Features

Email Disclaimers

Create your own email disclaimers
Exclaimer Mail Utilities allows you to create email disclaimers from a selection of pre-designed templates or you can simply create your own.

Add disclaimers to internal and external emails

Exclaimer Mail Utilities can add disclaimers to external as well as internal mails. You can add disclaimers to internal mail even if the recipient is on the same Exchange server. Since Exclaimer Mail Utilities can distinguish between internally and externally sent mails, it can add a different disclaimer depending on whether the emails are sent internally or externally.

Simple WYSIWYG disclaimer editor

Exclaimer Mail Utilities includes a simple-to-use editor to design and edit your disclaimers and signatures.

Supports extensive merge fields

Exclaimer Mail Utilities includes the facility to incorporate variable fields, including any field from the Active Directory. In this way, the disclaimer can be customized and personalized automatically as the message passes through Exchange. A disclaimer may, for example, contain the fields [Display Name], [Department] and [Telephone]. When the disclaimer is added to the mail, it will look up the sender in the Active Directory and replace the field names with the actual data found in those fields.

Add or exclude disclaimers based on message or subject content

Optionally, if Exclaimer Mail Utilities finds a user-defined string of text in the body of an email, a disclaimer can be suppressed. This is useful for preventing the same disclaimer being added multiple times when an email is replied to several times. Exclaimer Mail Utilities can be made to suppress or add specific disclaimers or signatures based on text found anywhere in the subject of an email. This is useful for allowing certain users to have their own control over the disclaimer that is added, without having to use the Outlook disclaimer / signature feature.

Professional email disclaimers with tables and pictures

Exclaimer Mail Utilities enables you to format emails with pictures, tables, logos, colors and text styles to re-enforce your corporate identity automatically.

Add disclaimers to email from Outlook Web Access, MAPI clients & Blackberry devices

Exclaimer Mail Utilities will add disclaimers and signatures to email created in Outlook Web Access, MAPI clients, Blackberry and other mobile devices such as Pocket PCs.

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Email Signatures

Create email signatures with dynamic content
You can also create dynamic personalised email signatures that automatically adds information from your Active Directory user account.

Professional looking personalized signatures

Exclaimer Mail Utilities can add signatures to email sent internally and externally. If you use OWA and smart devices for email, signing can be a headache. We can ensure that ALL email goes out signed with an appropriate signature, no matter what the source.

Signatures allow you to personalize the email your employees send, providing details like direct dial telephone numbers, name and position held within your organization and even a photograph of the sender.

All this information is inserted dynamically, taking data stored in the Active Directory. You can set Exclaimer Mail Utilities up so that it uses different signatures depending on the sender, recipient, subject, etc. You can make the rules that govern this as simple or as complex as you need.

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Email Branding

Branding is key to professional looking email.
Exclaimer Mail Utilities can add branding to email that is sent both internally and externally. This can help you maintain a consistent email brand image that falls in line with your organization's corporate/brand strategy allowing you to maximize your brand impression.

Why brand email?

In order to understand the importance of email branding you should ask yourself these three questions:

How often do you email clients' or business prospects?

Is your email memorable?

Does it say something about you or your business?

The look of your correspondence greatly affects your client's view of you and your organization. You brand your stationery so why apply a different rule to your email?

Exclaimer Mail Utilities enables you to centrally control the look of your organization's email. It even works with portable internet devices including BlackBerrys, PDAs and SmartPhones.

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Formatting Email Messages

Enriching email content
Exclaimer Mail Utilities will allow Exchange 2007, Exchange 2003 or Exchange 2000 to add a disclaimer, signature, logos and branding to all or selected email.

Supports Plain Text, RTF and HTML formatted emails

Exclaimer Mail Utilities can apply formatting to your disclaimers and signatures, such as font type, size, color, bold and underlined. In addition, you can include pictures and tables. For HTML disclaimers, you can edit the HTML source, giving you the freedom to format your disclaimers as you wish. It will add formatting for rich text and HTML mails. Exclaimer Mail Utilities also includes the option to add a disclaimer as a plain text attachment.

Comprehensive example library

Exclaimer Mail Utilities includes over 30 sample email disclaimers, signatures and footers.

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Anti-Spam

Exclaimer Mail Utilities' Anti-Spam feature uses a handful of very effective techniques to ensure that the maximum quantity of spam is trapped whilst at the same time minimizing False Positives. In our tests, we have been blocking 99% of incoming junk mail whilst at the same time enjoying a 0.001% false positive rate.

Exclaimer does not use techniques that other Anti-Spam vendors use as time has shown many of them to be inadequate in dealing with the ever changing face of spam.

• Server based Anti-Spam to cover all mailbox users
• Individual Black and White Lists
• Wizard Driven Rollout
• False-positive errors are kept to an absolute minimum
• Remains highly effective over time
• Requires minimal user maintenance
• Challenge Response Capability.

Stop it soon

Exclaimer Mail Utilities' front line of defense is a collection of tests that stop huge swaths of Spam, Viruses, Trojans and the like by simply refusing to communicate with them. Despite their attempts to have an unhindered conversation with your mail server, they can't help identifying their nature and this gets them blocked.

Spam sources and compromised systems

The next line of defense comes from checking that the incoming mail is not coming from a known Spam source or from a machine that has been compromised by being infected with a Trojan or other spamming tool.

Detection centre

Exclaimer Mail Utilities has a dedicated detection centre that is the last line in defense. After all other tests have been performed directly on your mail system, the email's unique fingerprint is passed to our detection centre to see if similar messages have been delivered elsewhere, if they have, then they may be spam and the message is subjected to closer scrutiny. It might even be delayed a while to see if other similar emails are being delivered in other places around the world. If they are, then it's classified as spam.

No content analysis

Looking at what is in the message has been perhaps the first choice of anyone wanting to block spam, and yet has been the least effective and most prone to fault. Exclaimer Mail Utilities does not check the content of the message. This allows it to be language independent. Content analysis along with Bayesian filters, content heuristics all have transient success and whilst they seem to be working well to start with, after a while, the spamming community adapts and gets around the filters (often getting more mail through than before the filter was installed).
How many times have you had to either update your anti-spam software or download new "antibodies" from the authors, or install a completely new Anti-Spam product as the last one was not working any longer?

Where is it from? And, where is it sending you?

The crux of Exclaimer Mail Utilities' technology is encapsulated in the heading. We are simply concerned with where the message came from and where it's trying to send you. If it came from a known spam source, then it's condemned. If it's sending you to a website that has been advertised in a spam email (spamvertised), then it's condemned too.

Black & White lists

We don't think you'll need to use the blacklist, but the whitelist will allow you to ensure that business critical messages have no chance of being blocked. Our simple-to-use searching system removes the need for you or your users to delve deep into internet headers just to whitelist a message or two.

Wizard driven rollout

We understand how to get Anti-Spam software deployed in your environment and for that reason we've developed the rollout wizard. Using this tool, rolling Exclaimer Mail Utilities Anti-Spam solution out takes a few minutes and is immediately effective. No infrastructure changes are required.

SPF/SenderID

SPF (Sender Policy Framework) and Microsoft's SenderID are not Anti-Spam technologies, they are email forgery prevention techniques. These techniques do not block any significant quantity of spam, but they do permit the detection of forged messages. SPF protects the envelope sender and SenderID protects the message sender.

Exclaimer Mail Utilities uses SPF to protect your whitelist entries. If you choose to whitelist someone and you want to ensure that a spammer can't hijack that domain to start sending you spam and the envelope sender publishes an SPF policy, Exclaimer Mail Utilities can enforce that to ensure that only that sender can get through the whitelist entry.

Exclaimer Mail Utilities also uses SPF to block messages that are verifiable forgeries. As the number of domains that publish SPF records increases, we expect to see the number of blocks increase in the short term. However, spammers are smart and will simply stop forging the domains of people who do publish SPF records which will result in a significant reduction in the strange and odd NDRs that many people receive (ever got a message saying that your email wasn't delivered and you never even sent the message - well that's one of the things that SPF will prevent).

When the Microsoft SenderID specification is complete, Exclaimer Mail Utilities will issue a slipstream release to support this technology.

Monitor Spam outbreaks as they happen

Outbreaks monitor

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Virus Protection

Zero-Hour™ Virus Protection
Zero-Hour™ Virus Protection is by far the most effective first line of defense against virus infection. Nowadays most viruses are transmitted via email as spam and require some form of user interaction to get them started. These types of virus can be distributed and can cause damage in a very short period of time. Quicker, in fact, than most Anti-Virus providers can produce a vaccination. This loop-hole is closed by the Zero-Hour™ Virus Protection.

Zero-Hour™ Virus Protection works by monitoring email traffic at key locations across the Internet and identifying outbreaks or suspected outbreaks of virus infected email. When it detects a suspected outbreak it either blocks, delays or quarantines the suspicious email. The Zero-Hour™ Virus Protection system adds an additional layer of security that will compliment your existing Anti-Virus software.

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Email Auto-Responding

• Loop detection and prevention
• Enclose Original Email
• Add recipients
• Complete control
• Add attachments.

Responding to, forwarding and filing emails can take up precious time and lose your staff valuable opportunities. Exclaimer Mail Utilities ensures that your email management is as fast and responsive as possible.

You can use it to set up automatic replies to emails. These can range from simple out-of-office notifications to automated replies to email queries, complete with file attachments and full HTML formatting.

The key features of Exclaimer Mail Utilities Auto Responding are:

1. Enclosing original email - You can add the original email to the reply, either in the body or as an attachment.
2. Adding recipients - You can add other recipients to both the incoming and auto-response emails.
3. Looping detection and prevention: Exclaimer Mail Utilities ensures that email loops are detected immediately and stopped in their tracks.
4. Complete control: Full integration with Exclaimer Mail Utilities' powerful rule-based system ensures that you have total flexibility in how you handle email responses.

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Email blocking and email re-direction

• Ability to block certain users
• Ability to notify 3rd parties
• Redirect to different domains
• Powerful rule-based system
• Comprehensive Delivery Options module.

Un-policed and totally free email communication can be a threat to your business integrity, security or image. Exclaimer Mail Utilities allows mail blocking and redirection to give you complete control.

For instance, for compliance or other reasons, you may have individuals or groups of users who should not communicate with each other via email. Exclaimer Mail Utilities' Delivery Options module allows email to be either blocked or redirected before it reaches the intended recipient.

In combination with the Auto Responding module, the sender and/or the recipient can optionally be notified of the block. In addition, a third party such as a compliance officer can be notified of the attempted communication, with the original email visible or attached as required.

Alternatively, the Delivery Options module can be used to redirect emails destined for one email address or domain to another single email address or different domain.

Exclaimer Mail Utilities powerful rule-based system is again at the heart of this facility, wielding enormous power and complete control on your behalf.

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Other

Asynchronous message processing
Dynamic multithreaded message processor for optimum performance and extremely high scalability.

Fully integrated with Active Directory
Use Active Directory attributes within your disclaimers, trigger rules based on Active Directory OU or group membership or even with a custom LDAP query.

Very comprehensive set of custom rule triggers
Endless combinations of sender, recipient and/or content triggers.

Supports digitally signed and encrypted emails
Disclaimers can be omitted entirely, added as a plain text attachment, or used as the body of the email with the original email as an attachment.

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System Requirements

The list below shows the basic system requirements for Exclaimer Mail Utilities.

Exclaimer Mail Utilities can run in a number of configurations and environments, including on an Exchange 2000/2003/2007 server or on a Windows 2000/2003/2008 server without Exchange installed.

The performance of the server will depend upon the email load, disclaimer complexity and the complexity of the rules that you have set up. In a normal environment, Exclaimer Mail Utilities can be installed on an Exchange server without affecting throughput.

