Configuring disclaimers

To add disclaimers to your outbound e-mail, go to the disclaimer node in the GFI MailEssentials configuration. You can add different disclaimers for different domains and users.

Figure 1 Adding a disclaimer

To add a disclaimer:

1. Highlight the Disclaimer node in the GFI MailEssentials configuration. Right click the mouse, and select New > Disclaimer.

Selecting a user or domain disclaimer

2. Now you can specify whether you wish to add a user based disclaimer or a domain based disclaimer. If you select domain, you can enter a domain name, and all mails sent FROM that domain will have the disclaimer added. If you select user, you can specify a user or a group of users, and the disclaimer will be added ONLY to mails sent FROM that user or group of users.

Selecting the user or group for which the user based disclaimer will apply

3. If you selected a user based disclaimer, you have to specify the user. If you have installed GFI MailEssentials in active directory mode, you will be able to pick users or groups of users directly from active directory. If you have not installed in Active Directory mode, you have to specify the SMTP email address of the user.

Specifying the domain for a domain based disclaimer

4. If you selected a domain based disclaimer, you have to specify the domain. Note that the disclaimer will only be added if the from address specified in the mail includes the domain you specified! If you use multiple email addresses with different domains, setup the disclaimers for all domains that you use.

5. A new disclaimer will be listed in the right pane. You can now double-click on the disclaimer to bring up the disclaimer properties.

6. You can specify whether the disclaimer should be put at the bottom of the mail or at the top of the mail using the top/bottom 'Position' radio button. You can also change to which mail the disclaimer is added, by clicking on the Select button and selecting the user/group or domain.

7. You can now create your disclaimer. You can create both an HTML disclaimer and a text only disclaimer. To create an HTML disclaimer, click on 'Edit HTML' to bring up the HTML disclaimer editor. Now enter your disclaimer. You can insert variables using the 'Insert' menu. You can format text and variables using the formatting toolbar at the top. Variables are fields, which will be replaced with the real recipient or sender name in the e-mail. You can include the following fields in a disclaimer text: [recipient display name], [recipient email address], [date], [sender display name] and [sender email address].

After you are ready, click on 'Close'. This will add the disclaimer to the disclaimer properties dialog.

The disclaimer editor

8. You can include a text based version of your disclaimer (for text only emails) directly from the disclaimer properties dialog. Simply insert the text directly into the Text Disclaimer edit field. You can insert variables using the 'Variable' button.

Including variables in your disclaimer

9. If you wish you can import or export your disclaimer using the import and export buttons.

10. Click OK to exit the dialog.

Note: The recipient display name and recipient email address variables will only be replaced if the mail is sent to a single recipient. If a mail is sent to multiple recipients, the variable will be replaced with 'recipients'