1. To force the signature to use HTML always
2. To have two differing [dynamically selected] signatures (one for text and one for HTML)