Is there a way to tagging external or internal emails with a message cue in the email body?

As the title suggests, does Office 365 offer a way that users in a company have their emails configured so that if they receive an external or internal email, there is a cue or message that automatically tells them so?

We want our users to be aware what emails are external and what are internals. Perhaps even just tagging external emails only with the cue message.

A sample message in the email body would be: 

**The e-mail below is from an external source. Please exercise caution before opening attachments or clicking links.**

The wordings can change, but the idea is what I'm trying to convey here. 

Also we would like to be able to distribute this configuration to all of our company's population, not just 2 or three people only.

Thank you!


Answer
Answer

Hi ZenunJ,

 

Actually we can distinguish whether the email is internal or external by the sender. If the sender is displayed as “display name” then it is an internal email; if the sender is displayed as a complete email address, then it is an external email.

 

I would like to suggest you two more possible solutions for your issue. You can add a rule from Exchange Admin Center which could apply disclaimer or modify the subject of every received message. Please, follow the steps and decide if the solutions are acceptable for your needs:

 

To apply disclaimer, please follow the steps:

 

·         Go to https://portal.office.com/ and sign in with Admin credentials.

·         Go to Admin.

·         Under Admin Centers, click on Exchange.

·         Click on Mail Flow.

·         Select Rules.

·         Click on + sign to expend it and then click on Apply disclaimers.

·         Name the rule.

·         In Apply this rule if… select Sender is located.

·         Select Outside the organization.

·         In Do the following, live Append the disclaimer.

·         Select Enter the text and enter message you want to appear at the end of incoming message.

·         In Fall back action, select the action you want to apply if the disclaimer can’t be inserted.

·         Save the rule.

 

To modify message subject please follow the steps:

 

·         Go to https://portal.office.com/ and sign in with Admin credentials.

·         Go to Admin.

·         Under Admin Centers, click on Exchange.

·         Click on Mail Flow.

·         Select Rules.

·         Click on + sign to expend it and then click on Modify Messages.

·         Name the new rule.

·         In Apply this rule if… select Sender is located.

·         Select Outside the organization.

·         Expend Do the Following and select Prepend the subject of the messages with…

·         In Specify subject prefix, add the part you want to appear in the subject of the messages.

·         Click Ok and Save.

·         For example, if you write *EXTERNAL MESSAGE* in Specify subject prefix and after that, you receive message with subject New message, receiver in your organization will see *EXTERNAL MESSAGE* New message in subject.

 

Please, feel free to contact me if you need additional explanation, or the suggestions do not suit your needs.

 

Best regards,

Nemanja

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Last updated September 3, 2020 Views 2,442 Applies to: