How to list multiple domains in an exchange mail flow exception rule?

Question

How to list multiple domains in an exchange mail flow exception rule?

Rose Ingrande 0

In Exchange I created a mail rule to prepend a disclaimer for mail outside our organization, however I want to add a list of domains as an exception. The list of domains are our clients. I want to do this so emails do not have the External mail banner if it's a client. Is it possible to specify multiple sender domains?

3 answers

Your answer

Answer 1

Amit Singh 5,221

Yes, you can definitely set up a rule to exclude certain domains (like your clients' domains) from having the "External Mail" disclaimer. Follow this:

When you edit the mail rule, there’s an option to add exceptions.
In the exception section, you can specify multiple sender domains. These would be your client domains.

Let me know if you have any query.

Sharon Zhao-MSFT 25,361 Reputation points Microsoft External Staff

2025-03-11T05:58:38.3333333+00:00
Hi @Rose Ingrande,

Welcome to Q&A!

I agree with Amit. You could add exception for your mail flow rule to except the domains of your clients.

For more details, please refer to the steps below:

Log in to Exchange Admin Center (EAC) as administrator.

In the left navigation pane, click “mail flow” > “rules”

Click the "+" (Add) button and select "Create a new rule."

Name the rule.

In the "Apply this rule if..." section, select the condition “The recipient…” > “is external/internal” > “Outside the organization”.

In the "Do the following..." section, select the action to be performed (e.g., “Apply a disclaimer to the message…” > “prepend a disclaimer”).

In the “Except if…” section, select the exception “The recipient…” > “domain is” > add your clients’ domains.

Set more properties as your requirements and click “Save” to complete the rule creation.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation](https://aka.ms/msftqanotifications)) to enable e-mail notifications if you want to receive the related email notification for this thread.
Rose Ingrande 0 Reputation points

2025-03-11T13:47:31.16+00:00

I tried to create the exception as you indicated & separated each domain with a semicolon. I tried with and without the '@' in front of the domain. It continues to give me this error.
Rose Ingrande 0 Reputation points

2025-03-11T13:58:45.15+00:00

My list of domains looks like this (I can't use actual client's names): 'domain1.net'; 'domain2.com'; 'domain3.org'; etc... and I get the error still. Hope this helps.
Rose Ingrande 0 Reputation points

2025-03-11T14:04:38.9333333+00:00

I tried as you indicated above, however it still gives me the same error. I'm typing my domains in like this: 'domain1.net'; 'domain2.com'; 'domain3.org'; etc... do I need to separate each domain with "or"?

Answer 2

Rose Ingrande 0

The only way I was able to get the exception rule to accept multiple domains was to add each domain separately. If you know a better way, I'm all ears, but this was the only way to avoid the error.

Answer 3

Hi @Rose Ingrande,

Thanks for your input.

Using the Exchange Admin Center, we do need to add clients' domains one by one. For instance, input 'test01.domain.com' in the text box and click the '+' button. Then, proceed to input the next domain.

User's image

Additionally, I’ve identified an alternative approach to add clients’ domains in bulk by executing a command in the Exchange Management Shell.

Following is an example:

New-TransportRule -Name "AddDisclaimerToExternalDomains" -SentToScope NotInOrganization -ExceptIfRecipientDomainIs @("test01.domain.com", "test02.domain.com", "test03.domain.com") -ApplyHtmlDisclaimerText "test01" -ApplyHtmlDisclaimerLocation Prepend User's image

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation](https://aka.ms/msftqanotifications)"https://aka.ms/msftqanotifications)") to enable e-mail notifications if you want to receive the related email notification for this thread.

Share via

How to list multiple domains in an exchange mail flow exception rule?

3 answers

Your answer