Operating System

For Exchange 2000 & 2003
Windows Server 2000 (all versions), Windows Server 2003 (all versions) and Windows Server 2008 x86 (all versions)

Note - In a multi-server environment, Exclaimer Mail Utilities can be centrally maintained from a Windows Vista, XP or 2000 workstation installation.

For Exchange 2007
Microsoft Windows Server 2003 x64 (all versions), Windows Server 2003 R2 x64 (all versions) and Windows Server 2008 x64 (all versions).

Processor

For Exchange 2000 & 2003
800MHz (Megahertz) or better

For Exchange 2007
x64 architecture-based computer with Intel processor that supports Intel Extended Memory 64 Technology (Intel EM64T) or AMD processor that supports the AMD64 platform; Intel Itanium family IA64 processors are not supported.

RAM

For Exchange 2000 & 2003
256MB (Megabytes) or better

For Exchange 2007
2 GB of RAM per server or better

Free Hard Disk Space

30MB (Megabytes) or better

Monitor

Super VGA (800 x 600) resolution or better

Video Card

4MB of RAM (video RAM or VRAM) or better

Software

A Windows 2000 or better Active Directory environment. Windows SMTP Service installed and operational. Internet Explorer 6.0 is also required.

MDAC 2.8 is only required when using Windows Server 2000.

Recommended - Exchange 2000, 2003 or 2007 organization.

FAQs

How do I order an Exclaimer product?

Exclaimer products can be ordered via a credit card or with a purchase order if you click on Buy Now! in the Quick Links section. You will be taken to the order wizard where you follow the simple steps.

How are Exclaimer products licensed?

Exclaimer products are licensed on a per user basis. You will need to purchase a license based on the amount of users that you have in your organization.

Is this a yearly license or a one time license fee?

All Exclaimer products are purchased on a one time license fee* and is valid for the version of Exclaimer software you are currently on and all point updates. The only time you will need to renew your license is if you upgrade to a newer, chargeable version or if you want to add more users.

* With the exception of the Exclaimer Mail Utilities Anti-Spam module which is purchased on an annual license.

We have grown rapidly and gone over our user limit. How do I upgrade?

You can email sales@exclaimer.com and request an upgrade quote. We can then provide you with a tailored quotation to suit your needs.

If I purchase Exclaimer Mail Utilities (Standard Edition) what features will I be licensed for?

The standard license enables every feature except Anti-Spam, for which a separate, annually renewable license is required.

Is there a delivery charge?

No. All Exclaimer products are delivered electronically.  When the purchase is complete the license and invoice are delivered via email.

How long is the lead time?

All Exclaimer products are delivered straight after a payment has been made or a purchase order has been approved.

Do I need to download Exclaimer Mail Utilities/Mail Archiver again?

No. When you trial an Exclaimer product it is the full version so you won't need to download again.

What is AD Pictures?

AD Pictures is a utility to allow you to add images to the records in your Active Directory.

Why do I need AD Pictures?

Although Active Directory comes ready with the ability to store images, there is no user interface provided to do this. You must either write a program or use a tool like AD Pictures to store and extract this image data.

What can I use AD Pictures for?

You can store scanned signatures and/or pictures of your users, either for reference or for use with products that can interrogate and extract data from the Active Directory, such as email stationery and disclaiming software like Exclaimer Mail Utilities.

Do I have to change or install anything on my server?

No, AD Pictures is best installed on a workstation. No changes are made to your server or network setup. AD Pictures will simply store the images inside the Active Directory.

Can I control a camera or scanner with AD Pictures?

As long as AD Pictures is installed on a Windows XP system, any Windows Image Acquisition (WIA) source can be controlled and used to import images. Older TWAIN drivers may also work, but we do not officially support this configuration.

What are the limitations of the trial version?

The trial version has all the functionality of the licensed version, but any images that are saved to the Active Directory will have the word 'TRIAL' embedded as a visible watermark across the image.

What do I get when I buy AD Pictures?

You get an email with a registration key that removes the limitations of the trial software. There is no need to re-install the software.