Q

How to add a disclaimer to outgoing SMTP messages in Exchange Server 2003

Learn about Microsoft and third-party solutions available for adding a disclaimer to outgoing SMTP messages in Exchange Server 2003.

I need to add a disclaimer to outgoing SMTP messages in Exchange Server 2003, but I'm not a programmer. I saw Microsoft Knowledge Base article 317327, " How to add a disclaimer to outgoing SMTP messages in Visual Basic," but it wasn't clear to me. Can you help me?
VIEW MEMBER FEEDBACK TO THIS ASK THE EXPERT Q&A.

The Knowledge Base article you refer to also has a cousin --Microsoft Knowledge Base article 317680, "How to add a disclaimer to outgoing SMTP messages in Visual Basic script." Both articles explain how to use Transport Event Sinks to fire on the On Arrival event.

That approach has two implications:

  1. It only works for SMTP messages only -- messages delivered locally to the store or to other servers in the same routing group will not get the disclaimer.
  2. It will not work in single-server environments -- you would have to route messages through another SMTP server. One way of doing this is by implementing an SMTP Connector, and registering the event sink on the SMTP server that serves as a bridgehead for that connector.

There are many third-party applications available that do this job better, including the ability to work in single-server environments and being able to add disclaimers to local mail as well. Some popular ones are Exclaimer, Policy Patrol, and GFI MailEssentials.

If you do want to use the solution outlined in the Knowledge Base article you mentioned, but you do not have any experience with Visual Basic, I recommend using the VBScript example instead. All you need to implement that is Notepad. Copy the script from the article into Notepad and save it as Disclaimer.vbs. Then use the smtpreg.vbs script from the Exchange Software Development Kit to register the event sink.

MEMBER FEEDBACK TO THIS ASK THE EXPERT Q&A:

Where can I find the smtpreg.vbs file?

"Then use the smtpreg.vbs script from the Exchange Software Development Kit to register the event sink."

I installed the tool but the file "smtpreg.vbs" was nowhere to be found. Please advise.
—Raymond

******************************************

The code for the smtpreg.vbs Event Management Script can also be found at the MSDN Web site.
—Bharat Suneja, Exchange Server Administration expert

Do you have comments on this Ask the Expert Q&A? Let us know.

Related information from SearchExchange.com:

  • Expert Advice: Adding disclaimers to outgoing SMTP messages
  • Expert Advice: Options for adding Exchange Server 2003 disclaimers
  • Expert Advice: Software for disclaimers
  • Expert Advice: How do I add an email disclaimer to all outgoing email?
  • Tip: Add disclaimers and signatures to outgoing Exchange Server email
  • Resource Center: SMTP tips and resources
  • Resource Center: Exchange scripts and programming resources
  • This was first published in June 2006

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