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How to prevent certain emails routing to Exclaimer

  1. Exclaimer Knowledge Base
  2. Solutions
  3. Applying Signatures
Payal Arya
  • Updated

Scenario

In some scenarios, you might want to exclude some email messages from having a signature appended to them. For example, there can be multiple companies working under one organization, which can mean multiple domains. And for some reason, a number of companies within the organization might not be ready to utilize Exclaimer. So, there is no point in passing the email through Exclaimer if a particular domain is not ready to have the signature applied.

Resolution

The issue of excluding an email from having a signature applied can be resolved using an exception in the Microsoft 365 Transport Rule. If the exception is met, the rule will not be applied, which means the email will not be redirected to Exclaimer for a signature. 

Please click on the required options listed below to go through the detailed description:

Steps to create an exception for specific recipient domains or email addresses
To create an exception for a specific recipient domains or email addresses: 
To complete the steps described below, you will need:
Microsoft 365 Global Administrator credentials
  1. Sign in to the Exchange Online admin portal (https://admin.exchange.microsoft.com) as an Administrator.

  2. From the left-hand side, click Mail flow, then select Rules. 
    From the right-hand side, select the Identify messages to send to Exclaimer rule.



    The properties pane is displayed on the right-hand side.

  3. Click Edit rule conditions.



  4. In the Except If section, click + to add an exception.



  5. A new exception row is added at the bottom.



  6. From the first drop-down list, select The recipient. From the second drop-down list, select address includes any of these words (a range of exception parameters are available if you need to prevent signatures from being applied under different circumstances).

  7. To exclude messages sent to a particular domain, select The recipient…address includes any of these words (a range of exception parameters are available if you need to prevent signatures being applied under different circumstances).

    NOTE: To exclude messages sent FROM a particular domain, you can use the sender… conditions instead.
  8. In the specify words or phrases window, enter the domain you wish to exclude. For example, exclaimer.com:

  9. Click Add to add the specified word or phrase to the exception list.

    In the above example, only part of the domain (exclaimer.com) is specified, which means that all email addresses on the specified domain will be excluded. Alternatively, you can also specify a particular email address. For example: 



    NOTE: If you add multiple entries, messages will be excluded if ANY (not ALL) of them are matched.
  10. Click OK when all the required domains are added.

  11. Click Save.
    CAUTION! It can take up to one hour for changes to the Transport Rule to become operational.
Steps to create an exception for specific keywords in the subject or body

To create an exception for specific keywords in the subject or body: 

  1. Sign in to the Exchange Online admin portal (https://admin.exchange.microsoft.com) as an Administrator.

  2. From the left-hand side, click Mail flow, then select Rules. 
    From the right-hand side, select the Identify messages to send to Exclaimer rule.



    The properties pane is displayed on the right-hand side.

  3. Click Edit rule conditions.



  4. In the Except If section, click + to add an exception.
  5. A new exception row is added at the bottom.
  6. To exclude messages containing the particular keyword or phrase, select The subject or body …subject or body includes any of these words (a range of exception parameters are available if you need to prevent signatures from being applied under different circumstances).



  7. In the specify words or phrases window, enter the keywords or phrases that you wish to exclude. For example, Exclaimer Ltd accepts no liability for the content of this email.



  8. When you have added all the required keywords or phrases, click Add.

  9. Click Save. 

    CAUTION! It can take up to one hour for changes to the Transport Rule to become operational.
Steps to create an exception for specific senders (user account)
To create an exception for specific senders (user account): 
To complete the steps described below, you will need:
Microsoft 365 Global Administrator credentials
  1. Sign in to the Exchange Online admin portal (https://admin.exchange.microsoft.com) as an Administrator.

  2. From the left-hand side, click Mail flow, then select Rules. 
    From the right-hand side, select the Identify messages to send to Exclaimer rule.



    The properties pane is displayed on the right-hand side.

  3. Click Edit rule conditions.



  4. In the Except If section, click + to add an exception.



  5. A new exception row is added at the bottom.

  6. From the first drop-down list, select The sender. From the second drop-down list, select is this person.

    Example:
  7. In the select members window, find and select the users you wish to exclude from having their emails sent to Exclaimer.
  8. The selected user accounts will appear in the select members box at the top. Click Save.
  9. Click Save.
    CAUTION! It can take up to one hour for changes to the Transport Rule to become operational.
Steps to create an exception for specific senders (email address)
To create an exception for specific senders (email address): 
To complete the steps described below, you will need:
Microsoft 365 Global Administrator credentials
  1. Sign in to the Exchange Online admin portal (https://admin.exchange.microsoft.com) as an Administrator.

  2. From the left-hand side, click Mail flow, then select Rules. 
    From the right-hand side, select the Identify messages to send to Exclaimer rule.



    The properties pane is displayed on the right-hand side.

  3. Click Edit rule conditions.

  4. In the Except if section, find the entry
    Or 'the sender' 'address matches any of these text patterns'. Click on the Pen icon to edit it.
    Example:
  5. In the specify words or phrases window , a value of "<>" or "&lt;&gt;" will already be present on the list. Please do not delete this.
    Example:
  6. Enter the email address for the emails you wish to block from being sent to Exclaimer. Click Add.
  7. Repeat for any additional email addresses. Once the list is complete, click Save.
  8. Click Save.

    CAUTION! It can take up to one hour for changes to the Transport Rule to become operational.

 

Related topics:
How to reduce the number of users routing to Exclaimer