Mail Flow - External Message Warning HELP

Hi all,

We decided to implement the prepended warning in our organisation but were unaware of the issue impacting the preview in outlook (I have it turned off so didn't pick up on it during my testing). After a couple of people had mentioned it we began investigating and it appears we are definitely not alone with the problem so after a day of googling and getting nowhere I finally found a sneaky workaround that lets us have our cake and eat it too!

So here we have some external emails with the normal preview

and our email with our disclaimer :)

I noticed that the preview looks for information between html tags and removes any of the html formatting. So we created our prepended disclaimer using the following code

<TABLE id="footer" style="WIDTH: 100%; BORDER-COLLAPSE: collapse" cellSpacing=0 cellPadding=5 border=0>

<TBODY>

<TR>

**<TD bgColor=#ffc000></TD>** 

**<TD bgColor=#ffff66 width="100%" style="font-size:10pt; color:#000000"><input disabled style="background-color:#ffff66; border:0; width:100%; font-size:10pt; color:#000000" value="[Caution: External Email] This email was sent from outside the organisation - be cautious, particularly with links and attachments."></TD></TR></TBODY></TABLE><BR>**

The key for this to work was applying the disclaimer as a default value for an input field allowing the disclaimer to hide in formatting which displays on the email but is removed from the preview. There may be alternative or similar methods that may produce a cleaner result but for us this does the job. I hope this helps out those who have come across this issue and can now deliver a solution that keeps us IT administrators happy and our users!

Thanks

Brad

Hi Jen,

Thank you for your response.

As indicated on my last post, we are able to implement this also. Everything is working fine, but we do have one issue that we can't resolve. We have an existing on-premise microsoft exchange server, User A have an account on on-premise and on 365. Here is the setup:

1. User A and User B have an account both on on-premise exchange server and exchange online
2. On-premise exchange server domain: domain.com
3. Exchange Online domain: domainph.com
4. Created the rule on exchange online, and add in the exemption the domain "domain.com"
5. Created a rule on on-premise exchange server of forwarding emails from User_@domain.com to User_@domainph.com
6. When User_@domainph.com emailed User_@domain.com, email should be forwarded to User_******@domainph.com
7. User_@domainph.com received the email of User_@domainph.com (email forwarded from User_******@domain.com), however User_A@domainph also received warning indicating the rule created from Exchange Online, meaning bullet no. 4 from above is not working.

Hi BH33,

Thanks for provide the details in your post. About your question, please kindly check following steps to see if it can help you fix this issue:

1. In Exchange Admin Center, go to mail flow > rules and then click "+" to create a new rule.
2. Then set the new rule like below picture:

Note: in step 4, please enter following code: 

<p><div style="background-color:#FFEB9C; width:100%; border-style: solid; border-color:#9C6500; border-width:1pt; padding:2pt; font-size:10pt; line-height:12pt; font-family:'Calibri'; color:Black; text-align: left;"><span style="color:#9C6500"; font-weight:bold;>CAUTION:</span> This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.</div><br></p>

I have tested above rule on my side and I can successfully show the warning message(see below picture), if you have any problems when doing so, please feel free to post back and provide us a screenshoot of the detailed information about the rule you created for analysis.

Regards,

Jennifer

I joined in amazon company as an employee as they are sending mails because for my verification. In that mail bottom of the mail I'm getting like" This email is originated from outside of the organization. Do not click or open attachments." Is this dangerous or company kept their security policies so that hackers cannot hack any data of their organization?? Please help me out with this question..!!!

Hi,

I did the same thing and it works fine when an email comes from Outside the Organization. We have recently migrated from On premise Exchange Server to Office 365 and need to implement this.

In our case, the new incoming email of migrated users from on-prem is automatically forwarded to O365, this is to catch still the emails going to old exchange server. But when the user A (O365 User) emailed the user B (O365 User) on his on-prem email then forwarded to user B's O365 email, the Mail Flow Rule doesn't recognize the condition.

Hope you guys can help me. Thanks