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How to prevent certain emails routing to Exclaimer Cloud

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 Cloud 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 Cloud for a signature. 

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

Steps to create an exception for a given domain
To create an exception for a given domain: 
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 Cloud 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 or phrases

To create an exception for specific keywords or phrases: 

  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 Cloud 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.