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Senah Ocloo-Sewor

External email warning banner

Hello all,

We've had a new policy that requires a warning banner to be displayed on all incoming emails coming from external domains. The easiest way I could think of to get this done was using a transport rule to prepend the banner to the relevant emails. The code for the banner looks like this:

"

[EXTERNAL EMAIL]

 DO NOT CLICK links or attachments unless you recognize the sender and know the content is safe."

It does the job but I've received complaints from users because the wording in the banner is shown in the message preview for emails so they no longer the first line of the "true" body of the email. I've played around with various options as well.

Based on the wording (which I am not authorized to change) you'd have to enable the 3rd line preview for most users to be able to see the first word after the banner. This option doesn't help with users on mobile devices.
I've thought about making the banner an image instead of text but not entirely sure how that would work or if it would negatively impact anything.

I'm open to any suggestions that could help.

Thanks,

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Replies (4)

Seven Zhou MSFT

Hello Senah,

Thanks for your feedback.

To prepend an image when receiving emails, you can replace the code with <img src="…." />. After testing from my side, I still cannot see the body of the message. Given this situation, I suggest you apply that warning at the bottom of that email or let the users change the View from Preview to Compact like the following screenshot. In this way, they can see the email in the right Reading Pane.

If you'd like to try making the banner an image, we recommend you that kindly post your detailed information in Github forum. MSDN Forums are for software developers that are concerned with developing applications and hardware or software drivers for the target platform. That support team will specialize in solving problems that related to the development and code, so you can get the most qualified pool of respondents in that forum.

We sincerely appreciate your continued support for our products and services.

Regards,

Seven

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Senah Ocloo-Sewor

Changing the view to compact doesn't solve the problem for users viewing emails from their phones. Also all users are already in compact view. The problem they're experiencing is that they now have to click each email to preview the contents instead of being able to visually scroll through the list. Its not a big deal I know but when I get constant complaints it then becomes my concern.

Moving the banner to the bottom of the page also defeats the purpose of the warning. Its no use if the user doesn't see it until the end of the email (if the even get that far) after they've already clicked on a link or attachment.

Thanks,

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Seven Zhou MSFT

Hi Senah,

Thanks for your quick reply.

Since it is not available to show the warning and to preview the body of the emails, we recommend you kindly give your feedback and share your experience via our UserVoice Service. Every customer’s voice is important to us. The related engineers will design or upgrade features referring to customers’ feedback and your ideas will help us to make our product and features better for you. We sincerely appreciate your continued support for our products and services.

Regards,

Seven

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KathyCooper2

Hi,

If you want to solve the preview problem, I'd suggest you to prepend 'External' in the subject of the external emails instead of Disclaimer.

External email warning banner

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Replies (4)