Nowadays, most organizations want to protect themselves as much as possible from a legal point of view. As a result, a disclaimer is often created that appears at the bottom of every email. However, to make sure that every employee uses it, you can create an organization-wide disclaimer.

“This is a confidential message and is intended for the addressee only. It is not permitted to duplicate this message and/or make it accessible to third parties. If you have received this message in error, please notify the sender of this e-mail.”

I’m sure everyone has read this over the years.

Legal aspect

The legal background to this is highly controversial. Many create an organization-wide disclaimer in the hope that the wrongful recipient is now obliged to forget the content. But you can’t force anyone to do that, how could you? On the other hand, many people think that it is a kind of general terms and conditions. However, this is not the case either, as there is (legally) no tacit agreement of a GTC. For this reason, the recipient would have to actively agree to the terms and conditions before reading the email. However, copyright protection can offer protection against publication. Each company must decide for itself whether or not it considers an organization-wide disclaimer to be useful. Furthermore, an expert should be consulted to ensure that it is legally effective.

Introduction

If you have now decided on a disclaimer, you want to introduce this for every employee in the company. To do this, simply follow the steps in the following video:

To improve the appearance of the text, it is best to format the text in HTML. Of course, you can also insert images. Most people like to include their company logo. To do this, insert a publicly accessible URL of the desired image in the text field. This URL is very easy to obtain: Right-click on the image, e.g. from the website. Then select Copy image link. And you have the URL.

What else is there?

There are many more settings and regulations that can be made in the Microsoft 365 admin area. Many relate to data protection issues. Others make it easy to implement and secure company policies. Find out more about the admin area? More information about Microsoft 365? We are happy to help!

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