IMAP/EXCHANGE Outlook custom rule

Mimrsfim 1

Hello everyone,

I want to ask if there is any possible way to create a rule in outlook 2016 to show a disclaimer on every incoming email if it's coming from outside of the organization domain.

For example,
Company domain = xyz.com

If any company employee receives an email from Gmail or any other domain the incoming email top shows a disclaimer that this email is from outside of the office so do not open any attachments if you do not know the sender.

I know this function is available in office 365 but we dont use office 365. We only use IMAP AND EXCHANGE accounts. Please let me know if there is any possible solution available with the workflow if it.

Thank you so much

JeffYang-MSFT 6,241 Reputation points Microsoft Vendor

2020-09-20T11:19:37.017+00:00

Hi @Mimrsfim ,
It has been a while, how is everything going now?
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3 answers

Andy David - MVP 147.9K Reputation points MVP

2020-09-15T22:33:26.643+00:00

Sure, use a mail flow rule. It doesnt matter about the clients, this will stamp all incoming messages with the disclaimer of your choice. Modify as you see fit

Other examples:

https://supertekboy.com/2020/02/17/add-external-sender-disclaimer-in-office-365/
https://office365itpros.com/2019/03/08/marking-external-email-with-exchange-transport-rule/
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Mimrsfim 1 Reputation point

2020-09-15T22:44:01.153+00:00

Thank you so much Andy but i am talking about a different domain which is my company domain and I have configured all employees accounts on Office 2016 retail versions. So is there any way I can apply this settings within outlook because our email provider is rackspace and they said its not possible to put such rule on their webmail server. I was wondering if there is any way to put a rule on all outlook to capture this disclaimer.

Andy David - MVP 147.9K Reputation points MVP

2020-09-15T23:12:13.29+00:00

Ah ok. Thats gonna be a bit harder with the clients themselves. No real way of doing that since Outlook wont know which messages are coming from external and there are no Outlook rules to stamp incoming messages like that. Clients are good at adding disclaimers when sending mail but no real capabilities to add them when receiving messages.

There are 3rd party solutions out there, but if if you dont have access to centrally manage your email, they probably wont work for you:

https://www.codetwo.com/exchange-rules-pro/

Mimrsfim 1 Reputation point

2020-09-15T23:16:14.39+00:00

Thank you so much once again for your help. Is there any script or VBA code which can help in this situation which can be applied in outlook?

Andy David - MVP 147.9K Reputation points MVP

2020-09-15T23:25:22.33+00:00

I'm not aware of any of the top of my head, sorry.
There may be some examples here:
http://www.vboffice.net/en/developers/
https://www.slipstick.com/developer/processing-incoming-e-mails-with-macros/

The difficulty will be how you determine the message is sent from an external sender and then the actual script. Not to mention this wont work for webmail and mobile users.

Mimrsfim 1 Reputation point

2020-09-15T23:59:02.2+00:00

Thank you for your help.

Andy David - MVP 147.9K Reputation points MVP

2020-09-16T01:40:10.783+00:00

No problem. If you get a chance, please close up the thread and mark anything as answered etc.... Thanks!
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Jade Liang-MSFT 9,976 Reputation points Microsoft Employee

2020-09-16T09:47:57.393+00:00

Hi @Mimrsfim ,
As I know, we indeed can not show a disclaimer on some specific emails with Outlook client alone. We could only display the special alerts like below for specific messages by creating a rule, it could remind us that this message isn't sent from xyz. com before we open the message.

If it can suit your requirements, you could try to create such Outlook rules by selecting "display a specific message in the New Item Alert window" action.

By the way, in order to close this thread, please kindly mark helpful replies or your own reply as answers. Thanks for your understanding.

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Jade Liang-MSFT 9,976 Reputation points Microsoft Employee

2020-09-21T01:18:12.49+00:00

Hi @Mimrsfim ,
Do you find any other solutions about your issue? If not, to close this thread, please kindly mark more useful reply or your own reply as answer,Thank you!

Jade Liang-MSFT 9,976 Reputation points Microsoft Employee

2020-09-24T01:14:55.717+00:00

Hi @Mimrsfim ,
Does this issue have any upgrades?
If you don't have any other isseus, in order to close this thread, it's so kind for you to mark helpful replies or your own reply as answers. Thanks!

Mimrsfim 1 Reputation point

2020-09-24T13:26:48.143+00:00

Hi @JadeLiang, thank you so much for sharing this method with me. I still need some more information to see if it can resolve the issue. Can you please confirm if this rule can be applied to display this message only on outside incoming domain emails? Also can you please share the workflow to create this rule in outlook?

That will be really helpful. thank you so much once again.
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Andy David - MVP 147.9K Reputation points MVP

2020-09-24T14:33:46.933+00:00
You could have the Outlook rule check to see if the message is internal by chekcking the header for X-MS-Exchange-Organization-AuthAs: Internal but I would not recommend this as a solution.

Outlook has to be open and it only works with outlook.

The alerts will get annoying and pile up and it only alerts once and with multiple messages it will be a mess. You can't associate the alert with a specific message.

Once the user clears the alert they will not see it again.
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Mimrsfim 1 Reputation point

2020-09-24T14:51:40.02+00:00

Thank you Andy.

Jade Liang-MSFT 9,976 Reputation points Microsoft Employee

2020-09-25T09:56:24.447+00:00

Hi @Mimrsfim ,
Agree with Andy, check specific words in messages header could help ensure this rule is only applied to outside incoming domain emails.

Besides, could this method help meet your needs? If so, in order to close this thread, please kindly mark helpful replies as answers.

Thanks for your understanding.
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IMAP/EXCHANGE Outlook custom rule

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